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General Trip Information


Updated	Sat Dec 08, 2018
Trip Name	Knoch High School Band-Boston, MA-10-05-2018
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 )	Knoch HS to Boston, MA = 571 miles / 9.5 hours non-stop DISCOVER STUDENT TRAVEL 1/8/18 > SN spoke to Amy Smith regarding a Columbus Day Weekend trip for the band. > 10/5/18-10/9/18 > 75 + 14 + 1 > Standing performance, possibly at Faneuil Hall > Historical tour > Dinner and show (something they can dress up for) > Medieval Times for a meal/show > Trip to Salem if there is time > 6 comps (BJS note: DST trip, based on ration of 1:25 Paid, they will get 3 comps with at least 78 total trip participants. SN can help them do the math if they want to add additional comps). > Budget in the $800 range > Needed NLT 2/12 for meeting on 2/19/18. 01/08/18: > BJS sent slack msg to SN - no Medieval; Times in Boston. 01/15/18 > EM received from Amy Smith indicates they are ready to proceed with this now, as stated above, but with the performance not on the same day as the Columbus Day parade, if at all possible. She suggested Sunday as an option. 02/05/18 > Amy Smith EM'd asking if we would have something ready for them by their meeting on 2/19, hoping to have something prior to review, having originally requested NLT 2/12. 02/19/18: > CH attached hotel. > BJS completed IOG and then ran rates. > Per Conversation with SN late last week, with an $800 budget, needs to be DST. Could maybe get closer to an all-inclusive trip if they came home on Monday. > DO NOT EVEN TELL THEM - Hamilton is touring - but I want you to know in case they'd ask. We have put in a ticket request, but have not yet received any answers, so do not even mention unless they bring it up. > Since they always take our trip and make what seems like hundreds of changes, BJS decided that we would just give them an IOG and rates rather than a full blown TO. > We will also secure charter quotes once they have approved the IOG, but they should expect somewhere between $1800 - $2000 / coach / day maybe (just an estimate of course). > Rates are as follows: > Tier 1 (80 - 90 total pax) Q = $599 T = $649 D = $779 S = $1,099. > Tier 2 (70 - 79) Q = $619 T = $669 D = $799 S = $1,119. > Tier 3 (60 - 69) Q = $639 T = $689 D = $819 S = $1,139. > Comps = 1:25 Paid for all Tiers > Student Watchers (2 guards) and Escort are also included. 02/20/18 > EM received from Amy Smith in response to emailed IOG and discussion after their booster meeting with Rick Hayden: Saturday: Leave at midnight like we did last year. Lunch when we arrive The rest of the day as planned Sunday: As is ( Unless we do not get in the parade and then do either Salem or the On off tour at that time) Monday: As is (Unless we do the Faneuil Hall Market performance, then do whichever activity we do not do on Sunday) Tuesday: Travel day 2/28/18 > Amy EM'd asking about the TO status. 3/15/18: > BJS reviewed notes and created IOG Rev1 based on their notes to SN on 2/20/18. > CH, hotel is now a 3 night stay, please update accordingly. > DST trip, so CH, please send to Anderson for quote. > CH and HMS, please review and attach / update / proceed as needed. BJS needs to complete full blown TO and rates next week and have something to the group before 3/23/18. __x__ CH _3/18/18___ ____ HMS ____ 03/22/18: > HMS discovered that the Bertucci's BJS suggested cannot take such a large group, so the GM their suggested the store in Peabody, a few miles down the road. He used to work at that location and knows they are larger and should be able to accommodate. > Also, Parade is a bust - no one will get back to us for months, so we are proceeding with the Faneuil Hall Marketplace Performance Opportunity only. Group seemed fine w/o a parade anyway. > BJS adjusted IOG as needed. > BJS made attachments. > BJS ran rates and updated below Q = $539. > Comps = 1:25 Paid > T1 = 80 - 89 > T2 = 70 - 79 + $20 > T3 = 60 - 69 + $20 > CH, ready for TO - old school. > BJS told client we'd have TO to them before end of week - any chance we can get this to me before Noon tomorrow? If not, let me know so I can advise SN and she can tell them we were held up due to the 7 trips effected by this weeks winter storm - I am sorry, but trips on the road with weather related issues took precedence. __X__ CH __X__ ____ HMS ____ 3/23/18: > BJS reviewed TO and made a few adjustments. > Sent SN note via Slack about the Audition requirements for Faneuil Hall Performance Opp. > SN, TO is ready for client. > SN reviewed TO with Amy Smith and would like to add $10 meal credits everywhere meals are on own, except for the Faneuil Hall and Quincy. 4/3/18 > Requested changes received via EM from Amy Smith: (these days in Amy's notes are wrong as determined on 4/15/18) Friday: Add in $10 meal credits for breakfast and lunch Saturday: Add in $10 meal credit at Cambridge Can they add in Boston Tea Party or Paul Revere Sunday: Add in $15 meal credit at Quincy Market No colleges on the step on tour Sit down dinner before departure 4/15/18: > The 4/3 notes make no sense - they do not coincide with the most recent TO and IOG as presented on 3/23/18. > BJS pointed out to SN and she will check with client to see here the confusion is. > SN then sent IOG that Amy out together which clears up the questions from her notes on 4/3 - she had incorrect dates in the notes, but correct dates on IOG. > BJS updated IOG accordingly and it is IOG Rev2. > BJS updated attachments. > BJS ran rates. > They cut a room night and NE Aquarium and SkyDeck, but they also added $50 worth of meal credits as well as an Admission item with Boston Tea Party, so the Quad and Triple Packages rates actually increased $10 each, but the Double and Single Rates went down. > CH, please get revised rate from Anderson and also ask for quote from Lenzner so we are not making the choice to keep our insurance carrier and attorney's happy. > Please advise Hotel of the fact this is now a two night stay. I updated the dates in the attachment so the quote could generate correctly. > CH, please add revised Anderson rate and Lenzner's quote to the system as soon as received as SN needs them for their charter choice so we can get this to K ad they also have a parent meeting on Monday night, 4/16/18. I realize we may not have either of these on Monday, but she needs to pass them on as soon as received. > SN, TO Rev2 is in DB, ready for you to send to group. ____ CH ____ 4/17/18 > Knoch is happy overall with Rev2 and are ready for K, however they want additional bus quotes from McCarters, Butler, and Fullington. 4/25/18 > Ready for K: Anderson is still their charter choice. 5/3/18: > BJS replied to Amy Smith's email from yesterday asking about K and Performance - Amy: All is set. I just sent the 1st two invoices via email and your group’s Contract will be sent as an E-agreement within the next 24-hours. The performance day & time at Faneuil is as confirmed as it can be at this point. Thanks, BJS > BJS completed TO K Version. > BJS prepared First & Second Payment INVOICES. > 1st Payment INV #6426, $ 16,707.00, due 6/8/18 > 2nd Payment INV #6427, $ 24,952.00, due 7/6/18. > CH, ready for E-agreement, please send this afternoon if at all possible, if not, first thing tomorrow AM, making it due 05/11/18. Send it to Amy Smith, Trip Coordinator, being sure to CC: Rick Hayden, the BD. > Remember, new contract with the updated Travel Protection language as well as the removal of all reference to the PPCF and the updated cancellation policy language. Also the new Late Add verbiage we just discussed. Thanks! __x__ CH _5/3/18___ 5/8/18 >Both Client and BJS signed E-Agreement >As this client is now UNDER CONTRACT, please review all and proceed as needed _____ CH _____ _____ HMS _____ 5/28/18 > Amy keeps asking about whether a rollaway is a possibility for a room. Realizing this is about fire code more than anything else, it usually is not allowed. CH is checking on this - It is also understood on our end that there is an issue regarding check in time (this info was not shared with the client of course) 6/12/18 > KMH recieved check #1796 for $16,707.00 7/16/18 > KH recieved check #1809 for $14,134.00 and check #1803 for $10,818.00 8/3/18 > SN reviewed all forms rec’d on 8/3/18 (RL, FPGF, HIF & FAF). > Total Pax = 72 PAX (60 + 11 + 1). > RMS / PAX 00 St / 00 00 Qt / 00 13 Q / 52 05 T / 15 02 D / 04 01 S / 01 TOTALS = 21 ROOMS and 72 PAX (60 + 11 + 1). > The group will be traveling on 2 busses 8/16/18 > Amy EM'd asking for the final invoice 8/16/18: > BJS reviewed FPGF & RL. > Total Pax = 72 PAX (60 + 11 + 1 Escort). > RMS / PAX 13 Q / 52 05 T / 15 02 D / 04 01 S / 01 (includes Escort) - - - DOES NOT INCLUDE THE TWO DRIVERS or THEIR ROOMS > GROUP TOTALS = 21 ROOMS and 72 PAX (60 + 11 + 1). > JAF, group gets billed for 71 pax: 52 Q, 15 T, 4 D, 0 S (since they are not charged on the Final INV for the Escort or Drivers). > TIER 2 Rates (BJS updated these in the system, Q is 569). > JAF, Comps are two (2) at the Double Package rate. > JAF, please email Final INV ASAP. > BJS updated numbers on IOG & Status Schedule. > BJS updated room count with BMG and they are alerting the hotel. > As these numbers are now final and guaranteed, please review and proceed as needed. > KH, this is a DST trip, so go ahead and mail luggage tags and the group leader gift (wrapped swell bottle) to the Band Director, Rick Hayden, at the high school. ____ KH ____ ____ HMS ____ ___x_ JAF _08/16/18___ 8/16/18: > JAF created final INV # 6457, due 08/24/18, $14,872.00. > Mailed & Emailed. Copy to KH & DB. 9/10/18 > Pre-trip meeting 9/17 @ 7pm 9/13/18: > BJS EM'd FI BOOKET to Amy Smith et al. Amy: Attached please find an advance copy of the FINAL ITINERARY BOOKLET for your group’s up-coming trip. A .pdf of the itinerary is also attached for ease of use when making individual copies of the itinerary for your group members and their families. Your Group Leader Folio, including two hard copies of the Final Itinerary Booklet have been mailed from our office today. All supporting collateral will be provided by your Escort, Ken DeArment, on departure day. Should you have any questions or concerns, do not hesitate to reach out to your Account Executive as soon as possible. Wishing you all the best for a safe and wonderful trip. Thank you again for allowing us to be of service to you, your students, and their families. > FI Packet to be delivered to Ken prior to trip.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

DST Luggage Tag
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 )	TESTING2

DST Thank You Gift
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 )	Not dependent on receipt of forms.

Book My Group
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)

Escort
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)

Ken DeArment
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)

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)

Butler Motor Transit
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)

Fairfield Inn Boston Woburn/Burlington
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)

Breakfast - on own
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)

$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)

Faneuil Hall Marketplace
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)

Lunch - on own
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)

$15 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)

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 )	$6,931.86 + 10% ($693.19) + DR ($109 + 11.7% * 3 nights = $366) + $50 / day gratuity ($50 * 5 days = $250) = $8,245 / 56 5/2/18 > CH entered NEW PRICE based on IOG REV 2 > $6,868.72 + 10% ($686.87) + DR ($109 + 11.7% * 3 nights = $366) + $50 / day gratuity ($50 * 5 days = $250) = $8,175 / 56 5/3/18 > Per BJS, CH kept original price in the box above. > COST TO CLIENT IS $8245 / 56 5/14/18: > JAF paid deposit of $1,373.74 on ck # 10900. 9/14/18: > JAF paid balance of $12,363.70 on ck # 11010. 9/27/18: > BJS emailed Final itinerary as well as note about fuel surcharge - Dixie: My apologies, I thought I sent this itinerary when we completed it a few weeks back - see attached. John has mailed the outstanding balance for the fuel surcharge. Speaking of the fuel surcharge, can you please see that we get this no less 60-days prior to the trip. I know your paperwork says 30-days; however, our final payment is due from our customer 45-days prior to the trip. Unfortunately, the fuel surcharge creates hard enough feelings as it is, and then not receiving it until 30-days out, after our client has thought they already paid the final balance, makes them want to not use Anderson in the future. I hope you are able to accommodate this request. It is quite a challenge when all of our clients are student groups who have been funding raising for a year for the trip and then to get bill with additional charges is quite unsettling. We make them aware of the fact that Anderson, as well as all vendors reserve the right to impose a fuel surcharge. We do this verbally and it is also written very clearly in our proposals and contacts, but you know how people conveniently forget! I appreciate your understanding and hope we can make this request a reality on all future CCIS trips with Anderson. We really enjoy working with you; however, we have received so many complaints about the fuel surcharge and the lateness of its' receipt. Sincerely, BJS 10/2/18 > SN called and LVM regarding confirmation - Asked for a return call 10/3/18 > CH sent Esther and email confirming.

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	Enjoy Dinner at Bertucci's to include Salad, Cheese and Bertucci Pizza, Rigatoni with Broccoli & Chicken Lemon Garlic, Rigatoni with Meat Sauce Cookie and Unlimited Soft Drinks, Coffee and Tea.
Item Notes ( Print Note )	6/22/18: > KH paid $100 down deposit for group. 9/5/18 Kristian, Just a few concerns: On the contract you sent, It has an inclusive price of $24 but in the price where the menu is it has $26 with a price per person of $27.13. The sheet I received at SYTA has the $24 inclusive also. I checked my AMEX bill and I did have a charge for a deposit of $100 on June 23, 2018. This is not reflected on the invoice. THANKS!! My assistant Kati made the reservation with Frankie. See below. He took the deposit. I have attached a screenshot of my AMEX statement. 10/4/19 <HMS emailed final count, FAF and ken's contact info <requested final payment amount

Bertucci's Italian 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)

North Shore Music Theatre
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)

Salem Witch Museum
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)

CambridgeSide Galleria
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)

New England Aquarium
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)

Boston Tea Party Ships and Museum
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)

Spirit of Boston
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)

Faneuil Hall Marketplace Performance Opportunity
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)

Tour Guides of New England - NO
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)

Guide Service of Boston
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)

Skywalk Observatory
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)

UNOS Boston Kenmore Square
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)

Dinner - on own
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)