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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Tue Jun 30, 2020
Trip Name	Bedford High School Band-Pittsburgh, PA-03-20-2020
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 )	Bedford HS ---> Pittsburgh, PA 107 miles/2 hours non-stop 11/12/19: > Steve Rodgers contacted SN via EM to schedule a day trip to Pittsburgh with the band. > No performance > 50 + 5 PAX > Load 9:30 am, depart 10 am > Lunch upon arrival > Pittsburgh Glass Center > Carnegie Museum of Natural History > Dinner - he wanted Fogo de Chao, but pretty sure that will be too pricey > Pittsburgh Symphony Orchestra - Bugs Bunny themed concert > IF PSO concert is sold out, Steve said he'd like to see The Lucky Chops at the Rex Theater. > We informed Steve that this would likely be around $150 pp. > BJS is developing a 1-sheet to see if there is genuine interest/commitment. 11/25/19 > BJS completed 1-sheet and SN sent to Steve along with the following EM: Steve: I have attached an quick 1-sheet that you can distribute to your families how you see fit and most effectively , to learn the level of interest and commitment to a Pittsburgh Day Trip! This gives a brief overview of what to expect from the trip, along with the projected cost, and a date by which to let you know of individual commitment, so you can gauge early if the number of participants will support this. 12/9/19 > EM from Steve: Sorry for not responding earlier. My break was very busy and adventurous (not in a good way) and this week has been almost as bad. (long story) However, that aside, I shared the trip at our booster meeting on Tuesday and the parents thought it would be a great trip. Actually, 16 people signed up that night and we have probably 25 now. We are a go for the trip. Go ahead and do what you need to do. _X_ BJS _X_ 12/12/19: > BJS reviewed and updated IOG as needed. > BJS added trip to The whiteboard. > NC, please create the file set and then pass along to CD ASAP. > Connie, before you make any other calls for this group's Day-Trip to Pittsburgh, please call Bollman Bus in Everett, PA and see if they have a coach available. If they do, then send them the CQR. If they do not, repeat the process with Fullington. If Fullington does not, please see BJS. > Once a bus is found, please proceed with the other attachments and making reservations. The Director has already shared the idea of the day trip, proposed inclusions and price range with his families, via the Welcome to our neighborhood 1-sheet and they are in support of this trip, so we are trying to make it happen as quickly as possible since trip is just 3-months out and and for less than $150pp inclusive of transportation. > It at all possible, I would like to be able to get a TO to the group NLT 12/23/19. Thanks! _1/12___ SN FYI _12/12/19___ NC ____ __X__ CD _12/16/19___ (Bus Available) 12/18/19 (All other arrangements) 12/19/19: > BJS reviewed attachments and then ran rates. > NO Luggage Tag at all since not an overnight and budget is a huge concern. > BJS ran rate - Just a Single rate, $150 across the board since there is no hotel. > TRANSPORTATION is included in the per person package rate. > Comps = 1:25 T1 = 50 - 55 T2 = 44 - 49 +$20 T3 = 38 - 43 +$20. > CH, ready for TO. Please SLACK BJS when complete. Thanks. __x__ SN FYI __x__ CH _12/20/19___ 12/20/19: > BJS reviewed and updated TO as needed and then saved as PDF. > SN, ready for presentation to Client - since trip is mid-March - will need to be a quick turn around. > Transportation is included ion the PPP Rates. ___x_ SN _12/20___ __X__ CD FYI 1/6/20 > SN spoke with Steve this morning via GTM - Go to K > Note that in the TO, there are two corrections needed: > One, the Pittsburgh Symphony program is a Bugs Bunny show, not Beethoven > Two, under the Inclusion Rates, transportation IS included. _X_ BJS __X__ _X___ NC __1/7/20__ __X__ CD _1/8/20___ 1/7/20: > BJS made corrections to the TO and updated it to TO K Version. > BJS set due dates. Made adjustments as able, but trip is just a little more than 60-days out, so not much I could do. > JAF, Transportation IS included in the Per Person Package Rates on this one. > JAF, just two payments total and everyone is at the SINGLE RATE of $150, so make the first INV for $75 across the board. > CH, ready for K as soon as JAF has the INV completed. AS you will see, abbreviated deadline and payment schedules, so please update K and Deadline Schedule accordingly. Please send E-Agreement today if at all possible. > CD, since this is going to K, please review all, including the client's due dates, and proceed as needed. > Thanks All! __x__ SN FYI _X___ JAF _1/7/20___ __x__ CH _1/7/2020___ __X__ CD _1/10/20___ 1/7/20: > JAF created 1st payment INV # 6770, due 1/20/20 $4,125.00. Emailed. Copy to NC. Entered in DB. 1/9/20 > Both BJS and client signed E-Agreement > NC scanned, saved and mailed GLH to client > AS this group is now UNDER K, please review and proceed as needed. _X___CD_1/13/20___ __x__SN__FYI 1/19/20 > SN reviewed all forms (RL, FPGF, BPM, FAF) received 1/17. * This is a day trip, therefore the room list exists only to generate the bus manifest > Total Pax = 51 (39 + 12). > SN updated Bible numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > NC, please notify The ARC to send the appropriate items. > Comps are 2. > The group will be traveling on 1 bus. > SN updated Tiered Pricing and checked Final Tier Pricing box - Tier 1 __X__ BJS FYI _X____ CD _1/21/20____ __X__ NC __1/20/20__ 1/20/20 > NC received Official Travel Planner Letter 1/21/20: > CD printed updated Bible 1/22/20: > JAF, ready for Final Invoice, based on rates as presented and listed below. > Comps are 2 > Group is traveling on 1 bus _X___ JAF _1/22/20___ __x__ SN _FYI_ 1/22/20 > NC received check #136 for $4,125 1/22/20: > JAF created Final INV #V 6779, due 2/14/20 $3,225.00. Emailed. Copy to NC. Entered in DB. 2/18/2020: > BJS completed BRF, in DB, so JAF can get Cashier's Check. __X__ JAF __X__ 3/6/2020: > BJS EM'd FINAL ITINERARY BOOKLET to Steve et al . . . Steve: 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 Final Itinerary Box, including a hard copy of the Final Itinerary Booklet, as well as all supporting collateral will be delivered prior to your departure. 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. Sincerely, BJS. > Final Itinerary Box planning to mail this afternoon. __x__ SN FYI _X__ NC __3/6/20__ 3/6/20 > NC shipped FI Box with meal credit cashiers check. Estimated Delivery Monday March 9, 2020 , End of Day Your Tracking Number 1Z7081E84201191529 3/16/20 > Cancellation letter received from Steve Rodgers. 3/25/2020: > BJS reviewed - at time of cancellation, balance due on account was $3,225.00. > BJS completed Spreadsheet - seems as if Bollman Charters and Bucca di Beppo are the only items TBD. CH, please check back around with Bollman re: any possible refund. CD, please get confirmation from Bucca that they will not be charging us for the group. Thanks Ladies. ____ CH ____ __X__ CD _4/6/20___ 4/15/20: > BJS reviewed. Added If they went figures to Worksheet. > CD, please follow-up with Bollman re: refund / credit. _X ___ CD _4/15/20___ 5/4/2020 > Reimbursement checks may be made out to "Bedford Band Boosters" and sent to the following address: Janice Diehl 141 Daveys Lane Manns Choice 15550 _X_ BJS _FYI_ __ JAF _FYI_ 5/19/20: > BJS reviewed and all appears to be in order according to Refund Worksheet. > BJS added to Ready for Closure Spreadsheet and also asked JAF for final review. 5/20/20: > BJS EM'd Refund Update letter. > Ready for Finalization. 6/18/20: > BJS EM'd Final Refund Letter to Steve for signature. > CC'd SN and JAF. > Will advise when signed copy is received. 6/18/20: > Rec'd Signed Final Refund Letter. > JAF, please proceed as needed. Thanks! __X__ JAF _6/19/20___ __x__ SN FYI 6/19/20: >JAF mailed Final Refund Check #11673 , $1,856.40. ___x___ SN FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

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 )	3/6/20 > NC sent power pack in FI Box

Bollman Charter Service
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)

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 )	12/12/19: > CD called Bollman to see if they had a bus available > They do : ) > CD sent CQR 12/16/19: > CD received quote via fax: $1210.00 + 10% ($121) + DR (NO DRIVER ROOM - DAY TRIP) + DG ($50 x 1 day = $50) $1381 / 55 1/8/20: > CD called and spoke with Bob and requested a K for this group. 1/8/20: > CD received K, signed it, saved in DB and emailed to Bob at Bollman > $100 deposit due - CD made Due Date Jan 10 > Final Balance due 3.6 1/8/20: > JAF paid deposit of $100 on ck # 11562. 1/22/20: > CD filled in Total Due Charter Co: $1210 + DG $50 x 1 day = $1260 3/6/20: > JAF paid balance of $1,160 on ck # 11613. 3/16/2020 > CH cancelled > CH received cancellation confirmation 4/15/20: > CD emailed Tonya at Bollman to follow up on status: Hi Tonya, Thanks for sending a quote earlier today for Penns Valley. I wanted to follow up on Charter 1336. This was for the Bedford High School Band’s trip that was scheduled in March for Pittsburgh. I know that Christi in our office reached out to you. I am updating notes in our system with regard to polices and possible refunds. We paid $100 deposit in January and a balance of $1160 in March. Are refunds being offered for trips that have been canceled? Please advise. Have a great day! Thanks. Connie > $1260 was paid > K says - Trips cancelled 14 business days prior to departure will receive full refund 4/15/20+: > CD received email from Tonya: Connie - yes we will refund once we get back open at the office. And Start in March and work our way forward. Payable to CCIS ? Butler address? > CD gave Tonya 297 address > $1260 paid > Refund expected 5/12/20: > Rec'd refund check for charter, $1,260.00.

Transportation when to be Included in Pkg Rate
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

$10 Meal Credit
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Pittsburgh Glass Center
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Carnegie Museum of Natural History
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Buca Di Beppo - Pittsburgh - Station 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)

Pittsburgh Symphony Orchestra
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)