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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 )
10/31/00: > Tom called BJS. Musicate 3d/2n is not an option as they are only allowed 1 night. > Early Friday Departure. > Lunch Friday > Clinics on Friday and Banquet / Showcase Participation possibly. > Broadway Bound Workshop is an idea > Hotel other than Musicate Hotel (likes Embassy Suites) > Broadway Show ($65 Budget) > St. Johns Performance Choir & 25 piece Orchestra > Lincoln Center Tour. > Lunch and Shopping > 2-choirs Honors Choir (25) SATB & Women's Choir (65), Jazz Band (25), Concert Band (90), String Orchestra (25) > No need for extra venue for Bands - Clinic will suffice. > Tom to get decision on clinics and banquet / showcase concert from Choir and orchestra director before we proceed. > Tom will call with decisions. . . 11/3/00: > BJS sent email to Tom re: has any decision been made yet??? 11/8/00: > BJS called Tom & LVM. 11/13/00: > BJS sent email to Tom. Where is this thing going? 11/14/00: > BJS spoke with Tom. > The Choir Director & Band wants to do the Clinic and the Banquet on Friday, 4/6/01. > Jazz Band pre-Banquet Performance only on Friday, 4/6/01. > Orchestra needs performance, but no Clinic. Would St. John's be a possibility. They could do their performance while the Band & Choir are in Clinics. Orchestra could attend Banquet if space allows, but if no clinic, they really shouldn't perform at Banquet. > BJS told him we would get to work on it after VMEA and have something to him after Thanksgiving. > Contract could be in hand before Christmas, Deposit / First Payment could be copmbined and due on 1/10/01. > Saturday, Matinee and then head for home with arrival around 11:30 pm. 12/6/00: > BJS sent email to Tom thanking him for his patience and to let him know we should have his PTP to him by the end of this week. We struggled to find a hotel . . . > BJS completed IOG, Bible and made attachments in system, as much as able. > Festival Co. = Musicate & BJS enetered into system with appropriate rates, PTP Text, etc. > Orchestra - Performance Site - VA Medical Center in Lyons, NJ. Orchestra can do performance, then go directly to hotel and check-in entire group, etc. No fee for performance arrangements, as the orchestra students are paying the Musicate Misc. fee just like everyone else. . . > MWL, BJS emailed Tom that we would have his PTP to him, at least via fax, NLT Friday, 12/8. Please review, update and confirm as needed. Thanks! (PS - They are doing their own transportation). __X__ MWL 12/6/00 12/6/00: > BJS completed PTP and faxed most pertinent info to Tom Faris. > MWL, please process per SOP and mail USPS 2-day this afternoon, if possible. Thanks! 12/7 MWL 12/7 12/12/00: > BJS called Tom. LVM. 12/13/00: > BJS called Tom. > No answer - so as not to be a pest, BJS did not LM. 12/14/00: > BJS called Tom . . . > LVM, hope to talk with him before end of week if possible. . . Hotel deadline is 1/2/01! 12/15/00 > Tom called and spoke with MWL as BJS was at lunch. > MWL explained our concern was mainly losing the hotel. > Tom said they are just waiting for approval from the principal--he should know one way or the other by NLT Monday nigth/Tuesday morning. > He will call and let us know ASAP. He totally understands our worry and he appreciates our patience. 12/15 BJS 12/15 12/21/00: > No word from Tom, so BJS sent email (copy in file). 1/2/01: > Per Tom . . . > Delete Jekyll & Hyde Lunch and replace with $5 Meal Credit en route. > Ready for Contract - Principal has given final approval. > He will sign OK to PAYS as needed. 1/10/01: > BJS revised IOG and rates. > Revised attachemtns as needed. > Completed Contract Packet and Deposit / First Payment INV #2803, $10,000 - due with Contract on 1/26/01. > MWL / FM, please process per SOP and FedEx Standard Overnight on Thursday, 1/11/01. > Don’t forget to include show selection sheet and Seating / Set-up form since he will be doing Musicate Clinics with the Choir & Band. 1/11 FM __X__ ____ MWL ____ 1/16/01: > Rec'd email from Tom wondering where his packet was . . . > BJS LVM and then sent email, after talking with FedEx. They confirmed delivery at 1:12pm on Friday, 1/12/01. > Copies of emails in file. 1/17/01: > BJS called and spoke with Tom . . . > He has the Notebook. It has been sitting on a Secretary's desk since last Friday! > He will probably be walking on Saturday from FAO Schwarz through the end of the show, this way their coaches can have the time off. > BJS faxed show list from Playbill. > He is aware and fine with the idea of splitting into 3 or more shows on Saturday afternoon. 1/19/01: > Berj Hagopian, Orchestra Director called. He wants to delete the VA Medical Center performance and add a Musicate Orchestra Clinic #3. He is aware that it will be pending availability and in a smaller space at the hotel. We will check with hotel on Monday when we release space, etc. > BJS revised IOG and added to Master Schedule. 1/22/01: > BJS emailed response to Tom re: Driver's Room. ($95 per night inclusive - no Breakfast). 2/1/01: > BJS spoke with Tom, his Contract is signed and he will fax this afternoon. > His depsoits are due from his students next Friday - he will send $$$ accordingly. I reminded him that FPGF, Room List & HIF were also due at that time. 2/16/01: > BJS LVM for Tom re: Contract, Deposit, Room List, etc. Please call today! 2/16/01: > Tom called, he will fax forms today. > Show choices = 1. Rent 2. Aida If needed, he is willing to split. 2/20/01: > Still no forms, so BJS LVM and emailed (they are on Spring Break, so who knows!) 2/26/01: > Rec'd signed Contract, FPGF, Hotel Info Form and Charter Co Info Form. He needs rooms, but we do not know how many. > Total Pax = 153 (145 + 8) > BJS sent email - room list is req'd in our office NLT tomorrow! We really need it. > MWL, now that we have a guaranteed number, go ahead and order show tickets. The choices in order of preference - 1. Rent, 2. Aida. (It is a Saturday afternoon matinee) > BJS sent another email - how many rooms of rhte bus drivers? > As this is now under contract, please review, order, confirm, etc as needed. Thanks! > Per Tom's VM earlier today - he requested a check for over $10,000 on 2/16 and the balance is due from his students next Friday 3/9/01. ____ MWL ____ 2/28/01: > Read email from Tom, Room List should be here Friday afternoon, 3/2/01. > BJS called Tom, LVM we need it on Friday at the very latest. > Also, what is decision on number of Driver's Rooms? > Also, we need Seating / Set-Up forms faxed TODAY > And, we have not yet seen the deposit check! > Per Tom, the Bus Drivers need 3 rooms for the one night. 3/6/01: > Rec'd final Room List from Tom via email. > Total Pax = 156 (143 + 13) > Rms / Pax 1 Qt / 005 30 Q / 120 06 T / 018 05 D / 010 03 S / 003 TOTALS = 45 ROOMS & 156 PAX. (Plus, they need three rooms for their Drivers) > BJS updated IOG & Bible accordingly. > MWL, this 156 number is 3 more than originally guaranteed. Please confirm, order and guarantee as needed. Thanks! ____ MWL ____ 3/12/01: > BJS faxed and mailed ST & INV #2897, $27,570. Due: 2/20/01. > Total due on account = $37,570. 3/12/01: > BJS LVM for Tom - we need $$$ - we are sending almost $10,000 to ShowTix. 3/20/01: > Rec'd check #4084, $10,875. INV #2803 PIF. 4/04/01: > Rec'd check #1056, $27,570. INV #2897 PIF with Credit of $875. 4/30/01: > BJS LVM for Tom re: purchase order and the $1,000 check we have never received. 5/11/01: > BJS prepared "DUMMY" INV #2945, $1,000 and mailed to Nauset Regional School System, per Tom's request. 5/29/01: > Rec'd check #104559, $1,000 from School Board. This was for dummy INV #2945. 5/30/01: > BJS mailed check #5572, $1,875 for the overpayment to Tom's attention. > BJS revised INVOICES to match payments actually received.
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