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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Thu Jul 31, 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 )	4/17/02: > As expected, they have to buy the hotel from Heritage (Bowl Games of America). > They also include Wednesday night's Dinner Party, other than that and the Parade arrangements, everything else is up to us. > BJS completed PTP and faxed to Barry's attention. > Spoke with Barry re: 6 comps (3 official and 3 off the record for their wives) and trip for three director's to Chicago as preview this Summer. > BJS emphasized that fact that this is at least a starting point . . . Please don�t consider it the end all - be all. > Martz quote will be faxed upon receipt. It may be more 47s than 55s. > HMS, please process PTP per SOP and mail on Thursday. See BJS prior to completing as the packet will change slightly since we are once again "DOING" transportation. Thanks! __X__ HMS __X__ 4/23/02: > Rec'd email from Barry with some of the answers we were looking for based on our conv on 4/19. > Wants to get budget for our portion closer to $200. > Replace Museum of Science with Navy Pier. > Do Box Lunch from HRC following Parade to allow down-time. > Keep our Spirit of Chicago Dinner Cruise since it is private. > Add step-on city tour (2-hrs) on Thursday from 3-5pm. > Delete Shedd Aquarium. > Keep Thursday's B-fast at the hotel. > Do B-fast Friday & Saturday at the HRC. > Make Meal Credit Friday while shopping just $5. > He is aware that Berghoff Dinner will be 3:30 PM on Frdiay. They can then go back to hotel to dress for symphony concert. > BJS made changes on IOG, but did not make changes in attachments. > MWL, please review, update attachments, etc. > Hotel = Hyatt Regency Chicago, 151 E. Wacker Drive, Cicago (according to festival co.) > Festival co is offering B-fast at the Hyatt for around $13. > Dinner / Party is in the Ballroom at the hotel and included in festival co fee. > Parade staging happens between 7AM & 8:30AM on Thanksgiving morning. > Parade staging area between E. Harrison and Balbo, parade route is north on State Street. > Promised Barry revision NLT Tuesday morning, 4/30/02. __X__ MWL __X__ 4/29/02: > BJS completed Revision 1, then faxed to Barry's attention. 4/30/02: > BJS processed Revision 1 original and mailed to Barry's attention. 5/1/02: > BJS called Barry to follow-up. > He thought it as great - the meeting was supposed to be last evening, but was rescheduled until this afternoon. 5/7/02: > BJS called Barry . . . > He will call back after 2PM. Currently in class. 5/8/02: > BJS called Barry at 3:45PM as he did not return my call from yesterday! > BJS LM with Secretary. 5/8/02: > Barry returned call. > Wants to work with us. > Wants us to lower cost $10 - $12 per person. > I explained that we could lower budget on CSO tickets and delete Camera to get to $189 per person. > He is fine with that, will check with other directors and get back to me tomorrow with go ahead. > Wants coaches from NCW. 5/9/02: > BJS LM for Barry to call as he did not. 5/10/02: > Per Barry - Go To Contract at $189 per person. Least expensive CSO Tickets and No CAMERAS. 5/14/02: > BJS completed Revision 2, the Contract Revision based on the $189 rate Barry requested. No Cameras and cheapest CSO seats possible. (MWL, please inform your contact at CSO accordingly). > BJS completed CN and delivered to Barry at PHHS. Also mailed copies of complete packet to Scott and Matt at Lee Davis and Atlee. > Included OK To Pay for Spirit of Chicago deposit. Due back NLT 3PM, Friday, 5/17/02. > K and Deposit, INV #3191 ($19,100) due on 6/4/02. > Also included First Payment INV #3192, $44,168.50 - due on 8/28/02. __X__ MWL __X__ 5/16/02: > Rec'd signed OK To Pay re: Spirit of Chicago Cruise. > MWL will proceed as needed. 5/16/02: > Barry called to complain about due dates, separate bills and director's weekend. > MWL explained multiple contracts, etc. and that BJS will need to call Barry on 5/20. 5/20/02: > BJS spoke with Barry. . . > BJS adjusted per person down to $30/person and $200 to bus. > Will separate into three (3) schools. > PHHS = 94 (80 students + 14 adults) [2 coaches] > AHS = 123 (105 students + 18 adults) [3 coaches] > LDHS = 100 (85 students + 15 adults) [2 coaches] > Barry OK with these numbers and this arrangement. I did not give him any choice, just said that after hearing his concerns from MWL, reviewed the numbers this morning as made the adjustments as best I could. > Barry will check with Parade / Festival Co re: hotel comps for the three directors. Told him I did not expect them to comp me. I would pay for their flight (we may need to go S-west out of Baltimore or Norfolk to save $ and he was fine with that). BJS would also cover meals, rental car, attractions, etc. > 3d/2n will be sufficient. I explained that we may need to do this in August, no real reason to rush into it before the end of this school year. He wants to go on contract time so as not to take away from his family time. > Barry will advise as soon as he gets word from the festival co re: comp or discounted rooms. 5/21/02: > BJS faxed and mailed Invoices to each school's Director, based on the numbers Barry provided . . . > AHS: INV #3191 (Deposit) $4,290.00 due - 6/4/02. > AHS: INV #3192 (First Payment) $18,106.50 due - 8/28/02. > LDHS: INV #3193 (Deposit) $3,400.00 due - 6/4/02. > LDHS: INV #3194 (First Payment) $14,443.00 due - 8/28/02. > PHHS: INV #3195 (Deposit) $3,220.00 due - 6/4/02. > PHHS: INV #3196 (First Payment) $13,966.00 due - 8/28/02. > Also included reminder in each cover note that due date and signed K are due on 6/4/02. 6/5/02: > Lee Davis Treasurer delivered check, $3,400. Deposit INV #3193, PIF. 6/10/02: > Rec'd check #1015 from Atlee, INV #3191 PIF ($4,290.00) 6/14/02: > Rec'd check #2079 from Patrick Henry, $3,370.00. BJS Revised INV #3195 to match payment received. 6/25/02: > BJS sent email to Barry re: sigend K. We still need it in our office, please mail ASAP. 8/5/02: > BJS mailed reminder note a copy of 1st Payment Invoices to all three directors. Also reminded Barry that we still need the signed contract. Payment due 8/28/02. 8/15/02: > BJS sent email to Barry re: Contract and cc'c the other two directors. 8/16/02: > Barry LVM re: Contract - to be faxed either today or Monday. > BJS sent email of thanks! 8/22/02: > Finally received signed Contract, via fax, from Barry. 8/27/02 > Barry called MWL and asked if they could get a list of #'s to call for people whoe were not traveling with the whole group, but just wanted to go to some of the activities, meals etc. > After reviewing IOG, MWL & BJS discovered that the only thing that these people MIGHT be able to do is get single tickets to the CSO. > MWL emailed Barry & Matt stating the above and gave them the PhoneCharge number for individual tickets. 8/27/02: > Rec'd check #1055, $18,106.50 from Atlee HS Band Boosters. INV #3192 - PIF. 8/28/02: > Barry called and wanted to give me bus usage info and final numbers, I explained that we really didn't want them until the were due on September 27, 2002. He understood, but went on to say that PHHS was higher than originally projected (94) now around 106. I said that so long as the entore group was no greater than 350 we were fine for now and final numbers would remain due on 9/27. > His check is to go into the mail today or tomorrow at the latest. > He is meeting with Matt & Scott today for lunch and will mention that we still need the LDHS payment. 8/28/02 > Matt had emailed MWL asking about Ed Debevic's and Berghoff's phone numbers. > MWL called him and explained that in our experience, it had become so confusing to have people call these places on their own--even though I was sure that Matt would tell the parents not to mention the group name, inevitably they always do--b/c then they would get grouped in with the group and then it screws up the original group reservation---blah blah blah. > Matt completely understood our view, but still wanted the numbers--he will only be giving them out on a case by case basis (i.e.--threat of bodily harm by parent!). 8/29/02: > Rec'd check #2102, $13,966.00 from Patrick Henry HS Band Boosters. INV #3196 - PIF. 8/30/02: > LDHS Treasurer called re: payment amount, wanted to adjust based on final figures, I told him final figures were not due until 9/27 and he should not adjust until then. He will pay what he has been invoiced for and may possibly even bring it by . . . 8/30/02: > Rec'd check #3378, $15,000 from Lee Davis HS Band Boosters. BJS Revised INV#3194 in order to reflect actual payment received. 9/27/02: > Rec'd FPGF from Barry for entire group. Participant list to follow from each school NLT Tuesday, October 1, 2002. > GUARANTEED TOTAL PAX = 330 (254 + 76) > BJS updated Bible and IOG accordingly. > MWL, as these numbers are now guaranteed, please proceed as needed. Thanks! ____ MWL ____ 9/27/02: > BJS sent email to all three directors re: Participant Lists due NLT Tuesday, 10/2/02. 10/1/02 > BJS fwded email to MWL from Barry re: vegetarian options for meals. > MWL emailed Barry and directed him to look at his CIA and MWL also listed the options per restaurant. (MWL will email him re: HRC when able). 10/2/02: > Rec'd Participant List in its entirety from all three directors. > Total Pax = 330 (253 + 77) > Breakdown by school is as follows - Atlee HS = 121 (95 + 26) Lee Davis HS = 100 (76 + 24) Patrick Henry HS = 109 (82 + 27) > MWL, as these number are now GUARANTEED, please proceed as needed. > BJS updated Bible and IOG accordingly. __X__ MWL __X__ 10/3/02: > BJS returned Barry's call re: Driver's Rooms. National Coach will take care of it themselves. He will do his best to get us the coach decision by tomorrow afternoon. 10/7/02 > MWL Recv'd email from Matt @ Atlee HS--there was a student left off the list. > Per BJS direction & SOP, MWL emailed back, teling Matt that since this is technically an added student, he would need to complete the PCCF and fax to confirm this students addition to this group. > Side note: CSO tickets are already guaranteed @ 330--this additional ticket will based upon availability. > In email, also reminded him that BJS needed bus decision from them TODAY. 10/7/02: > BJS emailed Barry and cc'd Scott & Matt re: charter break-down. Will become final tomorrow at 12-noon, based on availbility with National Coach. 10/8/02: > Rec'd PCCF from Matt, he now has 122 (96 + 26), this is one additional student, bringing the groups GRAND TOTAL to 331 (254 + 77). > BJS revised IOG & Bible accordingly. > MWL, please proceed with the new numbers as needed. Alert BJS to any problems ASAP. > Also received confirmed coach divisi from Matt: Lee Davis HS Band (100 total pax) = Two (2) 55-passenger coaches (110 seat total capacity) Patrick Henry HS Band (109 total pax) Two (2) 47-passenger coaches and 22 seats on a 47-passenger coach (116 seat total capacity) Atlee HS Band (122 total pax) One (1) 47-passenger coach, One (1) 55-passenger coach and 25 seats on a 47-passenger coach (127 seat capacity). > Total coach usage by entire group = 4-47s and 3-55s (353 total seat capacity). > BJS spoke with Megumi at National and confirmed these changes. No Problem! > BJS prepared Final Invoices accordingly and then mailed. > Atlee, INV #3240, $15,788.00 due on 10/11/02 > Lee Davis, INV #3239, $13,508.00 due on 10/11/02. > Patrick Henry, INV #3238, $17,083.36 due on 10/11/02. __X__ MWL __X__ 10/9/02: > Rec'd VM from Matt re: $10,000 donation from Hanover County Foundation to be applied evenly between the three schools. Check will be sent directly to our office, > BJS sent email to all three Directors informing them of the equal application and the revised amount due for each school. 10/15/02: > Barry called - pissed off about comp division and number of comps - he thought there would be 7 total, four for him, two for Matt and one for Scott. I expalined that it was never seven, just six - and I divided them equally between the schools - two each. > BJS finally gave in and sent barry revised invoice based on a total of 4 freebees for his entire family. He actually had the nerve to call Scott and ask for one comp back from him! Scott said no way! > BJS faxed and mailed REVISED Inv #3238, $16,705.36 - due 10/11/02. > BJS also faxed copy of Contract to Angela Melton at Hanover Foundation along with Final Invoice copies in order to get the $10,000 for transportation. 10/18/02: > Rec'd check #1058716, $10,174.67 from LDHS re; INV #3239. Balance Due on this INV = $3,333.33 which is to be paid by the Hanover Foundation. 10/22/02: > Rec'd check #1111, $12,454.66 from AHS re: INV #3240. Balance Due on this INV = $3,333.34 which is to be paid by the Hanover Foundation. 10/22/02: > Rec'd check #2135, $13,372.03 from PHHS re: INV #3238. Balance Due on this INV = $3,333.33 which is to be paid by the Hanover Foundation. 10/23/02: > DSC rec'd email from LDHS Booster Parent wanting to switch from 2-55s to 3-47s. > BJS called Megumi and made switch. > Total count with National = 8 coaches, 7-47s and 1-55. > BJS called DSC with Balance due for LDHS. $3,870.00. > BJS prepared INV #3269 for this amount, then faxed and mailed to Scott's attention at LDHS. 10/25/02: > Matt called re: where will coaches meet and drop off? 10/25/02: > BJS LVM for Matt to call so we can discuss. 10/31/02: > Rec'd check #392195, $10,000.00 from Hanover Foundation. BSJ applied equally to all three schools. > AHS & PHHS are PAID IN FULL. > LDHS has an outstanding balance of $3,870.00 (INV #3269). > BJS prepared and faxed Statement to Scott's attention. 11/01/02: > Per Matt, three coaches to PH at 6;00PM, then two to Atlee at 6:30, and the shared one and PHHS's other two will all come to AHS as soon as able, prior to departing for Chicago. > They will probably go in reverse order for drop offs. The shared bus will come to Atlee first, and then go to PHHS on Saturday night. 11/5/02: > Rec'd check #1572, LDHS - INV #3269 - PIF. > Account is PAID IN FULL. 11/11/02: > Rec'd PCCF from LDHS, they now have 99 Total Pax (74 + 25). They had 100 (76 + 24). > REVISED GROUP TOTALS = 330 (252 + 78) > BJS revised IOG and Bible accordingly. > MWL, please proceed as needed and advise BJS as to any applicable refunds. Thanks! __X__ MWL __X__ 11/11/02 > The only thing that cannot be refunded is the cost of a CSO ticket @ $28. 11/15/02: > DSC delivered FI Packets to all three schools, including Refund Check, #6336, to LDHS $104.30 for cancelled participant. 12/4/02: > BJS LM with student for Barry to call. Need to discuss Ed Debevic's & National Coach letter / refund.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

$5 Meal Credit
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	Breakfast from your choice of eateries en route, via a $5 Meal Credit.
Item Notes ( Print Note )

Navy Pier
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 )

Ed Debevic's
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)

Chicago Trolley Step-On Guides
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)

Spirit of 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)

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)

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)

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)

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)