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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Mon Sep 08, 2003
Trip Name
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 )	7/19/02 > Recv'd application via regular mail today. 8/6/02 > Per BJS direction, MWL called (@ home) to discuss additional attractions & meals with Toni. > Not home--MWL LVM. > Toni called me back: Radio City Music Hall Lincoln Center (rehearsal--observe ?) Shopping Time--few hours at one time (maybe an afternoon) HRC O'Casey's Empire State Building Rosen's Deli Carnegie Hall Seaport Liberty > Will need to eat dinner upon arrival on Thursday. > Would like to be back by midnight Saturday night. > MWL will be discussing with BJS and we will go from there---need to touch base with Toni next week upon BJS's return. 8/7/02 > MWL emailed the following questions: 1) What time will you be able to leave the school on Thursday, April 3? 2) Please confirm--you want to be back at school by midnight Saturday night, correct? 3) What is your budget per person? > Waiting for answers and will proceed from there. 8/12/02 > MWL LVM for Toni re: the above questions and also asked about Transportation--basically, is she doing it or us? > Waiting for answer. > Toni called back this afternoon. > She can leave about 7am on Thursday, 4/3; she would like to be back NLT 12 midnight, 4/5, but could be a bit flexible if necessary; budget = $350 before transportation; she will be handling transportation. 8/14/02: > Norfolk to NYC = 365 miles and 7 hrs non-stop. > BJS created drafty IOG and included as much as able based on time frame. > BJS wrote rates on IOG and MWL will call and discuss what we have done thus far. > $138pp additional to be added to the Package I Rates. > HMS, please create CFS. > MWL, please call Toni this afternoon to go over draft IOG and rates. Thanks! __X__ HMS __X__ __X__ MWL __X__ 8/14/02 > MWL LM with a very efficient young lady (probably daughter) and asked for a CB as soon as she got a chance. 8/15/02 > MWL called this morning to follow-up. LVM for Toni @ home. > Toni called back--reallylike everything except for the Met museum--wants something more performance oriented. > MWL suggested a possible performance opp @ St. John the Divine. She liked that idea and wants us to look into it. > MWL spoke with Toni--loved it! :) < Toni would like a tentative idea of what the trip "looks like" and the price on something tangible (email or fax) as she is putting together letter for parents and wants as much info as possible. > Also, she asked about how this would all be confirmed--MWL gave her general idea of how it would go (K for Pkg 1 first, then would proceed with making additional arrangements and then she would sign for those on addendum). She understands and is fine with that. > MWL spoke with BJS--MWL will mail copy of SAMPLE IOG to Toni and she can have it that way. > MWL actually called Toni to see if she wanted it mailed to home or school--she actually wants it faxed (she will be at the school next week). > No problem--MWL to put together fax and send over this afternoon/tomorrow morning and then it will be done. > MWL faxed IOG and cover note with $144 price. All is done for now--wait to hear from her. 9/6/02 > Toni called and spoke with MWL--she had a couple of questions about her contract, etc. > Per BJS, K will go out mid-week next week (the adjudication forms are being re-done). > She is fine with that, but as she has a parent mtg on Monday, she wanted to get a ballpark of when the deposit and/or First Payment might be due. > MWL will check with BJS and get back to her today. > Per MWL conversation with BJS--$25pp will be due with K on October 4; another $25 pp (addendum inclusions) will be due November 1. > MWL LM for Toni (re: the above) in the Lower School office as she does not have a direct extension. 9/20/02: > BJS was about to prepare K when he and MWL spoke and decided to go ahead and make the reservations for their add'l incousions so they can be a part of the original K. > BJS made non FOE attachments in system. > MWL, with this in mind, please review all inclusions and confirm, etc. as needed. Thanks! > CN to mail NLT 9/25/02. __X__ MWL __X__ 9/24/02 > Toni called, concerned that she hadn't recv'd her K. > MWL explained what we had done in deciding to combine the basic pkg with the additional inclusions and send it all together. > This concerned her as she was ready for it to be the other way. > MWL told her that all would be fine and it would be on its way soon... > Toni also asked about a tour of St. John's and its possible additional cost. (MWL LVM for St. J's with this question and will call Toni when answered.) > As we were getting off the phone, she also mentioned her concern of signing the K if she wanted a change--MWL told her that she could call BEFORE signing it if she had any questions about anything, however, we had pursued the trip as she had requested, the only difference was that it was together (Basic pkg + addt'l inclusions) instead of separate. > She seemed to understand and is fine. 9/27/02: > BJS completed Contract Packet, including Deposit INV #3209, $625.00 due with K on 10/11/02. Also included INV #3210, $625 due as deposit on additional inclusions 11/1/02, and INV #3211, $3,787.50 due 1/3/03. > HMS, please process per SOP, including Charter Company Information Form (since they are doing their own transportation) and Broadway Show Selection information from Marcey, then mail USPS 2-day. Remember to check zone chart in order to determine exact postage. Thanks! __X__ HMS __X__ 10/9/02 > Toni called and had some ?'s about the CCIF. > MWL explained that the form is basically to let us know whether or not to make a reservation for their driver--we will make it for him, but only if it is at the group's hotel. > Toni understood--she will be filling it out for us to make reservation, but she may change her mind--she just wants to get it all back to us. 10/11/02: > Rec'd signed Contract and Deposit Check #7427, $775.00. BJS revised INV # 3209 & 3210 to match her new, higher numbers - 31 total pax. > Revised Total Pax = 31 (18 + 13) > BJS revised IOG and Bible accordingly > Also Rec'd GIF, CCIF and Show Selection Sheets. > MWL, please adjust accordingly. > As this is now UNDER CONTRACT, please review and confirm, etc as needed. Thanks! 10/28 MWL 10/29 10/30/02: > Rec'd check #7636, $775.00 for Adiitional Inclusions Deposit, INV #3210 - PIF. 1/8/03: > Toni called to remind us that First Payment would not be sent until the end of next week. > Also asked about show choice. > BJS said he would check on it and get back to her. > BJS sent email - Into The Woods - Closed, Lion King - Sold Out, Order placed for Phantom - Invoice in house, so these are good. 1/16/03: > Rec'd check #8320, $6,055.00. > Note on accompanying invoice show 39 total participants. At this point, to the best of my reccolection, this is the first we have ever heard about 39 pax. The old number was 31! > Also made mention of the fact that she deleted $20 worth of meal credits on her Contract Inclusion Attachment. Not a problem, but BJS never realized she was doing this! > BJS deleted the mael credit attachments. Per Person Package Rates will all be adhjusted down by $20. BJS updated IOG and Rates on TPMS screen accordingly. > MWL, I guess at this point, our new number to work with is 39. Please proceed accordingly; however, it would have been nice to know this was happening. Can�t complain - increased numbers are alsways good, especially since we have had some cancellations. Remind me - next year, we need to seriously consider a late-add fee - jus like the penalty for deleting someone after FPGF is due, we should charge a fee for the additions. In this case, the FPGF is not yet due, so it wouldn;t have applied; however, in an instance like Cox Choir or Kempsville Choir, we should have charged for the extra service. > BJS updated Invoices in order to match funds received. > BJS updated Bible count as well as count on IOG. __X__ MWL __X__ 1/30/03 > Recv'd FPGF, RL, HIF via fax. > Need to clarify a couple of things re: the roll-away situation before passing along to BJS. > MWL LVM for Toni and waiting for a CB. > TOTAL PAX = 39 (21 + 18) > Rms/ Pax 3 Q / 12 5 T / 15 6 D / 12 0 S / 00 TOTALS = 14 ROOMS and 39 Pax (21 + 18) > MWL, as these numbers are now GUARANTEED< please proceed as needed. > BJS will fax Final Invoice once we have her decision on Roll-Aways. > BJS updated IOG and Bible. ____ MWL ____ 1/30/03: > rec'd another HIF, this one showing Revised and asking for 2 roll aways in each male room! Not quite sure what this is or if she has heard from MWL . . . MWL, please follow-up and advise - Thanks! BJS has not spoken with her about the roll aways or any fees - she naver called and spoke to me - maybe she left you a message . . . __X__ MWL __X__ 1/31/03: > Tony called and spoke with BJS. > The roll away is for the ONE all Male Room. Would actually Like TWO roll aways in that room as the boys do not want to sleep together. I explained that 2 may not even fit, but MWL would check and advise BJS accordingly. She understands that there is a $15 charge / night / roll away. If she sees a charge for 2 roll aways per night on her Final Invoice - she will know that we were able to put two I nthe room; otherwise, she is fine with one. > Wanted to know if her show selection had been confirmed. I saw in attachment that Phantom order has been placed and confirmed. She wanted tot know if she could consider a change and I said no! > Also told her MWL would fax St. John Choir Sing Repertoire info on Monday, 2/3/03. > MWL, please proceed and advise BJS as needed. Thanks! __X__ MWL __X__ONLY ONE ROLL-AWAY PER ROOM ALLOWED--FIRE CODE 2/12/03: > Toni called re Final Inv.- spoke with MWL - told her not to worry - she couldn't pay it if she didn't yet have it. 2/21/03 > Set-up and T-shirt forms are due. AMH called and left a message on her voice mail. 2/24/03 > MWL LVM for Toni re: her Choir Sing St. John repertoire list. (MWL had emailed 2/13 & 2/20 re: more details--also LVM 2/21). > Waiting for a CB. 2/24/03 - AMH called re: set-up and t-shirt forms. Lvm 2/26/03 > JP called Toni-- Left message saying we needed the setup and t-Shirt form. 2/26/03: > BJS faxed and mailed Final INV #3470, $6,555.00 - due: 2/17/03. 2/27/03 > Received T-Shirt and Setup Form. JBP 3/4/03: > Rec'd check #8828, $6,555.00 > ACCOUNT IS PIF. 3/26/03: > BJS faxed FI to Client. > Complete packet to arrive NLT 3:30 PM Tuesday, 4/1/03. > Toni called after she received her FI--can she just go to breakfast when she wants to? > MWL called back and LM for Toni in the main office to call and also LVM for her with answer of "NO", she needs to go to breakfast when she is scheduled to go as listed in her itinerary. > Asked for a CB to confirm her receipt fo the message.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Crowne Plaza-Meadowlands
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 )

O'Casey's Restaurant
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	Dinner at O'Casey's Restaurant featuring Soup of the Day or Mixed Green Salad, Your Choice of Entr�e to include Broiled Filet of Salmon, Grilled Sirloin Steak, or Sauteed Chicken Breast, all served with Vegetable and Potato, accompanied by Dessert and Coffee, Tea or Soda.
Item Notes ( Print Note )	9/20/02 > MWL called and spoke to Rita and she has availability. > Made reservation with Rita as follows: 25 people 4/3/03 @ 5:30pm > Rita will be faxing K soon. > Recv'd K via fax. > All set for now. 3/7/03 > MWL faxed Menu Count form to Toni's attention this afternoon. > Due back to the office NLT 3/20/03. 3/20/03 > Recv'd Meal Counts from Toni this afternoon. > All set for now--will send with PIF for this group. 4/1/03 > MWL faxed meal counts to Hugh's attention. > All set --will PIF tomorrow. 4/3/03 > MWL faxed CCA for PIF to Hugh this afternoon. > All set and GTG.

Phantom of the Opera
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)

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)

St. John The Divine - Choir Sing
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)

Hard Rock Caf�/N.Y.
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)

Radio City Music Hall
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Seaport Liberty Cruise
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
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	Under Contract Active (uncheck to make inactive)

Suzie's Restaurant
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)

Empire State Building Observatory
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)

Shopping Time
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)