CCIS: Manage Trip


Updated	Fri May 06, 2016
Trip Name	Fitch High School Choir-Virginia Beach, VA-04-25-2013
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 )	5/30/12: > Rec'd ADVANCE DEPOSIT Check #149993, $4,500.00. > Group will receive 5 Comps total. 9/19/12: > Craig called and we discussed VA Beach trip and options. > BJS completed IOG snd sent specs to BMG fopr hotel. > HMS, please make attachements as needed (including adding the Sandler Center for the Performing Arts - www.sandlercenter.org) as they want to attend Jseph and the Amazing technicolor Dreamcoat on Friday, 4/26/13 at 8PM. Once done, give file to Jude so she can send out CQRs on Friday for charter quotes. > JM, please attach Anderson, Cleveland SE and Lakefront (main office) and send CQRs for 1-55. > Since Kay is on vacation in Maine through the end of this month, BJS told Craig he would meet with him to go over Proposal via GTM. It will NOT be a power Point as this is unnecessary since he has been on our trips in the past and knows how we work. BJS wants to have proposal completed by 9/25/12 if at all possible. Thanks!!! __X__ HMS ___9/20/13_ __x__ JM __9-21-12__ 10/1/12: > BJS ran rates and then completed PTP. > BJS sent PTP files to Kay and then we went over and she is delivering to Craig tomorrow. 10/11/12: > Per Craig, Lakefront Lines is bus choice - JM, as we already have a payment from this group in the ampunt of $4,500.00, please go ahead and OK the Payment of the bus deposit. ALSO, please reqyest Ed Haak as their Driver. he has driven for the Fitch Choir for more than 15 years. > Ready for K. > First Payment to be $116 / Students and $156 / Adult, due with K on 11/21/12. > CN to mail NLT 10/16/12. > We also discussed how much he shoudl charge his students, how to work the PPBCC, a bot of slush, etc. > AS this is going to K, please review and proceed as needed. Thanks! ___x_ JM __10-12-12__ __X__ HMS __X__ 10/26/12: > BJS completed Contract Packet. > Due: 11/21/12 > JM, please process per SOP and mail this afternoon. Thanks! __x__ JM _10-26-12___ 12/3/12: > Craig called re: worried that numbers are going to be a few below K minimums. > BJS reminded him that he does not have to Guarantee Numbers until 60-days prior with RL and FPGF. > He understands and will go ahead and send Travel Planner Letter, signed K and what $ he can at this point. BJS assured him that it will all come out in the end. > Mentioned that iof just a few beklow minimum, we'd let it go, if significantly less, we try to keeo rates the same but may adjust the number of comps, etc. 12/7/12: > Rec'd Travel Planner Letter from Craig. 12/17/12: > rec'd check #151930, $3,408.00. > Rec'd W-9 form so BJS completed and returned as requested. > Group is now considered UNDER CONTRACT since submitting payment is considered acceptance of terms. > Please review and proceed as needed since group is now UNDER CONTRACT ($$$ rec'd). Thanks! __x__ JM _12-19-12___ __X__ HMS __12/19/12__ 12/20/12: > Rec'd signed K. > JM, please process per SOP. Thanks! __x__ JM _12-21-12___ 1/30/13: > Craig called - > At the moment he is thinking his numbers may end up at just 25 students and 3 adults (he and his wife + his assistant). > Obviously, he is concerned about what is going to happen to his rates since they are so far below K minimums. > He has an absolute max rate to the kids at $575 all-inclusive, so we cannot go over that. > BJS reassured him that Final Numbers are not due until 02/22/13, so maybe he can get some more participants. BJS suggested he open the trip up to other parents and possibly some community members or folks from his church, etc. (He didn't seem overly excited about that idea - so who knows). > BJS explained how we could / would delete some of the comps, could change dinner from Captain George's to something much less expensive, delete the Group Tarvel Video, etc. > Craig had a good suggestion - delete the clinic at Willaim & Mary, especially since they are onyl going to have a potin of their ensemble. We agreed that this would be the first thing to go and then make other adjustments as needed. > He really hates losing the DVD since it is the kids main souvenir and they have always been so popular. > BJS agreed to run some "unofficial" numbers based on a total of 28 pax so he knows here it could end up and what the changes would be. Told him that I would have them to him by the end of the week. > He is going to send a check for just a portion of the invoice since that is what he is able to do at this point. We also discussed how the Final INV will detail all packages, all payments rec'd, etc. 02/06/13: > BS sent em to Craig on the changes we have to make in order to meet his maximum budget requirement - Craig: Based on exactly 28 total trip participants, I have reviewed all of the numbers and here is where we stand in order to meet your maximum per student budget of $575 each. Bus = $4,825 / 28 participants = $172.33 per person. Per person rates for the CCIS portion of the package: Quad = $395 Triple = $435 Double = $525 Single = $795. In order to get to these rates, we have made the following changes: 1. Deleted Workshop (per your suggestion) 2. Deleted Group Travel Video DVD (if you want to add this back in, it will be $10 per student) 3. Deleted Meal Credit for Thursday’s lunch en route – made this meal a brown bag / on own 4. Changed Hotel Breakfasts on Friday & Saturday to a basic Continental Breakfast 5. Replaced Friday’s Dinner at Captain George’s Seafood Buffet with Dinner Buffet at Golden Corral. There will be one (1) complimentary package and the final invoice will reflect a credit in the amount of $525 for this comp. Should anything change once we receive your Final Participant Guarantee Form and Room List on 02/22/13, we will be able to adjust at that time. I hope this helps. Thanks, Bryan > At this point, BJS made no chacnges to the system or the IOG - will await receipt of repsonse from Craig and / or Form Set which is due 2/22/13. 2/12/13: > Rec'd school check #152498, $4,000.00. 02/25/13: > BJS sent EM to Craig - forms were du elast Friday and this is not negotiable - I don't care when his final payment is coming in from his students. 2-28-13 >Received Final Pax, Final Room List, Hotel Info Form 3-4-13 >JM processed Hotel Room List Packet to include: 6 Q/ 24 1 D/ 2 1 S/ 1 TOTAL 8 Rooms/27 Pax 03/21/13: > BJS updated IOG to match final version due to lower numbers as presented to Client on 02/06/13. > BJS ran FPGF - RL Quote based on actuals. > BJS EM'd and mailed Final INV #5400, $3,717.00 and made due 04/05/13. 04/05/13: > Rec'd check #152913, $3,717.00. > Pending no further changes, account is PIF.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Apple iPad (The New iPad)
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 )	10/1/12: > $518 / DOF (40) = 12.95pp.

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 )

Anderson Coach and Travel
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)

Cleveland Southeastern Trails
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)

Lakefront Lines
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)

$10 Meal Credit
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)

Holiday Inn Oceanside
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)

Beach Time!
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)

Golden Corral
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)

Captain George's Seafood Restaurant
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)

Sandler Center - Joseph & the Tecnicolor Dreamcoat
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)

Choir Clinic - William & Mary
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)

Busch Gardens Williamsburg
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
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	9/19/12: > BJS sent specs to BMG - Fitch HS Choir VA Beach, VA 50 Pax (45 + 5) 17 DDs Oceanfront Required Arrive: 4/25/13 (Thu) 2 nights Depart: 4/27/13 (Sat) B-fast each morning at hotel (deluxe cont. is fine) Budget is tight! Imagine that  9/21/12: > BJS selected & notified BMG . . . Holiday Inn Oceanside 2101 Atlantic Ave Virginia Beach, VA $149 sgl - quad $12 full american Comp N/A 13% tax + $2.00 > Rate = $170.37 inclusive + $12pp incl for Breakfast Buffet. 10/10/12: > BJS reviewed and marked K, entered dates in system, then signed, scanned and emailed to the hotel contact as well as Melissa at BMG. 2/25/13: >JAF paid deposit of $1000 on AMEX. 3-4-13 >JM processed Hotel Room List Packet to include: 6 Q/ 24 1 D/ 2 1 S/ 1 TOTAL 8 Rooms/27 Pax + 1 ROH for bus driver= 9 Rooms Total 3-4-13 >JM EM Hotel Room List Packet 03/21/13: > BJS sent EM to Susan asking her to change the Breakfast to the Continental at $8.50pp rather than the Full Buffet. BJS also sent her an updated IO3/37/13: >JAF paid 1st deposit of $1200 on AMEX. (Estimate) 4-17-13 >JM EM FI 4/23/13: >JAF paid balance of $1307.66 on AMEX.