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OR
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Final PAX
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Final Room List
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Hotel Info Form
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Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
ALL PREVIOUS NOTES IN WRITTEN FORM IN CORRESPONDENCE FOLDER 9/1/99: Received fax from Barb Fox, needs additional charter quotes from the following - > Monticello Bus Service, Inc. 1-800-666-9477 (Litchfield, IL) > Cavallo Bus Lines, Inc. 1-800-257-5675 (Gillespie, IL) > Capitol Tours 217-529-8166 (Springfield, IL) She requests that we get answers to the following in order to help them make their decission - > Air Conditioning (I guess do they have it & how reliable is it?) > How new are busses / average age of their fleet? > TV & VCR equipped? > Toilets & condition / how often serviced during trip? > Are non-smoking coaches & drivers available? Barb confirmed with Mr. Udey, the Band Director, that they will go, even if by coach, since plane is too expensive. Our former contact, Marty Cruise is mad & has resigned. Their next meeting is scheduled for Tuesday, 9/7/99 and would like to have quotes and answers by that time. Barb provided her school fax # 217-535-2754. __X___ MPM __X___ 9/2/99: BJS LM for Barb re: we rec'd fax and will get to work on these additional charter quotes and related questions. ___X__ MPM __X___ 9/7/99: Barb called re: additional charter quotes. > BJS to fax all received later today. > Discussed contract and due dates as well as cancellation policies. > Discussed staying in Disney and the cost effectiveness of such a plan. I discouraged since they would still need charters on Clinic & Performance Days. > After reviewing charter quotes at tonight's meeting, they are going to present Bus vs Fly packages to the parents as a whole and let them make the final decision. We should then get the go to contract word. __X___ MPM __X___ 9/8/99: > Rec'd fax from Barb. > Boosters liked the Monticello charter quote. MPM you may want to go ahead and ask for a contract or at least a hold. Per Barb, please make certain the coaches have TV/VCRs, are non-smoking, with good AC and restrooms. Also coaches less than 5 yrs old. > Boosters meet again on 9/14 to finalize 2-3 plans (air vs. coach) to present to parents for final decision on 9/29. > Barb asked will students need to have I.D.s with them? > I the group chartered, could they get a better air rate? MPM, please check with Flight Time. We use their nice little desk calendars, so we might as well ask them for a quote. Use the same basic schedule as we did when getting quotes from Kris Witte (Norder). __X___ MPM __X___ 9/13/99: > BJS faxed Flight Times Charter Quote to Barb Fox. 9/21/99: > Received fax from Barb where she was trying to figure per person total cost for their up-coming mtg. > BJS called to get clarification on where she was getting theses figures - She had the CCIS pkg rates wrong - she had $290 and it is actually $319 based on our most recent PTP - Revision II. > I also informed her once again that we were not currently holding any flights for their group and that all rates, schedules, etc would need to be resubmitted. > I told her I was unaware of anything to do with registering for First Aid. > We would complete and submit the performance application to MMDays. > I mentioned that HRCafe menu was printed in PTPs and that we'd fax meal counts, etc. > Barb mentioned that group has gotten somewhat smaller, +/- 75 - 80 total pax, 60 - 65 students and 10 - 15 adults. __X___ MWL __X___ __X___ MPM __X___ 10/1/99: > Had Parent mtg. Wednesday pm. Trip is a go! > Voted on all Bus trip with Monticelllo. MPM, please secure coaches. > Make Contract with Band Boosters. Don Udey, Band Director, to be signature on Contract as well as Barbara Fox. > Mail to Barb's attn: 303 W. Walnut, Chatham , IL 62629 hp:217-483-5515. > BJS adjusted numbers per Barb's direction to 70 (60 + 10) > We discussed how rates may change slightly due to lower than projected numbers. > In an effort to save some $ since group size is much smaller than originally presented in PTP, try to get into Hampton Inn Maingate rather than Homewood Suites. > BJS to forward Contract, with all MMDays info, NLT 10/6/99. __X__ MPM __X__ 10/6/99: > BJS completed & MWL processed & 2-day USPS mailed Contract Notebook, including MMDays materials. > Contract, Deposit & MMDays Application Materials are all due 10/29/99. 10/29/99 >recv'd Contract, Deposit check#139, $3,000, inv.# 2457--PIF MMDays materials (minus photo). 11/3/99 >Faxed request for MMDays photo and letterhead to Barb. 11/22/99 > Recv'd Photos and letterhead from Barb. 11/23/99 > Disney Application Materials all sent out today---here we go, the Disney crap has started!!!! 11/29/99: > BJS completed INV#2499, $13,299.40, due: 12/29/99. > MWL, please process & mail per SOP. __X__ MWL __X__ 12/28/99 > Recv'd First Payment, check# 143, $13,299.40. 12/30/99 > Mailed FPGF Reminder Letter today. 1/11/00 > SMP spoke with Sandy from Monticello Bus - she said yes they will have a 47 at the school on March 7, 2000 at 7:00pm > Also called Homewood the game room and pool are open from 9am - 11pm 1/11/00: > BJS completed fax cover sheet to Barb Fox re: Questions from 1/10. > MWL, please fax to Barb along with a copy of the Atlee HS Choir Final Orlando Itinerary from last season. Mark the total # of pages accordingly. __X__ MWL __X__ 1/27/00 > MWL faxed FPGF Reminder today. 1/31/00 > Recv'd FPGF, Hotel Info Form and Rooming List today. > Total Pax = 66 (54 + 12) > Rms / Px 4 Sx / 24 6 Qt / 30 0 Qd / 00 0 Tp / 00 6 Db / 12 0 Sg / 00 TOTALS = 16 Rooms & 66 Pax. > BJS revised IOG & Bible accordingly. > As these numbers are now guaranteed, please review, order and confirm as needed. Thanks! __X__ MWL __X__ __X__ SMP __X__ ____ MPM ____ 2/8/00: > BJS prepared Statement & INV # 2595, $15,546.40. Due: 2/11/00. > BJS faxed & mailed Statement & Invoice. > MWL, please complete processing per SOP. __X__ MWL __X__ 2/10/00 > Recv'd check# 149, $13,299.40--partial payment of Final invoice. 2/11/00: > BJS entered payment received 2/10/00, then created Statement for MWL to fax along with her other information to Barb's attention. Balance due = $2,247.00. > MWL, please process Statement & payment per SOP. __X__ MWL __X__ 2/14/00 > MWL faxed information to Barb today, including Disney info, hotel address and current Statement. 2/29/00: > Don Udey called (Band Director). > Spoke with BJS and MWL. > MWL was able to appeased him with information from Disney. He was concerned that he had not heard anything yet about their performance, etc. He was also concerned about the medical procedure as far as checking-in, etc. b/c of a bad experience they had the last itme they were @ Disney. MWL assured him that all would be covered in the information we sent to him. > He seemed a lot more at ease when we finished. > MWL to fax what information is available to him at school this afternoon is possible. 3/2/00: > BJS mailed Cameras, USPS, Priority Mail. 3/6/00: > MWL called school for directions. DIRECTIONS FROM MONTICELLO, IL: APPROX. 1 1/2 HOURS TO CHATHAM > Take 72W to Springfield, IL > Take 55S ("to St. Louis") > Take EXIT 88 (this is just after a bridge) > At the end of the exit ramp, take a bearing right at the stop sign. > Go to the 2nd right (sign says "to Chatham") take right. > Go to first stop light. Take right into the school grounds. > Proceed to the back of the school area for loading. 3/6/00: > BJS completed Final Itinerary. Faxed to Client at both the HS and the ES where she works. > MWL LM at her home re: location of FEDEX packet arriving Tuesday at HS. > FedEx Packet included everything but their Group Leader's Folio, Disney Park Admission Tickets, Disney Meal Coupons, Folio Envelopes & CCIS Thank You Gift. These will ship once rec'd from MMDays. > SMP confirmed bus at Tuesday night mtg in AM, then rec'd call in PM that they would not be able to attend on Tuesday night. Wanted us to check with Client to reschedule. BJS instructed SMP to call Monticello and have they call Barb Fox to reschedule. We were going to stay out of this one! > Recv'd check #153, $2,247.00, invoice #2595, Final Payment---PIF. 3/17/00: > Barb Fox called. > They need to add 1 person---they forgot a new student after the Rooming List had been completed. > Per BJS, "she doesn't exist". They will have to purchase Disney tix, meals, etc. on their own and as long as she fits in one of the rooms, fine. > Barb was fine with this--THEY will be responsible for this extra person. 3/20/00: > As Disney tickets have now arrived, BJS prepared Receipt Form #2. > MWL & SMP, please mail today via FedEX S.O.N. to the high school address, attn: Don Edey, Band Director. > Packet to include all items delineated on Receipt Form not marked as provided previously. Thanks! ____ MWL ____ ____ SMP ____ 3/20/00 > MWL LM for Barb Fox @ home re: the above. > Also reminded her to please fax Receipt form(s) back to our office ASAP.
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