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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Thu Sep 16, 2004
Trip Name
Client	Back to Client \|\| E-Mail
Sales Rep	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 )	8/12/03 > DSC met with client - wants to go to Nashville during the ACDA convention > wants sdtudents to attend some of the sessions and Wendy will let us know which ones when she gets the schedule for ACDA so we can work them into the IOG > get bus quotes - Eddie's and 1 other quote > All inclusive budget - $500 > wants to leave on the 25th in time to get to Nashville for lunch and check in the hotel > wants to leave on the 28th after the last activity and get back to Va. Beach whenever on the 29th > would like to stay at the Opryland hotel - told her with the convention in town - good luck as well as the expense > would like a hotel with an indoor pool - free activity for the kids! > would like to attend something at the Grand Ole Opry if possible - at least tour it > Tour of the city > IMAX Theatre > wants a clinic at Belmont College with Dean Entsminger (sp.?) Wendy talked with him at All State Chorus and he told her he would be happy to do a clinic for her group! DSC explained to Wendy she was sure hemeant it at the time, but with the convention going on, chances are he will not have the time but DSC told her we would try. In the event he is not available, the cklinician would mtor than likely be Dr. Kimmel. > would like clinic to be for 2 hours for her Chmber Singers and Concert Choir. 1 clinic for both groups > NOTE: WENDY DOES NOT WANT TO BE ON THE SAME FLOOR WITH HER STUDENTS!!!!!!!!!!!!! "That is why I take parents to chaperone!" __X__BJS__X__ 10/7/04: > BJS completed IOG, made attachments, requested hotel contract (to be sent to MPB's attention) and sent CQRs to Newton & Eddies. > BJS emailed IOG and rates to DSC so she can get to Wendy for her in-put ASAP. 10/13/03: > Per DSC conv with Client, BJS made changes to IOG and attachments as requested. > HMS, please review and update / make reservations, etc. as needed so official PTP can be completed for Client on 10/15/03 if at all possible. Client is probably ready for a Contract at that point. Thanks! __X__ HMS __X__ 10/20/03: > BJS completed PTP and faxed to Client as well as DSC. > MPB, please process per SOP and mail this afternoon regular first class mail. No need for 2-day service since a copy has already been faxed. Thanks! > DSC to follow-up mid-week. __X__ MPB __X__ 10/22/03: > Per DSC conv with Client, she is ready for Contract. > HMS / MPB, as this is going to Contract, please review and confirm all as needed. Contract in mail NLT 10/29/03. Thanks! __X__ HMS __X__ __X__ MPB __X__ 10/23/03: > BJS completed and processed Contract Notebook including Deposit INV #3617, $5,700.00 due with K on 11/25/03. Also included First Payment INV #3618, $14,449.00 due - also due with K on 11/25/03 as this is a February trip. > DSC delivered to Client in VA Beach this afternoon. 11/18/03: > Rec'd signed K from Wendy, with attorney's markings. 11/24/03: > BJS reviewed attorney's marks, initialed and returned to Wendy via fax. Also signed and mailed hard copy. 12/8/03: > Rec'd check #37984, $5,700.00 - Deposit INV #3617 - PIF. > First Payment INV #3618, $14,449.00 is also due, but we did not receive this amount. > HMS & MPB, as this client is now Under Contract and Deposit ($5,700.00) has been received, please proceed as needed. Make certain that between the two of you not to spend more than their deposit since that is all the funds we have from them in house at this point. Thanks! __X__ HMS __X__ __X__ MPB __X__ 1/9/03: > Rec'd FPGF, RL and HIF via fax. > Total Pax = 65 (58 + 7) > Rms / Pax 13Q / 52 02 T / 06 03 D / 06 01 S / 01 TOTALS = 19 ROOMS and 65 PAX (58 + 7) > MPB & HMS, as these number are now GIARANTEED, please proceed as needed. Thanks! __X__ MPB __X__ __X__ HMS __X__ 1/14/04: > Rec'd PCCF via fax. > REVISED TOTAL PAX = 64 (57 + 7) > REVISED Rms / Pax 12Q / 48 03 T / 09 03 D / 06 01 S / 01 TOTALS = 19 ROOMS and 64 PAX (57 + 7) > MPB & HMS, as these guaranteed number are now REVISED, please proceed as needed. Thanks! > BJS updated IOG and Bible accordingly. __X__ MPB __X__ __X__ HMS __X__ 1/19/04: > BJS faxed & mailed Final INV #3750, $9,488.25 due: 01/09/04 as well as STATEMENT showing total due on account as $23,937.25. 1/21/04: > Rec'd check #38213, $14,449.00, INV #3618 - PIF. 1/27/04: > Rec'd Check #38224, $9,488.25, INV #3750 - PIF. > ACCOUNT IS PIF. 2/13/04: > Hollie, Wendy van Gent called and wants to know if they can shirt their Jillian's Dinner reservation from 5PM to 6PM and their Rainforest reservation from 5:30 to 6PM. I told her all we could do was call and ask . . . > Let me know what you find out and I will have DSC get her the answers. Thanks! __X__ HMS __X__ 2/23/04: > BJS completed FI and DSC delivered to Client. > BJS included updated Fis for bus drivers since some things have changed slightly since I faxed it to the charter co early this AM. > BJS sent INV #3790 (Gypsy ticket surcharge) $448.00 with DSC - due: 03/23/04. > As FI is complete, please confirmn and fax to all involved as you deem necessary. Thanks! __X__ MPB __X__ __X__ HMS __X__ 3/16/04: > Rec'd check #38516, $448.00 - INV #3790 - PIF. > ACCOUNT IS PIF.
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 )

$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	Lunch from your choice of eateries at the ???, via a $5 Meal Credit.
Item Notes ( Print Note )

Guesthouse International Inn & 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)

Jillian's Video Caf�
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)

Boiler Room Theatre
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)

Choir Clinic - Deen Entsminger
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)

Country Music Hall of Fame & Museum
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)

Studio B Tour
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)

Rainforest Caf�
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)

Opry Mills
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)

Grand Ole Opry Tours
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)

Grand Ole Opry
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
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	10/7/03 > BJS called and spoke with Kim Marlin in Group Sales. 871-7698 > Looking for 25 DDs. > She has availability and they have a 2 nighter package which includes B-fast. > Rate = $116.76 Quad. per person includes 2 nights & breakfast each morning. > Kimberly will fax info and rate sheet. > They also sell the Radisson across the street as an over-flow property and that rate is significantly less. It too incudes b-fast at hotel. 10/7/03: > Rec'd Package info from Kimberly. > The Radisson seems to be the route to go for our student groups as it is nearly $50 less per night. > Package includes 2 nights at the Radisson Hotel at Opryland Breakfast Buffet daily at Rachel's or the Cascades Ticket for a ride on the Delta River Flatboat inside the Opryland Hotel Free Admission to the Grand Ole Opry Museum VIP Coupon Book with over $250 of discounts Round-trip luggage handling All taxes and gratuities > RATES ARE PER PERSON FOR THE PACKAGE, INCLUSIVE & BASED ON OCCUPANCY TYPE > Single = $189.88 > Double = $115.16 > Triple = $94.29 > Quad = $83.62. > BJS entered the Single Rate in System for Room Rate and left Tax blank as it is included. When figuring trip quote, BJS will need to refer back to the various occupancy rates. 10/7/03: > BJS called Kim to check avail at Radisson - she has 25 DDs and will forward contract to Martha's attention. > Property has both interior and exterior corridors. Per Kim, she can assure "interior corridors only" for our student groups! 10/16/03 >Kim out of office until Friday. Spoke with Connie. She is sure the contract was prepared yesterday, but didn't see it in the mail stack. She will check on contract and call back this afternoon. >1:45 pm Connie will fax contract this afternoon and mail original to us. 1/19/04 >Rec'd revised room list from Cox (1 student deleted). Room count remains same. 1/21/04 >Left VMM for Tina requesting final invoice (due 1/26). OK to pay per BJS My calcs: (rates incl tax) Q 52 @ 83.62 = 4,348.24 T 6 @ 94.29 = 565.74 D 6 @115.61 = 693.66 S 1@189.88 = 189.88 Total = 5,797.52 Deposit -250.00 Deposit -250.00 Balance 5,297.52 1/23/04 >Received final invoice from Tina. Figures match. OK to pay per BJS 1/27/04 >Tina has overbooked hotel for our dates. Wants to put our group in the Guest House Inn across the street. Incl a cont breakfast if we want it, has interior corridors, indoor pool. She assures me the hotel is same quality as the Radisson. They will still do the same package incl breakfast buffet, rates stay the same, Tina will meet our group at the Guest House. She will need to know what time our group plans to arrive. Tina will e-mail link to Guest House Inn so we can look at their brochure. >Left VMM for Tina -- make sure that our breakfast will be at Rachel's as in our contract, not at the Radisson. 1/28/04 >Rec'd e-mail from Tina, new hotel looks OK per BJS. MPB left VMM for Tina: can we upgrade to a suite? 2/2/04 >MPB spoke with Tina. She will try to upgrade, but since they are heavily booked, she doesn't think it will be possible. Make deposit check payable to Radisson Hotel/Opryland. 2/19/04 >Left VMM for Tina. How will they handle breakfast @ Rachels? Coupons?` Also, group arrival time is 4 p.m. 2/26, breakfast time is 8 a.m. 4/27 & 7 a..m. 4/28. > Tina will meet the group and she'll greet them & give them coupons.,etc. She would like for the group to call her when they are approx 15 min away if possible so she will be there when they arrive. 2/25/04 MPB called Tina to make sure everything is in order for group arrival. Faxed copy of itinerary and the hotel info sheet to her.

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	Lunch at the Rainforest Cafe is served family style to include Big Islander Caesar Salad, Rascal Sliders, Pepperoni Flatbread with marinara sauce and mozzarella cheese, Chicken Tenders served with mac and cheese, and Safari French Fries. Included is unlimited soft drinks, iced tea, or coffee with chocolate chip cookies for dessert. Unlimited soft drinks, iced tea or coffee.
Item Notes ( Print Note )	10/16/03 >HMS spole with T. Clark and we are on the books, but he is faxing over new menus, which I will update >HMS updated system with new menus >Called T. Clark back, book the Family Style with T-Shirts. >Will need to know T-Shirt sized at least one week prior to visit. 10/22/03 >HMS called to check on contract, should be sending it out this week 11/11/03 >HMS left message for Mindi - concerning contract. 11/13/03 >HMS signed and faxed contract 2/2/04 >hms FAXED t-Shirt form to Wendy 2/4/04 >HMS received email on counts. Faxed it over to T. Clark 2/16/04 >HMS left message for Minday on time change to 6:00PM. Also checked that she received fax on t-shirts since T Clark is no longer there. 2/17/04 >HMS received message from Minda - Time change is fine. Made change in system to 6:00PM 2/24/04 >HMS left message with Mindy to confirm. Sent fax with update # on contract and AOP

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 )	10/16/03 >HMS called for Peggy, not workind today. I will call on Friday 10/17/03 >>HMS spoke with Peggy and the Ryman tour is $181.34 per bus Made res. For 2 guides for 2 buses on 2/28/04 10/20/03: > BJS figured rate based on $180 + $30 gartuity = $210 per coach x 2 coaches = $420 by DOF (65) = $6.47pp. 10/21/03 >HMS called and spoke with stpehanie�peggy was not in. I think Stephenie will be a better contact. She will try to get contract out today 10/30/03 >HMS called Stehpanie then Faith (Supervisor) and she will fax contract over... Faith: 615-889-1000 (ext. 16139) >HMS received a fax (confirmation) 1/21/04 >HMS paid over the phone $380 on AMEX 1/30/04 >HMS received payment confirmation. MUST HAVE LETTER TO GET TICKETS 2/23/04 >HMS confirmed with Peggy time and meeting place. They will meet at the Magnolia Lobby at the Grand Old Opry Hotel

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 )	10/16/03 >HMS called Ruth and she must have a 20% deposit to hold ticket. The 6:30 show is almost sold out and it is at the Ryman Theater, not the Grand Old Opry. Price is 31.05 Holding pattern until contract. More tickets ava. For 9:30show. 12/8/03 >HMS ordered tickets - grouped in 2 large grouops. Ryman Theater. Total $2266.62 Deposit pd $453.33 (AMEX) Conf. Number: M1X533309 Will mail out confirmation ASAP. Tickets will be sent the week of Feb. 9, 2004. 12/15/03 >HMS received contract and noted payments 1/21/04 >HMS requested check for balance 1/23/04 >HMS called anc changed #'s to 64. Paid with AMEX 1440.72. They will not know until the week of for show inclusion 1/30/04 >HMS received payment confirmation 2/17/04 >HMS called to see about tickets. They were mailed on 2/10/04. They will not reprint the tickets call on Weds and let them know if they have arrived. >Tickets were in todays mail. Count 64 REMEMBER, this particular show is at the Ryman Auditorium, not the new Grand Old Opry Theatre at Opryland.