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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Jun 14, 2023
Trip Name	Spring Branch MS Band (Comal ISD)-Dallas, TX-05-19-2023
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 )	Spring Branch MS Band to Dallas TX = 275 miles = 4.5 hours non-stop DST Not fishing - previous client 8/29/22: > GL emailed ME to discuss trip. > Dates are FIRM 5/19-5/20/2023 > PAX same as last year 60 (50+10) > GL WANTS TO ADD SECURITY TO THE HOTEL for 2023 ( I tried to tell him) > ME making a note of his hotel request for boys and girls on different floors. I know we have that in the forms, just don't want to forget. > Hotel we used last year was ok (DoubleTree). Does NOT want the one we used for Smithson Valley MS used (Embassy Suites). Open to something as long as it's nice and the best rate. > ME copied IOG from previous year. > DC has a festival at the University of North Texas campus that weekend. He is good with that festival. Perhaps since we KNOW he is not fishing, we can take care of those arrangements (and deposit, once under K of course) and just build it all into the trip cost. Thoughts BJS?? If not, we can do as before and have him pay the deposit and we build in the festival fee. > CW, client would prefer to stay with Regent bus as he used them last year and knows them. No need for a quote from Kerrville, he does not want to use them. Maybe ask Star Shuttle just for a comparative quote in case it does come back cheaper. > Looking for a different activity on Friday night than Andretti.. Has done Pinstack before and enjoyed it. Not interested in Medieval times. ME put Pinstack tentatively on the IOG. > For six flags, ME suggests a $20 meal credit instead of meal coupon, but that depends on if we can have some kind of non-cash option for the group since six-flags is cashless now. They DO have a meal option that includes the drink, it's just stupid expensive. > ME added trip to WB and updated current needs. > IOG is in DB for office R&A > IOG R&A with GL by Sept 2. > Looking for the TO tentatively the week of 9/19/22 after ME returns from cruise. ME will confirm after IOG R&A. _X__ BJS _X__ ___ HMS ___ _x__ CW ___ __x_ BT FYI 8/30/22: > BT reviewed IOG so ME can proceed with R&A. > Looks good! __X__ ME ___X_ __X__ BJS ___FYI__ 9/7/22: > ME visited with GL for an IOG R&A > IOG looks good for what they are wanting. > Ready to move to TO. > TO for the 21st. Time TBD _X__ BJS __X_ ___ HMS ___ _x__ CW ___ 9/20/22: > BJS reviewed and updated attachments as needed and then ran rates and entered below, starting at $279 Qnt. T1 = 54 - 60 T2 = 47 - 53 +$20 T3 = 40 - 46 +$40. > BJS completed TO PACKET > Ready for tomorrow's TO presentation. > FYI, not expecting another charter quote . . . __X__ ME __X__ __x__ CW FYI ____ BT FYI 9/21/22: > ME held TO with Cody this afternoon. > Sticker shock when it came to bus pricing with Regent. It is about $1200 more than last year per bus. Cody would like to see if Regent has the 40 PAX bus instead of the 56 PAX for a cheaper rate. If not, he'd like another quote from a different company because he wasn't expecting that big of an increase in bus price. > We discussed security as well. It's not included in the TO. There is a note in TPMS from 8/29/22, but ME did not put that attachment in TPMS, so it got missed. That's ME bad on the missing attachment. > ME did mention to GL that across the industry, security has been spotty at best. If he really wanted to pursue it, we could add it in the rate worksheet meeting to cover the added cost, and then if he can get the boys on one floor and girls on another, he didn't feel like he would need the security guard and would just have more in the pot to return back any overage (as long as the invoice was settled at account reconciliation.) > ME sent TO packet to GL and updated the WB as necessary. > CW, can you please check with Regent on the 40 PAX bus and send second CQR to another company if the price is not significantly different. > GL is going to take TO to his admin for approval while we look at bus option. _X__ BJS __X_ ___ HMS ___ __x_ CW ___ ___ BT FYI 9/28/22 > updated the regent quote for the 40 pass coach. not too much of a difference but at least its something. Please advise client. __X_ME _X__ ___ BJS FYI 9/28/22: > ME updated Client with 40 PAX bus option. He's good with that a change with Regent > Client Requests K. > ME updated WB current needs > MOVE TO K!! __X_ BJS _X__ ___ HMS ___ ___ CW ___ ___ BT FYI 9/28/22: > BJS attached Hotel Security. > BJS marked Star Shuttle & Charter INACTIVE - they never replied and client said to move to K stage using Regent's 2-40s. > CW, please ask Regent for their K and advise as soon as received. BJS will be sending an OK to PAY with the group's CCIS K since Regent requires a non-refundable deposit to reserve the coaches. > BJS needs to complete TO K Version with will be a bit of a revision since they are adding Security, 1 guard. > As this group is going to K, please review all and proceed as needed. Thanks!!! ____ ME ____ ____ CW ____ ____ BT FYI ____ HMS FYI 9/30/22: > BJS ran rates with the addition of security and rates increased $6 across the board. BJS entered below starting at $285 Qnt. > Tiers are unchanged. > BJS completed TO K Version. > BJS completed Contract Packet and EM'd to Cody. > K due 10/7/22 > 1st $ due 10/21/22. > As the client now has the Contract, please review and proceed as needed - thanks! ____ ME ____ ____ CW ____ ____ HMS FYI ____ BT FYI 11/2/22: > ME sent cody and email following up on "trip approval" >"Hey Cody. Did you get a hand signed copy of they contract that we sent or was admin going to e sign the one we sent. Either one is fine, but we just need to process that in the office so we can set up your online registration and payment system. Let me know!" > Relatively quick response. "Hi Martin, No, I did not receive the contract. If you can send it, I can get that signed and returned pronto. Cody" > ME responded "Here is a copy of the PDF that you can print and have whoever needs to sign it hand sign it. It would also be helpful if they would initial each page. It was originally sent to you on 9/30/22, from CCIS Travel via Echo Sign if you want to assign it to an administrator to sign electronically. Either works for us." > Crickets....... __X_ BJS FYI 11/9/22: > Cody seems to be becoming a problem child on getting his trip contract signed. > ME Followed up with "Hi Cody, I wanted to touch base with you again on the trip for Dallas. I know you have your approval, and we are looking forward to getting your trip information and registration launched for your students. We are not able to do that until we have the signed contract back in the office. I have attached it here again for you as a PDF. If you are going to have your admin hand sign it, please have them also initial each page. If you have the approval you need and would like to just sign the electronic version, you can check your inbox and spam email from CCIS Travel. It came via Echosign on Sept. 30th. Let me know if I can be of any help. I’m just a phone call or text or email away. Thanks so much!" __X_ BJS FYI 11/15/22: > FINALLY rec'd the signed K, via email. > BJS canceled the electronic document request. > BJS counter signed the Agreement and saved in the client's DB. > ME, please send a copy of the fully executed document to Cody. > ME, as you know, they are behind on their payments and they need to get goin in GC "like 60-days ago"! Please do everything you can to facilitate this moving forward as we have deposits that need to be paid. > AS this group is now UNDER CONTRACT, please review and proceed as needed - with caution, since they have not yet made any payments. If you have a VENDOR payment that is needed, especially if it is NON-REFUNDABLE, please discuss with BJS ASAP! ____ ME ____ ____ CW ____ ____ HMS FYI ____ BT FYI ____ MLL FYI ____ JAF FYI 11/17/22: > ME held RWS meeting with GL > GC instructions shared 11/17/22. > ME stressed "get this out so you PAX can register and PAY" __X_ BJS FYI ___ HMS FYI ___ CW FYI ___ BT FYI 01/03/23: > BJS sent another EM to Amy Locke at Director's Choice asking for a festival invoice. ____ ME FYI ____ CW FYI 2/24/23: > ME had our forms meeting with Cody and we were looking at his numbers for his trip. > For Regent Bus, we had originally gotten a quote for 56 PAX busses and to save a little money, we dropped from 2 56 PAX to 2 40 PAX. > His numbers are going to be under what a 56 PAX bus could do. I am wondering if it wouldn’t be too much trouble to reach out to Regent and see if we can switch from the 2 X 40 to a 1 X 56. It would be some significant savings for his group if they have that available. > Thoughts? ___ BJS ___ ___ CW ___ 3/8/23: > ME reviewed all forms downloaded and rec’d on 3/8/23 (RL, BL, FA, FPGF, HIF, EPGF) > Total Pax = 54 (47 + 7). > RMS / PAX 00 St / 00 04 Qt / 20 04 Q / 16 03 T / 09 02 D / 05 05 S / 05 TOTALS = 18 ROOMS and 54PAX (47 + 7). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 2. > The group will be traveling on 1 bus. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 1. > AE checks that Meal Selection Google Form response was NOT received. The group’s selection is default option 1. > AE completed AE portion of the Invoice Preparation Procedure. > Final date payments are accepted in GroupCollect is 3/3/23. ____ BJS ___ ____ HMS _____ ____CW _____ ____ JHT _____ 4/1/23: > BT and BJS reviewed and updated final invoice. Saved in DB as PDF. > Balance due = $1616.66. > FYI - funds remaining in GC shows $4223.16. > ME - ready to share with client. Update Invoice Prep sheet with date inv. sent. Be sure to include language about potential fuel surcharge. Something like "please be advised that there could still be a fuel surcharged imposed by your charter company". __X___ ME __X___ 4:1/23: > ME forwarded invoice to client along with a list of those who still owed the group money. __X_ BJS FYI 4/10/23: > With the invoice being due 4/12/23, ME checked in with GL ensuring he got it. > ME received "Hi Martin , Yes I did and I have submitted it for payment." > Not sure if it will be here by the 12th, but it is supposed to be on the way. __X_ BJS FYI ___ MLL FYI 4/27/23: > ME received a phone call from GL this afternoon > GL asked if we had a "copy of the contract for the Regent bus company" because his school wants a copy. > Apparently, some "new administrato" is on and even thought the trip was approved by the district, this new person didn't approve the trip and GL is having to re-submit the trip for approval (that leaves in 2 weeks) > ME told GL that the contract for the bus was with CCIS and his contract was with us. GL said he sent the CCIS K to admin but they were still asking for the bus K. > ME discussed with BT > BT suggested I put in the note to BJS and CW and see if maybe we could send him a redacted copy. > BJS please advise ME on what to tell the GL. _X__ BJS ___ ___ CW ___ 5/3/23: > BJS sent FI Box along with MCCC and Bank Request Form via UPS. 5/3/23: > ME spoke with GL via text regarding final invoice > "Hi Martin , I have my bookkeeper on it for you. I know that it has been submitted and hopefully you will see it soon." __X_ BJS FYI 5/4/23: > ME received from GL. > "Hi Martin, I did some investigating: The check has been cut and you should be receiving it soon. check # 1000029574 Amount: $1616.66 Hope this helps and sorry for the delay, Cody" __X_ BJS FYI 5/9/23: > Check 29574 for $1616.66 received in office > Final Invoice Paid in full > ME updated invoice prep sheet. __X_ BJS FYI 5/22/23: > Orange Moon was a NO SHOW and they already sent the Refund through to AMEX, so BJS sent EM to MLL to mail a refund check $210 to the group. ____ ME FYI ____ CW FYI ____ MLL ____ 5/23/23: spring branch post trip debrief > regent was fabulous as they usually are >trip was smooth and easy >outside of hotel - can’t fault > great weather > pinstack was smooth > one of the better trips he has done > Love the Murchison but favorite place is to perform is Richardson HS > Directors choice was good. Loves seeing the folks that run that contest (probably should keep him there and not worry about American Classics) > Everything CCIS said would happed - did happen. Appreciates the relationship we have. > great hotel “the property” rooms were great > The hiccup - > Friday night at the hotel, GL went early and it's a good thing he did. He told them who he was and they front desk looked at him like he was from mars. They found his room and gave him his key..... one key. the rest of the keys were not ready. > GL stood off to the side while the manager helped get all key packets ready. took about 30-45 minutes, but at least he had 15 minutes to spare before the group actually arrived. > asked the front desk to text him when the security guard showed up. they again looked at him like he was from mars. he explained what was supposed to happen and they guard should have been there at 11. Asked the front desk to text him when the security guard got there. no text ever came. He went back down at 11:30 to check on the guard and told the front desk he was going to bed and they'd figure it out in the morning. > get to breakfast - gave the kids the voucher - the voucher says the kids will pay $10. Cody's paperwork he showed them said it was pre-paid. > the lady at breakfast was nice. but the manager at the front desk was a jerk. Didn’t even want to talk to BJS on the phone. It got sorted out once BJS got on the phone. > Every year trip. We are his guy. Intent is to keep thing moving forward. > GL wasn't to look at Adventure Landing for next years Friday night activity. ___ BJS FYI ___ HMS FYI ___ CW FYI ___ BT FYI
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

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)

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 )	8/31/22 > cw sent to melissa 9/1/22: > Melissa sent options. 9/20/22: > BJS made decision and sent to Melissa and CW. > Hotel Name – Dallas Marriott Suites/Medical Center > Hotel Address – 2493 North Stemmins Freeway Dallas TX > Rates Available – Single – Quad - $116.00 + Tax – 15.95% > 2 dbl beds – plus sofa > Resort Fee - None > Breakfast Info – $12.33 per person inclusive > Bus Parking – Comp for 1 Bus > Comp Policy – 1 per 40 rooms occupied nightly > Deposit – None > Cancellation – 30 days prior to arrival without penalty > Do you have balconies? No > If we book this space with you; will you be sending a hotel contract for the client to sign? Yes > Can our client get their brand points? Yes Double Points > Will attrition apply? No, Courtesy Block > BJS also asked if they could do 5/suite - awaiting response from Melissa.

GroupCollect
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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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
Comp. Policy
Rates	Youth $ Adult $ Senior $ Group $
Item Notes ( Print Note )

Booster Tag Luggage Tags
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)

DST Thank You Gift
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	Under Contract Active (uncheck to make inactive)

Safer Travel Care Package
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Regent Coach Line Ltd.
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)

Star Shuttle & Charter
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)

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)

Directors Choice
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Festival [+] More
	Under Contract Active (uncheck to make inactive)

Dallas 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)

Pinstack - Dallas - Las Colinas
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)

Marriott Dallas Suites-Market Center
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)

Hotel Security
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Orange Moon
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Six Flags Over Texas
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

$20 Meal Credit
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End Date & Time	End Date End Time Duration
Vendor Name	View Restaurant [+] More
	Under Contract Active (uncheck to make inactive)

Dinner - on own
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End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)