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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Aug 05, 2020
Trip Name	Freeport High School Senior Class-Washington, DC-05-15-2020
Client	Back to Client \|\| E-Mail
Sales Rep	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 )	Freeport HS to DC = 255 miles / 4.5 hrs non-stop DST 30-days to K! 5/19/19 > SN spoke to Chaz about his recent involvement with taking over the annual Senior Class trip to Washington D.C. > Entered as DST, however they do want the meals all-inclusive. > Chaz wasn't able to give a LOT of guidance as far as what activities he wanted to see, but that he wanted enough to do that the students would not be bored and have some educational value. > SN looked at some past trips with other groups, and honestly the last trip North Clarion did looked really appropriate for a Senior Class. > Within that trip, the group went to the Ford Theater/Peterson House, Smithsonians, White House, Arlington (wreath laying), Holocaust Museum, Spirit of Washington dinner cruise, and National Archives tours. Perhaps substitute Udvar/Hazy for one of the other museums? > Or, since Chaz indicated that cheaper is better, possibly have dinner and a twilight tour in place of the cruise? Again, Chaz did not have any specific wants for this trip, other than that the kids be occupied and not bored and that they maintain the historic/educational aspects of it, and that it be inexpensive. > Time frame isn't as strict for a TO - They need to approve the dates for the June board meeting (agenda meeting 6/5, full board meeting 6/12), but we can wait until mid-July to have a TO ready for Chaz, so he can review and have it ready for the August board meeting. 5/21/19: > BJS reviewed and updated IOG and BIBLE as needed. > SN, IOG is ready for Client R & A meeting. Go ahead and have this one when you have the Fall Marching Band IOG R & A Meeting tomorrow. No reason to wait until the date on the Whiteboard of June 3. 5/22/19 > Chaz approved the IOG as it is and likes everything he sees on it. Only question he had was the amount of time between the Holocaust Museum and the Spirit cruise. Otherwise, good to expand TO. > Meeting 6/3 @ 10am 6/3/19 > Meeting rescheduled for Friday, June 7th (Chaz cannot do the week after that because he will be away. 6/3/19: > SN, with traffic, they may arrive a bit earlier than the 6:30 board time listed on the IOG, but boarding typically starts an hour before departure, so it will not be an issue. #chazneedstostopmicromanaging! > CD, as TO meeting is set for Friday, 6/7/19, please send CQR to Anderson and Lenzner. > CD, please send specs to BMG for hotel options. > We need this close of business Wednesday so BJS can run rates and CH can complete TO on Thursday, all for Friday's meeting. > Please make remaining attachments and updates as needed. Thanks!!! __X__ CD _6/6_ 6/6/19: > BJS reviewed attachments and then ran rates. > Comps = 1:25 T1 = 69 - 76 T2 = 61 - 68 +$20 T3 = 53 - 60 +$20. > CH, ready for TO. Need this one for tomorrow morning's mega meeting at Freeport HS as well. Thanks! _x___ CH __6/6/19_ 6/6/19: > BJS reviewed and updated TO as needed. > Ready for TO presentation to client tomorrow AM. 6/7/19 > SN spoke to Chaz this morning about this trip. > He really likes everything about this! > Only necessary addition is overnight security. > He needs the price to include at least one more additional comp, but we discussed how he can add that in. > Chaz would like to be provided with a simplified one-sheet to distribute to students. > Definitely wants Anderson! > Formal approval is June 19th 6/7/19: > CD received email from Hotel - unfortunately, another group has booked for the same dates - they do not have availability. > CD reached out to BMG and received another choice 6/10/19: > CD received K for Hyatt Place > CD made Embassy Suites inactive and added Hyatt Place > CD adjusted bus cost > CD updated IOG to reflect new hotel > CD printed new Bible for correspondence folder 6/24/19: > Chaz texted saying that everything has been approved. Question now is do we get his Tilly set up for this trip prior to going to K? Chaz typically is a little challenging with deposits/first payment, as they do not even announce the trip to students until closer to when school starts. 6/26/19: > Chaz says he would like to utilize Tilly for this group as a sort of "guinea pig" to see how it works before using it for future trips with his music groups. SN is setting up a time to discuss/establish payments, etc. 7/1/19 > Tilly discussion/rate worksheet 7/2 @ 10am 7/31/19 > SN and Chaz discussed the trip, as well as Tilly today. Safe to go to K, however he is still uncertain how he wants to utilize Tilly, for payment or not. 8/16/19: > CD, as this is going to K, please review all and proceed as needed. > Return file to BJS Office / Contract Box when you are confident I can complete and send the client's Agreement. Thanks! _X___ CD _9/5/19___ 10/3/19 > EM from Chaz says he fears the trip will not be able to go due to there only being 36 students signed up. Chaz needs the trip to be $450 + 3 comps, even with this reduced number. He wants to know NLT than tomorrow morning 10/4 if this is feasible. > BJS and SN discussed via GTM and determined if they do ALL lunches on their own, we can build in the 3 comps and keep the trip as-is otherwise. > SN is responding to Chaz's message now and will update everyone when he approves of this change. 10/4/19 > Chaz would like to keep the lunches in. BJS says this would be between $490-510. > Chaz says he would like to do this, anticipating 38-39 students and 3 adults, but he cannot go over $500. 10/5/19: > SN, is he doing this trip or not? With what now appears to be 38 or 39 paying pax + 3 adult comps at the double rate, we can do it for the $500 max (Quad Occupancy of course) with the lunches. Might have to make lunch on the trip home a $10 Meal Credit / fast-food stop instead of Golden Corral, but let him know we can do it and get the go or no go decision so we can either proceed with the K or take it off the books. Thanks! __x__ SN __10/6__ _X 10/7/19___ CD FYI 10/6/19 > We are doing this trip. Chaz is grateful we are able to accommodate the smaller numbers and feels it is important to do this trip regardless of the participant count being less than expected to have continuity of the senior class trip. 10/18/19 > Chaz EM'd saying they will have 45 (42 + 3) PAX, first payment should be coming in next week. _X_ CD _FYI_ 10/26/19: > BJS updated numbers in the system and on the IOG to 48 (45 + 3). Chaz said he would have 45 (42 + 3), but every time he called in the past few weeks, he has a few more students and since I am just working on the K today, figured it was better to have a few more now then need them later and not be able to get them. > Our original number was 70, so obviously, CD will need to review and drop counts / reduce reservations as needed, including dropping one of the two coaches. > COMPS REMAIN AT 3 regardless of final count. > BJS reviewed and adjusted cost items where needed on his attachments. > CD, I would like to have this to JAF and CH on Wednesday so K can go out to client on Thursday. PLease review and proceed as needed since this is at the K stage. Thanks! > With 42 paying pax on the coach, that's $112 pp for transportation, so package rate can be n higher than $388. BJS will review once CD gets the file back to me. _x___ SN FYI _X___ CD _10/29/19___ 10/29/19: > BJS re-ran rates based on all the revised numbers. BJS entered below ($385 Q) Rates increased $46 pp - should have been $60 based on strict tiered pricing and the inclusion of 3 comps, not the standard 1:25. BJS and SN agreed with Chaz to make this work for less than $500, including 3 comps and transportation. > BJS updated TO to K Version. > Comps = 3 regardless. T1 = 44 - 8 T2 = 39 - 43 +$20 T3 = 34 - 38 +$20. > BJS set due dates. > JAF, ready for INVOICES per SOP. > CH, ready for K as soon as JAF completes Invoices. Please send E-agreement NLT 12 noon on Thursday, 10/31/19. Be sure to update Whiteboard and notes in system once sent. Thanks! ____ SN FYI __X__ JAF _10/29/19___ _x__ CH _10/30/19___ - CH signed off on the note above indicating the note was seen and the date that is was completed. E-Agreement has been sent. 10/29/19: > JAF created 1st & 2nd payment invoices # 6743, due 12/2/19 $6,300.00 & # 6744, due 2/14/20 $8,643.50. Emailed. Copies to NS. Entered in DB. 10/30/19 > Both BJS and Client signed E-Agreement > NC scanned GLH, saved and mailed to client > As this group is now UNDER K, please review and proceed as needed. __X__CD_11/14/19___ ____CH____ ___SN__FYI__ 11/1/19 > NC received check #22593 for $6,3000 12/23/19 > NC received check #1060 for $5,170 02/17/20 > SN received EM from Chaz requesting one guard per night for this trip and to be billed accordingly on his final invoice. _X_ BJS _FYI_ _X_ CD _2/17/20_ 03/12/20 > SN reviewed all forms (FPGF, RL, HIF, FAF, EPCF, Meal Count Forms). > Total Pax = 44 (41 + 3). Date Received: 3/12/2020 # of Rooms # of PAX # of Quads 8 32 # of Triples 3 9 # of Doubles 0 0 # of Singles 3 3 TOTAL 14 44 > SN updated Bible numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 3 according to note from 10/29. > The group will be traveling on 1 buses. > SN updated Tiered Pricing and checked Final Tier Pricing box - Tier 1 __X__ BJS FYI _X____ CD __3/17/20___ ____ NC ____ 3/17/20: > CD printed updated Bible > CD printed updated IOG > CD confirmed bus information and added Total Due Charter Co and Final Balance > JAF, ready for Next Invoice, based on rates as presented and listed below > NOTE: Client requested that Security be added (on 2.17) > NOTE: Please add line item to invoice: Security at hotel: $195/guard/night ($195 x 1 guard x 2 nights = $390) > Comps are 3 according to note from 10/29. > The group will be traveling on 1 bus. _X___ JAF _3/17/20___ ____ SN _FYI_ 3/17/20: > JAF created 3/17/20 INV # 6825 $10,172.00. Emailed. Copy to NC. Entered in DB. 3/19/2020: > Rec'd check #1147, $5,040.00. > Balance Due on Account pending no other changes = $5,132.00 3/24/2020 > Official cancellation letter received. 4/6/2020: > BJS completed initial run through Refund Worksheet. 5/1/2020 > Any reimbursement should be made out to: Freeport HS Student Activities > Mailing address: Chaz Shipman 309 Silverview Drive Sarver, PA 16055 _X_ BJS _FYI_ __ JAF _FYI_ 5/25/20: > BJS completed Refund Worksheet Review. > Outstanding appears to be the refund from Pinstripes Deposit and refund of Spirit Cruise deposit. 6/9/20: > BJS EM'd Refund Update to Chaz, SN and JAF. > Pinstripes and Spirit Cruise are still WIPs. 6/29/20: > BJS EM'd Final Refund Letter to Chaz for signature. > CC'd SN and JAF. > Will advise when signed & returned. 6/30/20: > Rec'd signed Final Refund Letter from Chaz. > JAF, please proceed as needed, thanks! __X__ JAF _7/4/20___ __x__ SN FYI 7/6/20: > JAF mailed Final Refund Check #11702, 10,306.92. ___x___ SN FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Tilly, Inc.
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 )	8/25/19 > SN completed Rate Worksheet and added to DB file > Group is not using Tilly for payment, so dollar amounts are entered as zero. 8/26/19 > CH set up Tilly USER NAME: shipman@freeport.k12.pa.us password: shipmanfasd Trip Code: Freeportseniorclass

Travel Insured International
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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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 )	8/25/19 > SN registered this group for Travel Insured. Group specific link follows: https://www.travelinsured.com/group.signup?group=112960&guid=756377b16ceb45ec9b9413f6411753fd 3/24/2020 > Cancellation letter and IOG sent to TII 3/26/20 > Bulk Cancellation form and manifest sent to Chaz Shipman

Booster Tag Luggage Tags
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DST Luggage Tag
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DST Thank You Gift
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	Under Contract Active (uncheck to make inactive)

Anderson Coach and Travel
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	Under Contract Active (uncheck to make inactive)

Lenzner Coach Lines
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Hard Rock Cafe/Washington
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Smithsonian Institute
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Pinstripes Georgetown
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Embassy Suites Dulles
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	Under Contract Active (uncheck to make inactive)

Hyatt Place Chantilly South
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	Under Contract Active (uncheck to make inactive)

Book My Group
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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 )	6/3/19: > CD sent CQR 6/3/19: > CD received quote: $3942.92 (cost per bus) + 10% ($394.29) + DR (129 + 12% tax = 144.48 x 2 nights = $288.96) + DG ($50 x 3 days = $150) $4777 / 56 6/7/19: > CD requested K 6/11/19: > JAF paid deposit of $788.58 on ck # 11402. 6/10/19: > With different hotel choice, CD redid the math for the bus company: $3942.92 (cost per bus) + 10% ($394.29) + DR (Special Driver rate $89 + 12% tax = 99.68 x 2 nights = $199.36) + DG ($50 x 3 days = $150) $4687 / 56 > CD updated Cost per Bus to Client from $4777 to $4687 10/22/19: > CD emailed Esther (per 10.18 note and email confirming with SN that the buses could be reduced from 2 to 1): Hi Esther - I just learned that this group (Freeport Senior Class to Washington DC) has lower numbers than originally anticipated. I would like to reduce the number of buses for this group from 2 to 1. Thanks. Connie 10/25/19: > CD saved revised confirmation (received on 10.22) in DB 10/28/19: > CD reviewed pricing. > Cost per Bus to client did not change > CD changed # of buses from 2 to 1 > CD removed Total Due Charter Co and Balance (CD enters with final numbers) 3/17/20: > CD confirmed Cost per Bus to Client > CD entered Total Due Charter Co 4092.92 ($3942.92 (cost per bus) + DB ($150) = $4092.92 x 1 bus = $4092.92) > CD entered Balance $3304.34 (Total Due Charter Co ($4092.92) - Deposit ($788.58) = $3304.34 3/25/2020 > CH cancelled 6/3/19: > CD sent CQR 6/3/19: > CD received quote: $2605.76 (cost per bus) + 10% ($260.58) + DR (special driver rate $99 + 13% tax = $111.87 x 1 night) + DG ($50 x 2 days = $100)+ Parking ($50 x 2 days = $100) $3179 / 56 6/7/19: > CD requested K 6/7/19: > CD received confirmation from Esther 6/11/19: > JAF paid deposit of $1042.30 on ck # 11402. 6/13/19: > CD saved confirmation in Dropbox 3/16/20: > CD preparing next invoice for JAF > CD had originally asked for 4 buses, thinking that the group might want a cushion > Group only needs 3 buses > CD emailed Esther to reduce number of buses from 4 to 3 > For purposes of keeping things moving, CD changed # of buses from 4 to 3 3/25/2020 > CH cancelled 3/25/20: > CD received confirmation of cancellation. 4/21/20: > CD contacted Esther (on 4.16): Anderson will offer credit for the amount paid for trips that were cancelled this year due to the coronavirus. They ask that trip be rebooked within six months of cancellation. > NOTE: If group does not rebook, credit can be used for other groups that use Anderson > Paid $788.58 > Total Due Charter Co was $4092.92

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 at the Hard Rock Cafe featuring your choice of entree to include a HRC Charbroiled Burger with Cheese and/or Bacon, served with Fries; BBQ Pork Sandwich with Coleslaw and Fries; Honey Mustard Grilled Chicken Breast Sandwich with Fries; Cheesy Mac-N-Cheese with Garlic Toast; or a Classic Caesar Salad. All meals are accompanied by unlimited Soft Drinks, Coffee, or Tea and a Chocolate Chip Cookie.
Item Notes ( Print Note )	6/6/19: > 2020 prices not out yet > CD added $1.00, changing Cost Per Person from $21.00 to $22.00 for this trip only. > CD did not make a reservation yet. 8/28/19: > CD sent an email to Mary Courie: Hi Mary, I have a group traveling to Washington DC in May of 2020. They are interested in having lunch at the Hard Rock Café in Washington DC. Are you still the contact? If so, I’ve included information for the group below. Thanks. Have a great day! Connie Group Name: Freeport High Senior Class Contact Name: Connie Downs (CCIS Travel) Contact Phone: 724-287-3222, ext. 203 Mailing Address (city, state, zip): 297 Pittsburgh Road, Suite 2-B, Butler, PA 16002 Event Date: Friday, May 15, 2020 Event Time: 12:30 PM Guest Count: 76 (70 Students, 6 Adults) Group Menu: Youth Gold 8/29/19: > CD received email from Elizabeth Hello Connie, Hope you are having a wonderful Thursday. Thank you for your interest in booking your group at the Hard Rock Café in Washington DC! Unfortunately the time that you are requesting for your group listed below is already filled but I do have 1:00 pm still available. Will that time work for you or would you or would you like to look at another day and time. Looking forward to hearing from you and getting your group booked. Cheers! Elizabeth Fiddler Washington DC Sales and Marketing Manager Hard Rock Cafe Washington, DC \| 999 E Street NW, Washington, DC 20004 www.hardrock.com/dc E-mail: Elizabeth.Fiddler@hardrock.com Direct Line: +1-202-628-6583 ext 305 Fax: +1-202-628-6595 > CD responded that 1:00 would be fine > CD changed time on IOG from 12:30 to 1:00 > CD changed time in TPMS to 1:00 10/29/19: > In reviewing information related to this group, CD realized that she has not received an agreement. CD sent an email to Elizabeth at HRC: Hi Elizabeth, I just realized that I have not received an agreement for this group. Also, this group has had a reduction in their numbers – they now have 48. Would you please send an updated agreement for this group? Thanks. Connie 10/29/19: > Elizabeth sent K for 75 people > CD asked her to resend for 48 10/29/19: > CD received revised agreement 11/4/19: > CD reviewed, signed, saved in DB and returned to Elizabeth at the HRC 3/26/20: > CD sent email to Elizabeth to cancel the reservation. > No money had been paid - deposit was due 4.15 4/15/20: > Total spend would have been $1100 (no comps) 4/17/20: > CD received confirmation of cancellation from Elizabeth at the HRC ITW = 44 x $22 = $968.

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	Dinner at Pinstripes to include a buffet featuring: Wood Fired Cheese Pizza and Meatballs & Cavatappi. Served with: Caesar Salad, Ghirardelli Triple Chocolate Brownies & Housemade Cookies, Juice & Soda PLUS an hour of Bowling or Bocce Ball.
Item Notes ( Print Note )	6/6/19: > CD added $1, changing cost per person from $32.00 to $33.00 for this trip only. > CD did not make a reservation yet. 8/29/19: > CD emailed contact to make a reservation for the group > CD received menu choices. > Pinstripes in Georgetown charges separately for meals and bowling. > After talking with HMS, CD updated pricing in TPMS and added Student buffet dinner menu that includes Pizza buffet and bowling > CD added Pizza buffet menu to help with price and to give variety from Hard Rock lunch (close to the same menu) 9/3/19: > CD received an agreement, asking for a deposit of $1558.11 due by Sept. 6. > CD emailed Monica Orr at Pinstripes: Thanks Monica [for sending the agreement]. We have not yet received any payment from the group as school has just started. Because you require a non-refundable deposit, I’ll need to reach out to the group to authorize this payment. Can this deposit deadline be extended? Thanks. Connie 9/5/19: > Monica replied to CD asking for a reasonable date for the deposit. > CD replied Dec. 2, thinking that we would have received a payment from the group by that time. 9/5/19: > CD received response from Elyssa Simpson: Hi Connie, Yes December 2nd would be fine! Thank you, Elyssa Simpson Events Coordinator Pinstripes of Georgetown 10/25/19: > CD contacted Elyssa through the online portal: Hi Elyssa, We just learned that the group does not have as many people as originally anticipated. Their number has dropped from 76 to 45. Would you send an updated agreement? Thanks. Connie 10/29/19: > CD signed updated agreement > NOTE: CD had asked for 45 before BJS changed number to 48 > CD will take a chance that the group will fall at 45, and will monitor their progress > Deposit of $922.57 due on 12-2-19 12/3/19: > CD paid $922.57 deposit with Amex ending in 1179 3/26/20: > CD emailed Elyssa and Monica of cancellation through online portal > CD asked for a refund on the deposit that was paid. > $922.57 deposit paid > Final Balance due May 8 4/6/2020: > BJS reviewed K, appears deposit is non-refundable. > We paid a deposit of $922.57 on 12/3/19 so even though it was requested, we may not be getting that back; however, if travel restrictions reman in place and restaurant remains closed on groups date of visit, 5/15/20, that could change. > Had group traveled, bill would have been $1,804.13 less deposit paid (and probably lost) $922.57 = $881.56, so that would be the refundable portion to the group if nothing changes. 6/12/20: > CD received email from Monica: Hello Connie, We will be processing a refund of $922.57 for you when we open again sometime in July. Monica Orr Director of Sales Georgetown

Student Watchers
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National Archives Time Entry Visit
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$15 Meal Credit
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Union Station
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Holocaust Museum
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Spirit of Washington DC
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Washington Monument
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Air and Space Museum Only - Chantilly, VA-Udvar Hazy
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Golden Corral - Hagerstown, MD
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