CCIS: Manage Trip


Updated	Wed Jul 30, 2003
Trip Name
Client	Back to Client \|\| E-Mail
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 )	9/10/01: > Rec'd Application via Fax. > New York 2 > 4D/3N All-Inclusive (Thursday, Friday & Saturday nights) > 57 pax (50 + 7) > Competition Participation > Two String Orchestras: therefore, two hours. > BJS completed CFS and Bible. > BSJ mailed Application rec'd Letter to Eva's attention. 9/18/01: > BJS completed Contract Packet, including Deposit INV #2962, $1,000 - due with K on 10/10/01 and First Payment INV #2963, $9,731.61 - due: 1/11/02. > MWL / HMS, please process per SOP and mail USPS 2-day this afternoon. Thanks! __X___ MWL ___X__ _____ HMS _____ 9/26/01 > Eva called and spoke with MWL. > There needs to be a change--her parents had a problem with NY. However, Eva told them that regardless of what they did, they would be using our company--period. She was so impressed with us and our notebook etc.!!!! > BOTTOM LINE: They are now going to Chicago!!! > First choice, bar none, is the CSO concert and they said that if scheduling is a problem, they WILL get there in time for the Thursday performance. > They also want to try to add MED X (I don't know where) and a tour of the Williams, Harris & Lee--violin makers which she believes is in Chicago. > She know the pricing will be different---MWL told her that we would have to look in to the above items and get something to her as soon as we could. (MWL did NOT mention a date.) Eva completely understands and knows we will do it as soon as we are able. > Whew! We will need to put together new contract "guts" as the dates/deadlines, etc. are different. Per Eva, she will still go ahead and still send the $1,000 Deposit. > This is good! :) 9/27/01: > BJS changed destination in System and on Status Schedule. > BJS changed rates and dates in System. > MWL, please advise BJS re: add-ons (Med Xs and Violin maker tour ASAP) We should shoot for Thursday night CSO and Friday night Med Xs. > They are approximately 503 miles from Chicago. This is approximately 6 hrs. non-stop. They could leave school Thursday morning around 8am, have a f-food stop for lunch en route and get to hotel at 3pm, then go into city for CSO concert, preceeded by dinner at Bergoff's. Friday night's dinner can then be at Medieval Times. > BJS will revise Contract & Invoices and once we have the answers on the above, I will revise CIA as well and forward to Eva, all in one packet. Rates will also have tp be adjusted due to add-ons. In mail NLT 10/3/01. Thanks! __X__ MWL __X__ 9/27/01: > MWL called and spoke with Eva re: her add-ons, etc. > We secured tickets for the Thursday performance of the CSO and got some info on the William Harris Lee & Co. violin makers facility; there is also availability at Medieval X for Friday. > The "new" prices are as follows: QUINT: $366 QUAD: $382 T: $416 D: $492 S: $712 > This is $37 pp extra for the Med X's + the tour. > MWL faxed a "revised" application (filled out for Chicago) and asked for Eva to sign and return so our files would be complete. > She is very excited about this trip--especially the CSO tix! 9/27/01: > BJS completed Revised Contract Packet, including Deposit INV #2962 (R) - due with K on 10/10/01. Also included Revised First Payment INV #2963, $9,931.11 - due on 2/1/02. > HMS, please re-do labels, based on new destination. > HMS / MWL, please complete contract packet per FOE SOP; however, we will not send a new 3-ring binder, just all the stuffings, including the index / 8tabs. 3-hole punch per usual then rubber band them in one stack with BJS' note on top, followed by CN Cover Letter, etc. Please include all of the appropriate forms, including the Chicago Show Selection Sheet, etc. Mail Friday, 9/28/01 USPS 2-day (in one of their card-board envelopes if it will fit). Thanks! __X__ HMS __X__ __X__ MWL __X__ 10/4/01: > Rec'd signed FOE Chicago Application via FAX. This is to replace the NY Application. 10/9/01 > MWL recv'd email from Eva today--she was apologizing for not having sent the payment and contract exactly on time. > She has put it in the mail and it should arrive NLT Friday. > MWL replied that it was OK and we understood. Also said to keep us posted on things of that nature. > Also confirmed that we had recv'd her "new" application form. 10/12/01: > Rec'd signed Contract, Deposit Check #1032, $1,000 INV #2962, PIF, General Info Form, Charter Co Form & Show Selection Form. > MWL, as this is now UNDER CONTRACT, please review and confirm as needed. Thanks! ____ MWL ____ 11/6/01 > MWL recv'd email from Eva re: dropping the tour. Would this change her price? > Per BJS discussion, it will not change her price b/c the tour was to have been free. > MWL replied to the email with above info. 1/30/02 > MWL recv'd email from Eva--could they have a slight extension for their first payment? > MWL emailed Eva--yes, no problem, just keep us posted on what was happening with the payments. 2/4/02 > Recv'd reply from Eva--she appreciated my above email, but her treasurer had already mailed out 1/2 of the payment due. > As BJS & MWL got wires crossed, BJS did not know Eva had already told MWL about the 1/2 payment and L a VM asking about it. > MWl emailed Eva and told her to disregard BJS's VM and that everything was fine. 2/4/02: > Rc'd check #1064 - $4,965.55, exactly 50% of the balance on INV #2963. (502) 485-6339 DL to Eva's office, per school secretary (no machine on this line). (502) 485-8206 Main Office 2/27/02: > BJS called Eva to discuss possible Clinic Only option as her two orchestras were the only two registered in competition at this time. > LM with Secretary. > Also remind that FPHF, Room List, HIF, etc. are due on Friday, 3/1/02. 2/28/02: > LM with Student, expecting call back this AM. > Eva called back and spoke to MWL. > Her kids are really into this competition thing, so she wants to keep it at that. No problem! > FYI, per Eva, both groups are in Platinum division, but we'll verify when she sends her actual Repertoire Selection Sheet(s). > MWL also reminded her what forms were due tomorrow--she is all set! 3/1/02: > Rec'd FPGF, Room List & HIF. > Total Pax = 32 (26 + 6) > Rms / Pax 4 Qt / 20 0 Q / 00 2 T / 06 3 D / 06 0 S / 00 TOTALS = 9 ROOMS and 32 PAX (26 + 6). > BJS updated Bible accordingly. > MWL, as these numbers are now GUARANTEED, please proceed as needed. Thanks! ____ MWL ____ 3/5/02: > BJS called Eva re: only 26 students - is this still two performing groups? YES! > Chamber Orchestra is a sub-group of the Orchestra. > Ballard HS Orchestra = 26 players > Ballard HS Chamber Orchestra = 15 players. 3/14/02: > BJS faxed and mailed INV #3135, $1,809.89 due 3/18/02. Also sent Statement showing total due on account as $6,775.45. 3/28/02: > Eva called re: explanation of Final Inv. BJS explained and check will be mailed. > Other forms will be faxed tomorrow at the latest. 3/28/02: > BJS completed IOG. > MWL, please review and confirm all. BJS will fax to Client once you advise that all is secured. Thanks! ____ MWL ____ 3/29/02: > Rec'd Repertoire Selection Sheets, T-Shirt Order Form and Set-Up Forms. 4/3/02: > Rec'd check #1071, $6,775.45. INV #3135 & #2963 - PIF. > Account is PIF. 4/3/02: > BJS emailed and faxed IOG to Client. 4/17/02: > Rec'd PCCF and Room List Update from Eva. > REVISED TOTAL PAX = 33 (26 + 7) This is ONE more than previously guaranteed! > REVISED Rms / Pax 4 Qt / 20 0 Q / 00 2 T / 06 3 D / 06 1 S / 01 TOTALS = 10 ROOMS and 33 PAX (26 + 7). This is ONE more room than previously required. > BJS updated Room List (in hotel folder), Bible & IOG accordingly. > MWL, as these numbers are now REVISED & GUARANTEED, please proceed as needed. Thanks! Please advise re: any inclusions which may be an issue once you have confirmed as needed. ____ MWL ____ 4/19/02: > BJS prepared INV #3178 for late add participant of 4/17/02. This is a sinngle occupancy package at $712. Due 4/30/02. > Will fax INV and Statement with FI on Monday, 4/22/02. 4/26/02: > Rec'd fax copy of check for balance. > BJS sent packet FX SON for Monday afternoon arrival. > BJS sent email to Eva alerting her to that fact. 4/30/02 > Recv'd Receipt From today from Eva. > All set.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Hilton Suites
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 )

Hard Rock Caf�/Chicago
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
Menu	Type Cost Per Person
Menu PTP	Enjoy your Dinner at the Hard Rock Café featuring your choice of Legendary Cheeseburger served with fries, Impossible Burger served with fries, Grilled Chicken Sandwich served with fries, Tupelo Chicken Tenders served with fries, Twisted Chicken Mac and Cheese, or Grilled Chicken Caesar Salad. Chocolate Chip Cookie for dessert and unlimited soft drinks and tea.
Item Notes ( Print Note )	4/2/02 > MWL called and L VM for Melissa/January. > Waiting for a CB. > MWL called again b/c we are in need of quick response. > Spoke with Emily and made reservation as follows: 32 people 5/2/02 @ 5:30pm > Emily will be faxing confirmation today. > Recv'd confirmation & faxed it back. 4/30/02 > MWL faxed CC# authorization for PIF this afternoon. > All should be set for this group. > Used NSO Gold Menu ($12) for payment. > GTG!!

Chicago 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)

Shedd 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)

The Berghoff Resturant
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)

Field Museum of Natural History
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)

Water Tower Place
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)

Medieval Times Dinner & Tournament
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)

Festivals of Excellence
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)

FOE Clinic - Chicago
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)

Six Flags Great America
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)