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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 )
2/8/02: > Cathy called - they are coming to Chicago!!! > 2D/1N package as BJS proposed on 9/6/02. Fiday night at Hotel. > 2 choirs - both Mixed. > Both will enter for Competition. > Concert Choir approx. 72 singers > Madrigal Singers approx. 24 singers > Total Pax = 100 (85 + 15) > She will complete and fax Application today, along with copies of three Purchase Orders. > One for the $75 Application Fee, One for the $1,000 Deposit, and one for the First Payment of $50 per person. > Application Fee and Deposit are due NOW. > First Payment will be due 3/1/02. > BJS completed and then faxed and mailed invoices for these three payments to Cathy this morning in order to assist her with the purchase orders. > INV #3093 - $75 due: 2/8/02 > INV #3094 - $1,000 due: 2/8/02 > INV #3095 - $5,000 due: 3/1/02 > BJS to complete Contract Notebook upon receipt of Application and then it will be FedExed SON. > She will mail Application and Purchase Orders & checks for Application Fee and Deposit totaling $1,075 so we have them by the middle of next week. > When BJS faxed Invoices, he asked that she complete the Application and fax it along with copies of the Purchase Orders today! > BJS added to Status Schedule and FOE lists. > Will perform either Friday evening or Saturday. Actually prefers Friday evening, eventhough they are traveling that day. They are approx. 5 hrs from Chicago and will be making a 1-hr stop en route at a college campus. This stop is flexible, so we can schedule as reasonably able. > BJS completed CFS & Bible. > BJS added to Hotel Room Usage Projection Chart and LVM for Tom Gayle at Embassy Suites Lombard re: our need for additional suites - if he can help. ____ MWL ____ 2/15/02: > BJS called Cathy to check status of Application Materials, etc. > LVM . . . 2/19/02: > BJS called again . . . > LVM - we need to iknow what is going on! > Are you cumming??? 2/19/02: > Yes, she is cumming! > Application Form and PO are being faxed this morning, then hard copies will be mailed. > BJS will complete CN once the fax is received. 2/20/02: > Rec'd Application Form via fax as well as copy of Purchase Orders for first two invoices totaling $1,075. > BJS completed Contract Packet and FedEx SON. Contract Due 2/22/02, First Payment due 3/1/02. > Total pax = 95 (72 + 23) > A Cappella Choir (Mixed) = 72 singers > Madrigal Singers (Mixed) = 24 singers - sub-group from larger choir. 2/27/02: > Rec'd Signed Contract, General Info Form and CCIF via Fax. > Arriving Chicago 3pm on Friday, planning to arrive Hotel 8pm Friday. > Departing Hotel 10AM Saturday. Group will attend Awards Ceremony in Park. 3/1/02: > BJS responded to Cathy's request to MWL for a free preview weekend. BJS said our deadline has passed. 3/13/02 > Cathy Smith called and spoke to MWL. > She is having trouble securing her Saturday night homestays and wanted to see if there was a possibility of her adding a hotel night to her one night-pkg. > MWL told her that it would have to be looked into and also made sure she understood that this was NOT guaranteed and if it worked out, it would be an additional cost--she said she understood that it would be the cost of the 3d/2n stnd pkg if this worked out. > MWL went to just look and see what was going on in this file--we don't even have her Rooming List & HIF, or FPGF, so how the hell were we supposed to even check in to something like this without that info!?!? > Anyway, MWL called her back and asked for the above--"you don't have that, I guess". DUH!!!! Well, she will get "right on that" and get it to us as soon as she can. > MWL also reminded her that we don't have any money from her either---geeesh!!! > If nothing else, maybe she will send the RL, HIF, and FPGF. Who knows?!? 3/15/02: > Rec'd FPGF, Room List & HIF. > Total pax = 87 (66 + 21) > Rms / Pax 13 Qt / 65 03 Q / 12 00 T / 00 05 D / 10 00 S / 00 TOTALS = 21 ROOMS and 87 PAX (66 + 21). > BJS updated Bible accordingly. > MWL, as these numbers are now GUARANTEED, along with White Station MS Band - the other group at Embassy Suites Lombard, please check with Tom and see if he has the rooms for Wentzville on Saturday night (in addition to those we already have for her on Friday night). Thanks! > Proceed as needed on all other inclusions as well. Thanks again, BJS. ____ MWL ____ 3/25/02: > Rec'd check #231753, $1,075. > INV #3094 & 3093 - PIF. 3/27/02: > BJS called Cathy - LVM - hotel does NOT have sufficient DDs available to accommodate the group on Saturday night. 3/28/02: > BJS faxed and emailed IOG. > MWL, as IOG is now complete, please proceed as neeed. Thanks! ____ MWL ____ 3/28/02: > BJS faxed and mailed Final Payment INV #3157, $6,086.00 due - 3/19/02. Also sent Statement. > Total Due on Account = $11,086.00. 4/4/02: > BJS faxed Revised IOG to Cathy. (Madrigal's times adjusted by 15 minutes) > Also emailed Cathy re: Set-up Forms, T-Shirt Order & Repertoire. 4/4/02: > Cathy called and cancelled Madrigal's performance. Only the Concert Choir will perform. > No change in numbers, just dropping their performance. > She asked about adding add'l pax, I said all based on availability, but cannot add additional rooms at hotel. She understood. > Asked if we could start as soon as they arrive at UIC since they are the last group and we have a 1-hour break scheduled before them. She said OK although we will leave the official time as published. > Also mentioned that they will not arrive hotel until approx. 10pm. > BJS revised IOG and all schedules / list accordingly. 4/9/02: > Rec'd PCCF from Cathy as well as instructions on how to adjust Room List. > BJS revised RL, IOG and Bible accordingly. > BJS revised T-shirt Order accordingly. > REVISED Rm / Px 13 Qt / 65 03 Q / 12 01 T / 03 04 D / 08 00 S / 00 TOTALS = 21 ROOMS and 88 PAX (65 + 23). > MWL, as these numbers are now REVISED and GUARANTEED, please proceed as needed. Thanks! __X__ MWL ____ 4/16/02: > Rec'd another PCCF from Cathy as well as instructions on how to adjust Room List. > BJS revised RL, IOG and Bible accordingly. > BJS could not revise T-shirt Order accordingly as they have already been sent! > REVISED Rm / Px 12 Qt / 60 04 Q / 16 01 T / 03 04 D / 08 00 S / 00 TOTALS = 21 ROOMS and 87 PAX (64 + 23). > MWL, as these numbers are now REVISED and GUARANTEED AGAIN, please proceed as needed. Thanks! ____ MWL ____ 4/16/02: > BJS faxed Revised FINAL INV #3157, $6,098.00 due: 3/19/02. > Total due on account = $11,098.00. 4/22/02: > Rec'd check #232600, $6,098.00. INV #3157 PIF. > Rec'd check #232297, $4,750.00. INV #3095 - Balance due on this INV = $250. > Account Balance is $250. 4/24/02: > BJS was reviewing Final Invoice and realized that the cancellation fee was left blank (30% of Quint = $41.70) . BJS sent separate INV, #3180, $41.70 due 5/15/02 with letter of explanation. > This amount will not be required prior to sending packet as BJS made the mistake. > Total due on account = $291.70. 4/25/02 AMH spoke with Cathy regarding trip balance. Cathy will send a money order overnight mail. We should receive it tomorrow. 4/26/02: > BJS went ahead and FEDEX SON packet to Cathy's attention. 4/29/02: > BJS sent email alerting her to the fact that packet was sent and that we still need her balance - $250 due NOW and $41.70 due NLT 5/15/02. 4/30/02 > AMH called Cathy - left message asking if she had received her materials for her trip? 5/2/02 > AMH called Cathy Again - Left another message. > As we do not have the receipt form at this time, we will proceed as if everything is fine.
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