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General Trip Information


Updated	Tue Sep 17, 2019
Trip Name	Madisonville High School Band-San Antonio, TX-04-24-2020
Client	Back to Client \|\| E-Mail
Sales Rep	Martin England 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 )	Madisonville, TX to San Antonio, TX = 202 miles = 3.5 hrs. non-stop FISHING - only b/c she has usually done this trip on her own. 7/22/19: > 100 kids and 8-10 adults. > Depart Friday at 8am and head to 6 Flags Fiesta TX for the day. Need lunch and dinner there. Meal coupons? > Saturday am - bfast at hotel and some San Antonio activities before the parade: - Alamo - Riverwalk > Saturday afternoon - parade. No 2020 app or details quite yet, but we know this is the weekend. > Sunday - depart after bfast. > Transportation - on own. > BT created folder, started IOG, and added to WB. Fishing b/c she usually does this trip on her own, but would still like to do an IOG R&A before proceeding. 8/1 or 8/2? > Budget in the past was only $100 to $150, but it was only an overnight. So she understands it will be a bit more. 7/22/19: > 8/9 for IOG R&A is her first available. 8/7/19: > BJS completed IOG. > BJS also saved San Antonio Fiesta Schedule of Events in the group's DB file. > BT, ready for IOG R & A Meeting. __8/7/19__ BT FYI 8/9/19: > BT had GTM with Stephanie for San Antonio trip. > Friday looks good. > Made some adjustments to IOG on Saturday. Nixed the Tower of America and moved riverwalk cruise and time to explore to the morning. > Late lunch at Mi Tierra would work better as they usually have to be at the parade area between 4 and 5pm and then they just sit until step off. Apparently everything kinda closes down, so buses drop them and then meet them at the end of the parade. > So they need a dinner option. In the past, they have arrived on parade day and packed sandwiches. This won't work since they are coming the day before. BT added a Subway delv., but would probably have to be to the end of their lunch (or something like that) so they can get the sandwiches before getting dropped off at 4 or 5pm. She said they can bring a bunch of coolers. > FYI - this festival is HUGE. Tons of people around, parade is televised, etc. > BT updated IOG, but it needs to be looked at and possibly shared with Stephanie again before proceeding to TO. > ADDITION - Sorry, I was rushing. She would like a later bfast and departure on Sunday. Add MC for lunch on the way home. They will stop "somewhere fun". Bucc-ees or similar. Updated IOG accordingly. 8/15/19: > BJS reviewed and updated IOG. > BT, please review my adjustments and if you feel it is good to go, we will get to work on the TO portion of our planning. Thanks! __8/15/19__ BT __8/15/19__ 8/15/19: > BT shared IOG with Stephanie for her approval. > She thinks it makes total sense. Please proceed with TO. Transportation is on own. > BT trying to schedule TO for 8/29 or shortly thereafter. Updated on WB. 8/16/19: > BJS made a few attachments, including a Generic Hotel attachment since I had to cancel Severna Park HS Band & Orchestras room block since they are doing the trip on their own, BUT this is the same weekend as the Madisonville trip, so BJS reached out to The Embassy Suites San Antonio Airport to see if she could accommodate this group. > NC, as we are moving to TO, with a presentation on either 8/28 or 8/29, please make remaining attachments and proceed as needed with updates, etc. This needs ot be completed NLT 8/22 or 8/23 so we can get rates run and on to CH for TO completion. Thanks! __8/19/19__ BT FYI __8/20/19__ NC __x__ 8/29/19: > BJS reviewed and updated attachments as needed. > BJS ran rates and entered below ($299 Qnt)- are a bit higher than I would like due to cost of hotel is high due to it being Fiesta. We have them at an Embassy, so we can possibly find something less expensive, but let's start here and see how it goes. > CH, ready for TO - TO Presentation is tomorrow, so please get back to me this afternoon. > Transportation is on own. > Comps = 1:25 T1 = 99 - 110 T2 = 87 - 98 +$20 T3 = 75 - 86 +$20. > CH, please SLACK me when complete - thanks! __8/29/19__ BT FYI _8/29__ CH _8/29_ 8/29/19: > BJS reviewed and updated TO as needed. > BJS saved as a PDF. > BT, ready for tomorrow's TO presentation. __8/29/19__ BT FYI 8/30/19: > BT had GTM with Stephanie for San Antonio trip. > All looks good, but - while she is not SURPRISED by the cost, she would like for us to see if there might be a cheaper hotel option. Trying to get the student cost as close to $200 as possible. She understands that $200 is not gonna happen. > She suggested hotels by airport, sea world, or air force base. __X__ BJS _8/30/19_ __x__ NC __8/30/19__ 8/30/19: > NC, please send to BMG and let them know that we presented to the client with the Embassy Suites San Antonio Airport; however, the clients needs us to try and find a less expensive hotel. They are willing to be out of the main downtown area, so hotels near the airport, Sea World, Fiesta Texas, or the Air Force base can all be options. > I get the impression that our winning / getting this trip is dependent on us finding a less expensive hotel. She has done the trip on her own in the past, but realizes the value we provide and she wants us to do it, just needs it to cost a bit less. __8/30/19__ BT FYI __x__ NC __8/30/19__ 9/9/19: > Hotel has been updated to the Fairfield Inn & Suites San Antonio Airport / North Star Mall. > Student package rate (highest occupancy option) dropped by $40! Other dropped even more, some by hundreds - seriously!!! > BJS entered new rates in system and then updated IOG and TO to Rev1. > BT, please share with your client and hopefully this one is ready for a Go to K! She should be well pleased :-) __9/9/19__ BT FYI 9/11/19: > BT got response from Stephanie after sharing the TO Rev. > She "hates to be a pain", but wants to now do this as an overnight. Leave Saturday am, go "straight to the hotel", have lunch, get the Subway delv., go to parade, then do 6 Flags on Sunday and head home at 6pm. > BT explained that, before making any changes, there could be some challenges with this. > no hotel check in before parade, not that much cost savings (could run into a 2 night hotel minimum), etc. > I would think checking in after that long day and night at the parade would be ridiculous, so wanted to make her aware of the pitfalls in her plan with little to no cost savings before we actually work on this a 3rd fucking time. > The reason for her request is that her "kids were sad about the price, so i am looking for ways to make them happy again!" > Will advise on her response. __X__ BJS __FYI__ __9/11/19__ NC __FYI__ 9/11/19: > NC, please check with the hotel to see if a 1-night stay is even possible this particular weekend. NO reason to make any more changes until we know if this is possible. > BT, you are correct, there is no way they can get into the hotel when they arrive San Antonio without buying the previous night. Check in is not until 4PM and even then, as you know, arriving wityh a large group, does not guarantee room swill all be ready at 4PM. __9/11/19__ BT FYI __X__ NC _9/11/19___ 9/11/19 > NC recieved email from Kallie Lunsford, Fairfield Inn She can change the dates for just Saturday night. Note: BJS said still have to remember check in is at 4:00 pm typically _9/12/19___BT__FYI 9/15/19: > BT got the following email from Stephanie on Saturday. This was in response to my sharing the challenges of not being able to check in before the parade if they don't go the night before and asked for her feedback on this before making any official changes. "I think this time I am going to do my own thing for this San Antonio trip. I need everyone to go on this trip to make it successful and I need to keep it a little lower in cost to make that happen. I am getting prices and will probably shorten the trip to make that happen. I have done this trip so many times that my contacts are working with me. Thanks for your time! I am definitely going to use you for our big trip to New York in June of 2022...." and she goes to say thanks and looking forward to working with us on NY trip. > BT responded that we have already done all of the work and the hotel will honor the 1 night stay per NC’s note. Just no check-in before parade b/c it's at 4pm. No response yet. > BT looked at the quote and did some basic math. Looks like about $100 savings off rates by removing 1 hotel night, Rio cruise, lunch at Cantina, and Lunch meal credit. Basically just keeping subway delv., hotel, 6 flags with meals. > BJS - in an effort to save this one, can you take a quick look at the math and see if this is accurate? I'd at lease like to share this with her and see if it's doable for her. Please advise. ___ BJS ____ __9/16/20__ NC __FYI__ 9/17/19: > Per BJS email with estimated cost savings of about $75, BT shared with client along with IOG of what overnight what look like. > No luck, she is proceeding on her own with this trip. Will be back with us for her 2022 NY trip. > Please cancel all. ____ BJS ____ _:(___ NC __9/17/19__
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

DST Luggage Tag
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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 )

DST Thank You Gift
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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 )

on own
Start Date & Time	Date Time
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Six Flags Fiesta Texas
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Generic Hotel
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Fairfield Inn & Suites - Airport/North Star Mall
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Embassy Suites San Antonio Airport
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	Under Contract Active (uncheck to make inactive)

The Alamo
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Go Rio Cruises - San Antonio
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Rio Rio Cantina
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	Under Contract Active (uncheck to make inactive)

Mi Tierra
Start Date & Time	Date Time
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	Under Contract Active (uncheck to make inactive)

Riverwalk San Antonio TX
Start Date & Time	Date Time
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Subway
Start Date & Time	Date Time
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	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
Menu	Type Cost Per Person
Menu PTP	Bubba's Cafe Burger Bonanza - Includes 1/3 lb. Cheeseburger, french fries, small Coke product. Chuck Wagon Kitchen Burger Bonanza - Includes 1/3 lb. Cheeseburger, french fries, small Coke product. Lou's Pizzeria Pizza Extravaganza - Includes 8" Personal pizza, small Coke product. Pete's Eats Burger Bonanza - Includes 1/3 lb. Cheeseburger, french fries, small Coke product. Sangerfest Halle International Selections YOUR CHOICE OF 1 OF THE FOLLOWING MENUS: 8" Personal pizza, small Coke product. Brisket sandwich, 1 side item, small Coke product. Sausage, 1 side item, small Coke product. Super Heroes Grill Burger Bonanza - 1/3 lb. Cheeseburger, french fries, small Coke product.
Item Notes ( Print Note )	8/28/19 > NC put $0 for price. Used the One-Day Dining which includes Lunch, Dinner, Snack and unlimited drinks for one price.

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 )	8/30/19 > NC emailed BMG Hello Ladies, We went over our contract with the client. They are wondering if we can save them more money somehow. Bryan said they are willing to be out of the main downtown area so hotels near the airport, Sea World, Fiesta Texas, or the Air Force base can all be options. We do not want to give up our reservation with Embassy Suites. We are aware this might be their only option at this point. I’m going to re-send you the specs Madisonville HS Band 110 Pax (100 + 10) 35 DD suites Arrive: Friday, 4/24/20 2 nights Depart: Sunday, 4/26/20 B-fast each morning at hotel. 9/4/19 > NC received e-mail from BMG Below is everything else that came in. Marriott NW 2333 NW Loop 410 San Antonio, TX $155.00 sgl – quad Includes full American breakfast Comp 1/40 18.61% tax Driver rate N/A Bus Parking – Complimentary Fairfield Inn & Suites Airport 88 NE Loop 410 San Antonio, TX $89.00 sgl – quad Includes Dlx Cont breakfast Comp 1/15 18.61% tax Driver rate $69.00 Bus Parking – Complimentary Sheraton Gunter 205 E Houston Street San Antonio, TX $199.00 sgl – quad Includes full American breakfast Comp 1/40 18.61% tax Driver rate $129.00 Bus Parking – $120.00 per night Hyatt Place 7615 Jones Maltsberger Rd San Ant, TX $139.00 sgl – quad Includes Dlx Cont breakfast Comp 1/30 18% tax + $1.08 Driver rate $99.00 Bus Parking – Complimentary 9/5/19 Chose the Fairfield Fairfield Inn & Suites Airport 88 NE Loop 410 San Antonio, TX $89.00 sgl – quad Includes Dlx Cont breakfast Comp 1/15 18.61% tax Driver rate $69.00 Bus Parking – Complimentary > BMG said they will secure Fairfield and release Embassy > Received contract -Deposit: Group will make an advance payment to Hotel in the amount of $1,200 (the “Deposit”). The full amount of the Deposit shall be paid no later 02/20/2020. 9/9/19 > Recieved tax rate of 18.61 > NC asked what the cancellation date would be. Kallie e-mailed me back Hi Nikki, If it's individual reservations that are needing to be canceled, 48 hours prior to arrival date would be ideal. If it's past the 48 hour mark, just get in contact with me directly and I can definitely work with you. As far as canceling the whole event, like if something happens and the entire group will no longer be coming to San Antonio, I just ask it be 7 days before the arrival date. I can update the agreement with all of this info added in if you'd like? Just to have it in writing? Let me know! 9/11/19 > NC emailed Kallie, I was wondering if it was possible to have Madisonville do a one night stay. They would check in on Saturday 4/25/20 and check out on 4/26/20. I know the parade is going on so I didn’t know if a one night stay was even an option. Please let me know! > Kallie emailed back: We can absolutely change the dates for just Saturday night, still offered at the same rate. I can update the contract for just one day if you'd like, or we can hold off if you needed to get any confirmation or anything like that- but yes, we can definitely accommodate a one day stay if needed! Thanks Nikki, talk to you soon 9/17/19 > NC canceled rooms

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 )	Hi Bryan, I will cancel Severna. I can offer $179 for the double/double suites, $149 for King Suites for the chaperones (if single occupancy) and up to 2 rooms single occupancy for the bus drivers at $129. All are plus tax and fees (1.25% Tourism Fee and 16.75% combined taxes). If the school is registered in the State of Texas for Tax Exemption and pays the hotel directly, 6% tax will be waived on the rooms with proper documentation on file at the hotel. Breakfast is included in the rate as well as our evening reception. If our meeting space is not sold to another paying client, we will reserve a room for the team to eat breakfast in privately at no charge. If the school wants to pay rental on the meeting space, then the space would be held for the group. Rental fee is $200 per day plus 24% service charge and taxes (6% on the rental and 8.25% on the service charge – waived with proper documentation). The room will be held for the band during our normal scheduled breakfast hours (7:30-10:30am Saturday and Sunday). Parking is complimentary, including bus parking. One question on the commission offered. Since Book My Group brought Severna to us, I offered commission to them. You are bringing Madisonville directly to me so I am willing to offer the 7% commission to CCIS. I don’t know how you want to handle that! If there is anything else you need or if you have any questions, please let me know. I’m starting to get requests for these dates so the sooner we can lock this down the better! Thanks, Julie 8/27/19 > NC emailed Julie and also the BMG girls to proceed with contract. Julie said she will get it to me tomorrow. 8/28/19 > NC recieved email from Julie- Would you clarify the rooms that they need. Bryan advised 110 people (100 + 10) and 35 doubles with up to 5 per room. I’m assuming that the 100 is students and they’ll get the 35 rooms. Are the 10 chaperones? Do they need king suites? How many bus drivers/rooms will there be? If you could send me this information, I’ll get the contract done. > Julie Emailed me this- Hi Nikki, Great. I’ve done the contract for 35 DD and 2K. I’m guessing that the adults will also be sharing rooms then! If anything changes, please let me know so we can adjust this as soon as possible. > The contract was sent. 8/28/19 > Cancellation between date of signing and January 24,2020 0% - No charge Cancellation between 1/24/20 and arrival 80% - $10,436.80 charge 8/30/19 > NC emailed BMG for other options Hello Ladies, We went over our contract with the client. They are wondering if we can save them more money somehow. Bryan said they are willing to be out of the main downtown area so hotels near the airport, Sea World, Fiesta Texas, or the Air Force base can all be options. We do not want to give up our reservation with Embassy Suites. We are aware this might be their only option at this point. I’m going to re-send you the specs -Madisonville HS Band 110 Pax (100 + 10) 35 DD suites Arrive: Friday, 4/24/20 2 nights Depart: Sunday, 4/26/20 B-fast each morning at hotel. 9/4/19 > NC recieved e-mail from BMG Marriott NW 2333 NW Loop 410 San Antonio, TX $155.00 sgl – quad Includes full American breakfast Comp 1/40 18.61% tax Driver rate N/A Bus Parking – Complimentary Fairfield Inn & Suites Airport 88 NE Loop 410 San Antonio, TX $89.00 sgl – quad Includes Dlx Cont breakfast Comp 1/15 18.61% tax Driver rate $69.00 Bus Parking – Complimentary Sheraton Gunter 205 E Houston Street San Antonio, TX $199.00 sgl – quad Includes full American breakfast Comp 1/40 18.61% tax Driver rate $129.00 Bus Parking – $120.00 per night Hyatt Place 7615 Jones Maltsberger Rd San Ant, TX $139.00 sgl – quad Includes Dlx Cont breakfast Comp 1/30 18% tax + $1.08 Driver rate $99.00 Bus Parking – Complimentary

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	>CCIS Choses One Item off each Choice of appetizer; Miniature Cheese Quesadillas, Miniature Chicken Flautas Bean and Cheese Nachos. Entrees Choice; Choice of Special Mexican Dinner at $31.25 PP Mon - Thur $33.25 PP Fri - Sun or Charbroiled Chicken Breast at $32.95 PP Mon - Thur or 34.95 Fri - Sun Dessert; Mexican Flan, Pecan Praline, or Sopapillas
Item Notes ( Print Note )	8/28/19 > NC called LM and emailed Tiana the reservations Manager to get pricing for lunch.

Fiesta Flambeau Parade
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$10 Meal Credit
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