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OR
Number of
PAX
Youth
Adults
Escorts
DOF
Comps
Single
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Start
Date:
Time:
End
Date:
Time:
Contract
Due
Received
Deposit
Due
Received
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First Payment
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Received
Final PAX
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Received
Final Room List
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Received
Hotel Info Form
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Received
Balance
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Contract Status
Under Contract
Canceled
Trip Notes
( Print Note )
( E-Mail Corporate )
9/14/99: > Rod called and gave BJS info for trip to DC and the MENC National Convention where the FSU Choirs will be on of the featured performers. 10/4/99: > Marilynn, Rod's Secretary called to check on status of PTP. BJS told her we hoped to have something to them by mid-week. 10/5/99: > BJS completed IOG & Bible. > Get charter quotes from Annette & Classic Coaches, both out of the Tallahassee area. They will need 3-47s. > Try Hampton Inn in Fayetteville (right along I-95) and the Hampton Inn in Alexandria for their Washington area nights (2). > Group contains a number of Graduate students, including some husbands and wives, therefore, you may want to increase the initial room block request in order to accommodate higher than usual doubles. I am sure that quite a few of the rooms will still be quads and triples. > Per client's direction, meals once in DC, with the exception of b-fast at the hotel, if included with room, are to be on their own; however, he does want us to handle meals en route. > I hope to be able to fax PTP on Thursday if at all possible. > This group's plans are similar to the FSU Wind Ensemble, so you may want to make one call instead of two whenever possible. _X___ MPM _X___ 10/7/99: > BJS completed & faxed PTP to Rodney. > MWL mailed 2-day USPS. > BJS spoke with Marilyn to let her know PTP was faxed. 10/14/99: > Per Marilyn, both Rod & Andre would like to see the difference in the per person rate if they would be housed in DC rather than in Fairfax. All she needs is a fax denoting the revised rates. I told her we’d do our best to get something to her by the end of the day Friday. I told her to expect a $60-70 per person rate increase. > SMP, see me and we'll make some hotel selections for you to call. __X__ SMP __X__ 10/15/99: > BJS completed Revised PTP with Quality Hotel & Suites, Downtown Washington. Not sure if they want to go this more expensive route, so do not release anything at this time. > BJS faxed Revision to Marilyn's attention, also called and LM to alert her of incoming fax. > MWL, please mail hard copy, Attn: Marilyn Summers, regular mail in 9x12 envelop (.55) on Monday. __X__ MWL __X__ 10/20/99: > Marilyn called & LM. BJS returned call & LM. 10/21/99: > Per Rod, ready for Contract, based on Downtown Hotel in Washington rather than Hampton Inn. > Needs 3 47-passenger coaches from Annett. SMP, please get contract. > As this is going to contract, please review and confirm all as needed. > Contract Notebook to mail NLT 10/25/99. __X__ SMP __X__ __X__ MWL _X___ 10/26/99: > BJS completed Contract Notebook. > MWL to process per SOP & mail USPS 2-day ($3.20) on Wednesday, 10/27/99. > Contract & Deposit due date = 11/12/99. __X__ MWL __X__ __X__ MPM __X__ 11/5/99: > Changed main contact to Andre. > Some of the students may wish to stay through the end of the MENC Conference on Saturday. In which case, we may need to secure rooms and one of the coaches for the additional time. Andre/Marilyn will advise. > The Dean wanted to make certain that we sent Invoices prior to each payment due date. I assured her that was our SOP. > Said that the initial deposit & Contract may be a few days late due to lengthy university procedures. 11/8/99: > Marilyn called, Andre said Dean wanted to know exact final cost, I explained that we could not determine final price until after room list was received in early January. She understood. . . And will explain to Andre. We ran some very loose numbers and came up with something in the 30-31,000 range. 11/14/99: > BJS prepared INV #2488, $13,309.50, Due: 12/7/99. Also prepared Statement. > MWL, please process and mail per SOP NLT 11/16/99. __X__ MWL __X__ 11/22/99: > Per Andre, en route to Washington, planning on +/- 102 total participants, including himself. We will need to bill accordingly. > SMP, please secure 2-55 passenger coaches from Annett rathet than the 3-47s we are currently holding. Once secured, please advise BJS so he can fax revised charter rates to Andre (Marilyn). > In Washington, need housing for +/- 130 total on Tuesday & Wednesday nights. > Have approximately 20 people wanting to stay through Saturday night with a check-out on Sunday. I told him MPM would check with the hotel on availability and see if they would extend our rate over these additional nights. He will notate these folks on the Rooming List and we will then bill accordingly. He would like to know the additional price for these extras by tomorrow am if at all possible; therefore, he can inform the interested students and get the room list to us, properly notated, ASAP. > He hopes to have Room List to us in the next few weeks. > He will sign Contract and forward ASAP. > The Dean has the Deposit Invoice and will be forwarding payment once it has gone through the Purchase Order process. __X__ SMP __X__ __X__ MPM __X__ 12/2/99: > BJS faxed revised PPBCC to Andre (58 passenger coaches). > Also noted rates for those staying on through Sunday am. > Noted that Andre needs to mark Room List as to who will be staying on in Washington & those not needing rooms en route in Fayetteville on Monday. > BJS called Marilyn to alert her of the fax. 12/3/99: > Spoke with Andre at his home. > He received revised charter quote and hotel price for those staying on in DC. > Like the FSU Band, the University will not allow pre-payment. They can pay 80% 10-days in advance of departure and then balance upon completion. This is a State of Florida regulation and if we want to do business with them, unfortunately, there is no way around it. > I told him we would continue to Invoice per our Contract and payments / deadlines, penalties, etc. would remain official as stated in the contract. > I asked him to please sign and forward contract ASAP. - He agreed. > Once contract is received, we will consider this group UNDER CONTRACT & Official, regardless of payment status. __X__ MPM __X__ 12/6/99 > MWL mailed FPGF reminder today. 12/21/99 > Recv'd Contract via fax. > Recv'd Rooming List via fax. > Total Pax = 127 (all Adults) Rms / Pax 23 Q / 92 06 T / 18 05 D / 10 07 S / 07 Total = 41 Rooms & 127 Pax __X__ MPM __X__ 1/3/00 > MWL Faxed FPGF Reminder today. > Only asked for FPGF and Hotel Information Form since we had Rooming List as of 12/21/99. > BJS spoke with Marilyn as we need to know who will not be riding to DC on the Bus; therefore, they will not need accommodations at the Hampton Inn in Fayetteville. We will also need to know who, besides Rodney & Andre, will be extending their stay through Saturday night in DC. Marilyn hopes to have these answers to us by the end of next week. __X__ MPM __X__ 1/13/00: > BJS spoke with Marilyn > She is faxing list of those who will be riding the bus, those who will be staying over in Washington, etc. She also has a change or two on the Room List. > BJS faxed her per person, per night rates for the extended stay in Washington. 1/13/00: > Received the above mentioned lists from Marilyn; however, I cannot seem to make much sense of them. . . 1/17/00: > BJS LM for Marilyn to call re: lists received 1/13. 1/18/00: > Marilyn LM, the lisy she sent was only for Chamber Choir. The remainder of the group is University Singers and all of those participants will be doing the standard package with bus both ways, overnight in NC and two nights in DC. 1/21/00: > Per Marilyn, please make the following changes to her lists - > Delete the following altogether - Evan Jones, R. Brady Finch & Laura Finch > Add LaToya Lane as person for standard package. > Marilyn will be faxing a Revised Rooming List. 2/2/00: > BJS spoke with Marilyn. > She faxed info on additional changes / additions to the stay-on lists. > BJS told her to inform the directors and students that next Tuesday, 2/8/00 would be the last day to make any changes. This is less than 30-days prior to their departure, so we have been more than lieniant. > BJS is holding the plethora of lists received to date and will finalize counts, etc., once we get past the Feb. 8th deadline. 2/11/00: > Per Marilyn, Andre will not need a room en route, but does need the room in DC through Saturday pm. Rodney's Room is also for DC only - nothing en route. > Has two other issues pertaining to 2 possible additions (Mom Cox & Kema's Sister). She'll have definitive answers to us by 4pm this afternoon. > She'll fax the most recent lists as of 2/1 & 2/4 for Chamber Choir & University Singers. > We will bill for Add-ons separately. They will write their checks to CCIS. 2/14/00: > Finally, after spending all day in this, it is finally in order. I have informed Marilyn that they can make absolutely NO MORE CHANGES!!! > Total Pax = 123 > I've done up three different room lists, as the numbers are different at the Hotel in North Carolina, as well as the one in DC. > FAYETTEVILLE, NC Total = 90 Pax. (Monday Night) Rms / Pax 14 Q / 56 08 T / 24 05 D / 10 00 S / 00 TOTALS = 27 Rooms & 90 Pax. > WASHINGTON, DC Total = 123 Pax. (Tuesday & Wednesday Night) Rms / Pax 21 Q / 84 10 T / 30 03 D / 06 03 S / 03 TOTAL = 37 Rooms & 123 Pax. > WASHINGTON EXTENDED STAYERS!!! Thursday - Saturday Nights: 1 Quad, 1 Double & 2 Singles (4 rooms total) Thursday & Friday Nights: 1 Quad (1 room total) Thursday Night: 1 Double (1 room total) Thursday Night = 6 rooms total Friday Night = 5 rooms total Saturday Night = 4 rooms total. MPM, I apologize for all of this. It has been quite a project getting this information from FSU. Please see me if you have any questions. Also, this is just the FSU Choir information, remember, we also have the FSU Wind Ensemble at the same hotel in Washington. As these numbers are now finalized and guaranteed, please review, confirm and order as needed. Thanks! __X__ MPM __X__ __X__ SMP __X__ 2/22/00: > BJS prepared, faxed & mailed INV #2616 $28,260.00 & INV #2617 $2,280.00. Total due = $30,540.00. > BJS called Marilyn and asked her to call for explanation if needed. > MWL, please process per SOP. > BJS voided invoices #2488 & #2465 as they will never be paid and the Final invoices (#2616 & 2617) did not reflect these in any way. MWL, please mark these invoices VOID and place in the PAID section of the notebook. __X__ MWL __X__ 2/24/00: > Marilyn called and spoke with BJS. > We reviewed their Invoices and she understands! > Two graduate students wanted to make two drops and she and I both agreed that it was too, too, too late! > She will do her best to get additional specifics from Andre for the Final Itinerary, especially the Washington stuff by Friday. It may not be until Monday as they have a big concert this w-end. I wanted her to make sure he was aware that we are not slacking, but cannot provide Final Itinerary until we have that DC information. She assures me that they do not perceive us as slackers! > I explained how we will deliver the cameras and additional meal credits, etc. at the Lunch at VA Center Commons on Tuesday, 3/7/00. She thought that was an excellent idea. > BJS told her that we had hoped to have the final itinerary completed by Friday, 2/25, but if we didn't have the stuff from FSU, we couldn't generate it until we did. 2/28/00: > Reharsal at KCPA = 4:30 pm, Concert = 8:30 pm. > Reception following the performance at the KCPA. Hold coaches at KCPA to return after reception. > Would like us to secure a large mtg. room at the hotel for a rehearsal on Wed 10 - 11 am - University Singers and then from 11 am - 12 pm Chamber Choir. Do they have a piano? If not they will bring an electronic piano as needed. > Need an exit number and approximate time en route on the way back to Tallahassee. Student wants to jump ship en route as close to Atlanta as possible. I told her I didn't think they'd be going the Atlanta route, but we would get a route and exit from Annett so the student can have her parents meet the coach and get off! MPM, please check with Brian and see what you can find out. > Andre wants copy of Final Ininerary faxed to him by tomorrow if at all possible. I told him we'd do the best we could. ____ MPM ____ 2/28/00: > Called Samantha at the Quality, asked for Meeting Room between 10 - 12 Wednesday 3/8/00. Need Piano - is it tuned? How much for Meeting Room and Piano? Needs to seat 100 - theirs seats 70. She will call back in the morning. 2/29/00: > Samantha called - we have the Melborne Room for $99 + 14/5% = $113.36 - she's checking on piano tuning. Per BJS they may bring an electronic piano if Quality is marginal. 2/29/00: > BJS completed Final Itinerary. > BJS faxed to Andre. > Final Itinerary Packet to be Federal Expressed this afternoon, Priority Overnight for a Wednesday AM arrival. > Please get to vendors and process per SOP. _x___ MWL __x__ _x___ SMP _x___ _x___ MPM _x___ 2/29/00: > BJS spoke with Andre. > Wants to add another rehearsal at the hotel on Tuesday evening for University Singers from 5:30 - 6:30 pm. MPM, please check with Samantha Jackson to see if it is available. Will there be another charge, if so, how much? > BJS emailed Final Itinerary to Andre so he can add the rehearsal. __X__ MPM __X__ 2/29/00: > Yes on the room for Tuesday. Same room (Melbourne) same price .MPM __X____BJS___X____ 2/29/00: > Marilyn called, wanted us to change the drop-off time at the Kennedy Center. I told her to have the person in charge handle that change once in DC since Final Itineraries have already been sent. She was fine with that. > BJS prepared Statement & Invioce #2631 (for Rehearsal Room Rental 2 @ $125). Due: 3/15/00. Total due on account = $30,790.00 BJS mailed original of Statement & Invoice. MWL, please process per SOP. _X___ MWL __X__ 3/1/00: > BJS confirmed receipt of FedEx packet with Marilyn. > She will complete Receipt Form and Fax back to our attention. 3/1/00: > Received Receipt Form, singed by Marilyn. 3/1/00 > SMP spoke with Brian from Annette re: route and closest exit to Atlanta for student that wants to jump ship and meet parents. > he researed this heavily and called me back > he said there is no close exit because they will be traveling 95 south through Savannah and that 245 miles and Tallahasse is 255 miles so they might as well pick them up at FSU. > he asked if we wanted to change the route and I said absolutly not! 3/2/00: > BJS relayed msg to Marilyn re: jump off the bus in Atlanta. The closest they will be to Atlanta is Savanah, 245 miles away. Tallahassee is only 255 miles from Atlanta; therefore, she can meet her parents in Talahassee since it is only 10 miles difference. > Per Marilyn, payment will be FedEx'd to our office next week! Believe it or not! 3/8/00: > MPM received call from Peter Pursino (an extended stay) and he said that he and his room mate Debi Chandler were moving out of their hotel today because it was too hot. He said he didn't care about FSU paying for tonight, but he would stop payment on his check for Thursday night to CCIS. I asked him if he and Debi were the only one moving out and he said yes He called Marilyn before MPM and she didn't know what to tell him. I told him to call back this afternoon and speak with BJS. In the meantime I have called Samantha Jackson at the Quality Suites to find out about the air condiditioning situation. She said that they could only run heat or air and with the weather changing so much it would cool down on and evening and if they put the air on, the residents would complain that they were too cold on a night. She is going to check with maintenance to get the first hand info on this and call back. I told her it was going to be 78 degrees today and 80 tomorrow and I wanted to know if they were going to have air conditioning on. Waiting for reply. Samantha called back and said she spoke with the Head Maintenance person and the air will be switched on and they will have air by tonight (Wed.) The group doesl not get back to their hotel until 11 pm. > Cancelled Thursday night 3/9/00 for Peter Pursino per BJS. 3/8/00: > Peter called again and spoke with BJS, I told him so long as we got refund from hotel, we could refund his money for Thursday night. He said the hotel told him he would also get a refund for Wednesday night. I told him he had no authority to cancel the room for Wednesday night as it was under contract between CCIS & the hotel, Not Peter and the hotel. I also told him that he would not be receiving a refund for the canceled room on Wednesday! 3/15/00: > BJS created & faxed DUMMY invoice for Andre per Marilyn's request.
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