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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Jul 18, 2012
Trip Name	Verona High School Band & Choir-Sandusky, OH-05-17-2012
Client	Back to Client \|\| E-Mail
Sales Rep	Brett Taylor E-Mail Sales Rep.
Trip Class / Division	CCIS DST
Destination	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 )	Verona to Sandusky = 500 miles / 8 hrs non-stop 6/24/11: > ready for K based on Rev 1 - BUT - delete the two $10 Meal Credits ien route and the rates will drop by $20 across the boartd. > Erik will be sending Deposit check ofr $100 / person today x 150 pax for now. > Make Contratc between CCIS and Verona Music Parents Assoc., Beth Smillie, President, 151 Fairview Ave., Verona. NJ 07044. Veronamusicparents@gmail.com, cell phone # is : 973-809-3479. > Concert Band = 100 players > Jazz Band = 25 players > Concert Choir = 75 singers > Jazz Choir = 16 singers 6/27/11: > Rec'd Advance Deposit Check for $3,000.00. 6/29/11: > BJS completed K Revision (deleting the two $20 meal credits for the meals enroute). > BJS updated attachments accordingly. > BJS updated QUOTE form and rates on Bible Screen. > BJS completed CN and mailed to Janet via USPS 2-Day Service. > K due: 7/15/11 > First Paymjent Due: 9/15/11, $22,180.00 > Secodn Payment Due: 2/17/12, $28,472.50 > Forms Due: 3/16/12 > Final Bal Due: 4/2/12. > BJS forgot to include Travel Planner Letter, so he will send it directly to the school in care of Beth Smillie. > HMS, as the K has been mailed, please review and proceed as needed . . .especially getting the reservation for the Jazz Band to play at the R & R Hall of Fame in Cleveland. __X__ HMS __7/19__ 9/19/11: > Rec'd check #899, $3,000 toward forst Payment INV. Per note accompanying the check, balance of First Payment will be sent on 10/17/11. > Rec'd Travel Planner Letter and signed Singnature Page of Contract. > Jude, please mail signed COPY of contract to Eric's attention. Thanks! __x__ JM _9-19-11___ 11/8/11: > Rec'd check #927. $19,180.00 from the Verona Music Parents Association. > BJS scanned and em'd JAF & Janet. 2/13/12: > rec'd check #989, $28,472.50. 3/28/12: > BJS processed Form Packet which was received on 03/15/12. > Total Pax = 143 (129 + 14). > RMS / PAX 30 Q / 120 02 T / 006 07 D / 014 03 S / 003 TOTALS = 42 ROOMS and 143 PAX (129 + 14). > BJS updated Bible and IOG accordingly, including festival times. > JM prepped RL Packet for hotel and BJS faxed to Hotel. > hese numbersa re just a few below K minimums, so close, that BJS decided not to make any adjustments, especially since this is a new NJ Client. > BJS placed order for CAV dvds. > HMS, as these numbers are now FINAL & GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ 3/28/12: > BJS mailed and emailed final inv #5242, $21,495.50, due 04/13/12. 4/13/12: > rec'd check #1008, $21,465.50. > Pending no other changes, Account is PIF. 5/2/12: > BJS and Janet discussed changing the Pizza Party to the last night after they get back to the hotel from Cedar Point. > Changing the Teen Menu to a different Buffet and doing that menu the first night since he is not happy with the Teen Menu's limited offerings. > He is doing dinner on his own on the 2nd night after their competition performances. > BJS called Bryan Hart at the Kalahari and LVM - looking for suggestions, etc. > BJS updated IOG accordingly, but made no changes at this point to the attachments. 5/4/12: > BJS sent EM to Erik - Per your request, we have: 1. Moved the Pizza Party at the Kalahari Resort from Thursday evening to Saturday night. It will now take place when you return from Cedar Point and is scheduled from 10:30PM – 11:30PM. 2. Deleted Friday night’s dinner at the hotel entirely. 3. Contacted the Performance Site to see if they have a courtyard or grassy area where your group might be able to gather to eat. We will advise as soon as we have their response. 4. Received options from the hotel for a more substantial menu on Thursday evening. Please see attached and advise to your choice no later than Tuesday, 05/08/12. Please note, upcharges are clearly listed, when applicable. Thanks and have a great weekend, 5/4/12: > BSJ updated IOG and attachments as needed to reflect the changes per above. 5/7/12: > BJS sent Em to JAF - so please email an INV to Erik Lynch at Verona HS Band: Sandusky ’13 for the following: Qty = 143 Description = Dinner Menu Up-Charge Rate = $16.00 Total should equal $2,288.00 Due Date = 05/16/12. 5/14/12: > Rec'd check #1015, $2,288.00. > Account is now PIF pending no further changes.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Apple iPad2
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )	$500 / DOF (140) = $3.58pp 3/28/12: > $518 / 139 = $3.73pp. 3/29/12: >JAF posted $414.48 on AMEX. 4/11/12: > JM mailed to Director's home address.

Group Travel Videos
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )	3/28/12: > BJS placed order for 129 CAV dvds and 2 Mosaics. $1,231.00 / 139 = $8.86pp. 5/7/12: >JAF paid invoice of $1231 on ck # 8170.

Vanderhoof Transportation
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Kalahari Resort
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Hotel [+] More
	Under Contract Active (uncheck to make inactive)

kalahari Resort - Mini Golf
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Student Watchers
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Rock and Roll Hall of Fame - Rock Star Package
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Attraction [+] More
	Under Contract Active (uncheck to make inactive)

Hard Rock Caf�
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Restaurant [+] More
	Under Contract Active (uncheck to make inactive)

Music in the Parks
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Festival [+] More
	Under Contract Active (uncheck to make inactive)

Cedar Point Amusement Park
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Restaurant [+] More
	Under Contract Active (uncheck to make inactive)

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Charter #
Total Due Charter Co.	$
Bus One	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Two	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Bus Three	Bus Capacity # of Buses PPBC Chart Cost per Bus to Client $
Item Notes ( Print Note )	11/4/11: > BJS alerted JAF that Deposit is OK TO PAY. 11/4/11: >JAF paid#7935. 3/28/12: > BJS reviewed adn we have to make driver reservations at another less expensive property. > Allowed $80 / room / night total. 5/2/12: >JAF paid balance of $11265.00 on ck # 8163. 5/4/12: > BJS called Rodeway Inn on Milan Road and spoke with Kelly. > 3 Rms for 3 nights for the drivers. > Can park coaches on site. > 3 single rooms. > $128.06 / driver for all three nights. > Kelly wants us to hold with CC (BJS gave AMEX) and then have JAF mail check ($384.18) directly to the hotel, to the attention of the General Manager, Nicole McKillips Rodeway Inn 2905 Milan Road Sandusky, OH 44870 RE: Conf # 229318209. > BJS will call with driver names, once they are assigned, a few days before their arrival. 5/9/12: > BJS emailed Final Itinerary to Ed. 5/15/12: > BJS called and spoke with Debbie. > Confirming that all is good. > Faxed Final Itinerary to her arttention as she did not seem to be able to put her fingers in it. (f) 973-669-9639. >

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Comp. Policy
Rates	Youth Adult Registration Fee Quantity
Festival Application	To Client From Client To Festival From Festival
Item Notes ( Print Note )	6/23/11: > BJS called Debbie re: Cedar Point May 18 - 19, 2012. > Debbie was on the other line so I spoke with Taryn. > Rate will not be avail until sometime in July 2012 > 2011 rates for Cedar Point were: > Fest & Park = $54 students > Adults and non-performers = $30 > Picnic add $14 per person > This All-You-Can-Eat Picnic Meal consists of Southern Fried Chicken, Hot Dogs, Potato Salad, Baked Beans, Pepsi Beverages, Chocolate Chip Cookies, and Ice Cream. (Based on the 2011 Menu) 6/23/11: > As instrumental Groups are already being wait listed for the Fridya nioght performance slots, BJS went ahead and submitted an on-line reservation for the 2 bands and 2 choirs. > BJS used $72 for the Festival< park & Picnic rate in 2012 (5% increase from 2011) and $47 for the Adult / Non-Performer rate. 6/28/11: > Rec'd availability confirmation from MITP for the Concert & Jazz bands. They were wait listed previously. > BJS accepted reservation and updated ensemble numbers on the MITP website. > Also entered fianancial due dates in the system. 12/12/11: > rec'd Time to Schedule EM from MITP. 12/13/11: > BJS schedules performances in best available slots. > Confirmation EM will be sent to my attention. 2/17/12: >JAF paid deposit of $400 by AMEX. 3/26/12: > BJS updated final numbers on line and printed invoice then gave K to JAF. 4/14/12: >JAF paid balance of $8680 on AMEX. 5/4/12: > BJS called to see if there was a space where the group could eat sandwiches att he school (the director is having them delivered). > Spoke with Rachel and she suggested I contact the host Director, Russ Raber via email = rraber@bcssd.com 5/4/12: > BJS sent EM to Russ as suggested.

Contract	Due Requested Received Signed
Deposit ( E-Mail BookKeeper )	Due Paid Amount $ Method
First Payment ( E-Mail BookKeeper )	Due Paid Amount $ Method
Balance ( E-Mail BookKeeper)	Due Paid Amount $ Method
Drop Dead Date
Final Count	Due Sent Number
Menu	Type Cost Per Person
Menu PTP	Lunch from your choice of vendors at Cedar Point via a Cedar Point Meal Deal Coupon and all-day drink wristband.
Item Notes ( Print Note )	Order ID: 012SM917677 Group Leader: Hollie Stevenson Customer ID: G01064954 Date / Time: 04/16/2012 11:06:17 Phone/Fax: (724) 287-3222 / PO#: Not accepted as payment Shipping Address: 114 Aubrey Dr Butler, PA 16001 Billing Address: P.O. Box 1877 Butler, PA 16003 E-Mail: hollie@ccistravel.com Delivery: UPS standard ground Order Details Item Code Status Event Date Product Description Quantity Price Ext. Price 012RM917676-001 Confirmed 05/19/2012 9550 Meal Voucher - Tax incl. 143 $10.64 $1,521.52 Order Total: $1,521.52 Payment Details Date / Time Payment Type Account No Expiration Auth Code Amount 04/16/2012 11:07:41 AMEX 378267******1088 10/13 225362 $1,521.52 Total Payments: $1,521.52 Send in your payment by April 16, 2012 and we’ll include FREE Cedar Point tickets with your original paid order. 4-23-12 >JM received 143 meal vouchers.