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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
Dbl
Trip
Quad
Quint
Sext
Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
Partial Deposit
First Payment
Due
Received
Final PAX
Due
Received
Final Room List
Due
Received
Hotel Info Form
Due
Received
Balance
Due
Received
Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
Knoch HS to Boston, MA = 571 miles / 9.5 hours non-stop DISCOVER STUDENT TRAVEL 1/8/18 > SN spoke to Amy Smith regarding a Columbus Day Weekend trip for the band. > 10/5/18-10/9/18 > 75 + 14 + 1 > Standing performance, possibly at Faneuil Hall > Historical tour > Dinner and show (something they can dress up for) > Medieval Times for a meal/show > Trip to Salem if there is time > 6 comps (BJS note: DST trip, based on ration of 1:25 Paid, they will get 3 comps with at least 78 total trip participants. SN can help them do the math if they want to add additional comps). > Budget in the $800 range > Needed NLT 2/12 for meeting on 2/19/18. 01/08/18: > BJS sent slack msg to SN - no Medieval; Times in Boston. 01/15/18 > EM received from Amy Smith indicates they are ready to proceed with this now, as stated above, but with the performance not on the same day as the Columbus Day parade, if at all possible. She suggested Sunday as an option. 02/05/18 > Amy Smith EM'd asking if we would have something ready for them by their meeting on 2/19, hoping to have something prior to review, having originally requested NLT 2/12. 02/19/18: > CH attached hotel. > BJS completed IOG and then ran rates. > Per Conversation with SN late last week, with an $800 budget, needs to be DST. Could maybe get closer to an all-inclusive trip if they came home on Monday. > DO NOT EVEN TELL THEM - Hamilton is touring - but I want you to know in case they'd ask. We have put in a ticket request, but have not yet received any answers, so do not even mention unless they bring it up. > Since they always take our trip and make what seems like hundreds of changes, BJS decided that we would just give them an IOG and rates rather than a full blown TO. > We will also secure charter quotes once they have approved the IOG, but they should expect somewhere between $1800 - $2000 / coach / day maybe (just an estimate of course). > Rates are as follows: > Tier 1 (80 - 90 total pax) Q = $599 T = $649 D = $779 S = $1,099. > Tier 2 (70 - 79) Q = $619 T = $669 D = $799 S = $1,119. > Tier 3 (60 - 69) Q = $639 T = $689 D = $819 S = $1,139. > Comps = 1:25 Paid for all Tiers > Student Watchers (2 guards) and Escort are also included. 02/20/18 > EM received from Amy Smith in response to emailed IOG and discussion after their booster meeting with Rick Hayden: Saturday: Leave at midnight like we did last year. Lunch when we arrive The rest of the day as planned Sunday: As is ( Unless we do not get in the parade and then do either Salem or the On off tour at that time) Monday: As is (Unless we do the Faneuil Hall Market performance, then do whichever activity we do not do on Sunday) Tuesday: Travel day 2/28/18 > Amy EM'd asking about the TO status. 3/15/18: > BJS reviewed notes and created IOG Rev1 based on their notes to SN on 2/20/18. > CH, hotel is now a 3 night stay, please update accordingly. > DST trip, so CH, please send to Anderson for quote. > CH and HMS, please review and attach / update / proceed as needed. BJS needs to complete full blown TO and rates next week and have something to the group before 3/23/18. __x__ CH _3/18/18___ ____ HMS ____ 03/22/18: > HMS discovered that the Bertucci's BJS suggested cannot take such a large group, so the GM their suggested the store in Peabody, a few miles down the road. He used to work at that location and knows they are larger and should be able to accommodate. > Also, Parade is a bust - no one will get back to us for months, so we are proceeding with the Faneuil Hall Marketplace Performance Opportunity only. Group seemed fine w/o a parade anyway. > BJS adjusted IOG as needed. > BJS made attachments. > BJS ran rates and updated below Q = $539. > Comps = 1:25 Paid > T1 = 80 - 89 > T2 = 70 - 79 + $20 > T3 = 60 - 69 + $20 > CH, ready for TO - old school. > BJS told client we'd have TO to them before end of week - any chance we can get this to me before Noon tomorrow? If not, let me know so I can advise SN and she can tell them we were held up due to the 7 trips effected by this weeks winter storm - I am sorry, but trips on the road with weather related issues took precedence. __X__ CH __X__ ____ HMS ____ 3/23/18: > BJS reviewed TO and made a few adjustments. > Sent SN note via Slack about the Audition requirements for Faneuil Hall Performance Opp. > SN, TO is ready for client. > SN reviewed TO with Amy Smith and would like to add $10 meal credits everywhere meals are on own, except for the Faneuil Hall and Quincy. 4/3/18 > Requested changes received via EM from Amy Smith: (these days in Amy's notes are wrong as determined on 4/15/18) Friday: *Add in $10 meal credits for breakfast and lunch Saturday: *Add in $10 meal credit at Cambridge *Can they add in Boston Tea Party or Paul Revere Sunday: *Add in $15 meal credit at Quincy Market *No colleges on the step on tour *Sit down dinner before departure 4/15/18: > The 4/3 notes make no sense - they do not coincide with the most recent TO and IOG as presented on 3/23/18. > BJS pointed out to SN and she will check with client to see here the confusion is. > SN then sent IOG that Amy out together which clears up the questions from her notes on 4/3 - she had incorrect dates in the notes, but correct dates on IOG. > BJS updated IOG accordingly and it is IOG Rev2. > BJS updated attachments. > BJS ran rates. > They cut a room night and NE Aquarium and SkyDeck, but they also added $50 worth of meal credits as well as an Admission item with Boston Tea Party, so the Quad and Triple Packages rates actually increased $10 each, but the Double and Single Rates went down. > CH, please get revised rate from Anderson and also ask for quote from Lenzner so we are not making the choice to keep our insurance carrier and attorney's happy. > Please advise Hotel of the fact this is now a two night stay. I updated the dates in the attachment so the quote could generate correctly. > CH, please add revised Anderson rate and Lenzner's quote to the system as soon as received as SN needs them for their charter choice so we can get this to K ad they also have a parent meeting on Monday night, 4/16/18. I realize we may not have either of these on Monday, but she needs to pass them on as soon as received. > SN, TO Rev2 is in DB, ready for you to send to group. ____ CH ____ 4/17/18 > Knoch is happy overall with Rev2 and are ready for K, however they want additional bus quotes from McCarters, Butler, and Fullington. 4/25/18 > Ready for K: Anderson is still their charter choice. 5/3/18: > BJS replied to Amy Smith's email from yesterday asking about K and Performance - Amy: All is set. I just sent the 1st two invoices via email and your group’s Contract will be sent as an E-agreement within the next 24-hours. The performance day & time at Faneuil is as confirmed as it can be at this point. Thanks, BJS > BJS completed TO K Version. > BJS prepared First & Second Payment INVOICES. > 1st Payment INV #6426, $ 16,707.00, due 6/8/18 > 2nd Payment INV #6427, $ 24,952.00, due 7/6/18. > CH, ready for E-agreement, please send this afternoon if at all possible, if not, first thing tomorrow AM, making it due 05/11/18. Send it to Amy Smith, Trip Coordinator, being sure to CC: Rick Hayden, the BD. > Remember, new contract with the updated Travel Protection language as well as the removal of all reference to the PPCF and the updated cancellation policy language. Also the new Late Add verbiage we just discussed. Thanks! __x__ CH _5/3/18___ 5/8/18 >Both Client and BJS signed E-Agreement >As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 5/28/18 > Amy keeps asking about whether a rollaway is a possibility for a room. Realizing this is about fire code more than anything else, it usually is not allowed. CH is checking on this - It is also understood on our end that there is an issue regarding check in time (this info was not shared with the client of course) 6/12/18 > KMH recieved check #1796 for $16,707.00 7/16/18 > KH recieved check #1809 for $14,134.00 and check #1803 for $10,818.00 8/3/18 > SN reviewed all forms rec’d on 8/3/18 (RL, FPGF, HIF & FAF). > Total Pax = 72 PAX (60 + 11 + 1). > RMS / PAX 00 St / 00 00 Qt / 00 13 Q / 52 05 T / 15 02 D / 04 01 S / 01 TOTALS = 21 ROOMS and 72 PAX (60 + 11 + 1). > The group will be traveling on 2 busses 8/16/18 > Amy EM'd asking for the final invoice 8/16/18: > BJS reviewed FPGF & RL. > Total Pax = 72 PAX (60 + 11 + 1 Escort). > RMS / PAX 13 Q / 52 05 T / 15 02 D / 04 01 S / 01 (includes Escort) - - - DOES NOT INCLUDE THE TWO DRIVERS or THEIR ROOMS > GROUP TOTALS = 21 ROOMS and 72 PAX (60 + 11 + 1). > JAF, group gets billed for 71 pax: 52 Q, 15 T, 4 D, 0 S (since they are not charged on the Final INV for the Escort or Drivers). > TIER 2 Rates (BJS updated these in the system, Q is 569). > JAF, Comps are two (2) at the Double Package rate. > JAF, please email Final INV ASAP. > BJS updated numbers on IOG & Status Schedule. > BJS updated room count with BMG and they are alerting the hotel. > As these numbers are now final and guaranteed, please review and proceed as needed. > KH, this is a DST trip, so go ahead and mail luggage tags and the group leader gift (wrapped swell bottle) to the Band Director, Rick Hayden, at the high school. ____ KH ____ ____ HMS ____ ___x_ JAF _08/16/18___ 8/16/18: > JAF created final INV # 6457, due 08/24/18, $14,872.00. > Mailed & Emailed. Copy to KH & DB.
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