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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Sep 15, 2004
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 )	9/11/03 > DSC spoke with client 9/9/03 > Destination - New Orleans > Clinics for 4groups 2 Jazz bands and 2 Concert Bands. Told Jeff quite often the clinicians will be most happy to do one clinic for the 2 groups thereby making it a sort of Master Class. If that is the case with cthe clinicians, he is ok but still wants at least two separate clinics - one for jazz and one for concert! > Jeff is doing his own buses.YEA!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!1 > budget $600 - this includes the bus so CCIS $'s is $450 to $475 > Her we go - Jeff want to leave Sunday 4/4/04 and go to Knoxville nad spend the night > Leave MONDAY 4/5/0/4 AND GO ON TH New Orleans > check in hotel - Stay at hotel that evening - > Dinner at the hotel with a $10 meal credit - the parents will order pizza! > If hotel could have a pool it would be great! Thast will hel[p with Monday evening activity > *Jeff would like everyone to be able to eat together so he would like us to cjeck and see if there is a room at the hotel where they could have the pizza party! (He didn't say this, but if he doesn't have eto pay for it that would be great! > b'fast at hotel every am > Tuesday and Wednesday - set up clinics; Aquarium: City Tour; Natchez Steamboat Cruise - (would like this to be a dinner cruise, but just as happy if it's just a crusie because of cost!) > Lunch at HRC in the Quarter w/ time to explore the Quarter before all the boozers show up! > Night time activities - Symphony, musical, whatever we can come up with! > Leave 4/8/04 - go to Chattanooga, Tenn, spend the night; leave 4/9/04 to be home by 6pm > Size of groups - Jazz 1 - 20; Jazz 2 - 14; Concert 1 - 41; Concert 2 - 40 ( There is overlap in the concert bands!) > Needs PTP NLT 10/6/03 __X__BJS__X__ 10/13/03: > Per DSC conv with Client, after reviewing sample IOG, Jeff has decided not to make hotel stops en route. > BJS and DSC revised IOG accordingly. > MPB, please check into hotels which BJS has highlighted, keeping in mind, we need ALL Double Doubles (even if they are suite porperties) & Interior Corridors. Also check on Breakfast arrangements and swimming pools (in-door or outdoor and operating schedule - if outdoor will they be open the first week of April). 36 Double Doubles are projected. Thanks! > While you are checking, we need to make another group reservation for the Cox HS Band, will check-in on April 29 and check-out May 1. Need 25 Double Doubles. Their trip is also in the system. Thanks! __X__ MPB __X__ 10/13/03: > BJS and DSC made atachments, as able in the system, also printed some materials from internet. > HMS, please see IOG, add, review, update and make reservations as you are updating. Thanks - Jeff Rutherford has already seen one IOG, made some revisions, and seems quite likely to request contract based on this revised IOG. > HMS, a number of the attractions are a part of the SteamBoat Natchez Passport Packages, allowing admission to a multiple activities. Please call them and get the scoop on this, we are thinking of Package 4, and adding a 3-hr step-on guided city tour. Maybe they can add this to the Passport as well, obviously for an additional fee. Group will have two coaches. Thanks! __X__ HMS __X__ 10/14/03: > DSC rec'd word from Director that he really likes the Revised IOG (from 101/13/03 - without the hotel overnights en route). The only change is that he wants to spend Wednesday night in New Orleans, depart for home Thursday morning, arriving back in Winchester early Friday AM. > BJS revised IOG accordingly and emailed to DSC. > BJS updated attachments as well. > BJSalerted Martha to this change so she could pursue hotel accommodations in New Orleans accordingly. > Client needs to see official PTP (Pre-Trip Planning Proposal) NLT Friday, 10/15/03. __X__ MPB __X__ 10/15/03: > BJS updated Bible due to Jeff's desire to leave New Orleans a little later on Thursday AM. > BJS updated BIBLE and IOG accordingly, as well as meal times en route on the way home. MPB & HMS not affected by changes. 10/21/03: > BJS completed PTP and emailed to Client and DSC. > MPB, please mail original to Client's attention this afternoon. No need for a presentation folio since he has already received a copy via email. Make copy for file and DSC. Thanks! __X__ MPB __X__ 10/220/03: > Per DSC conv with Client - ready for Contract. > HMS & MPB, as this is going to Contract, please review an confirm all as needed. Contract to mail NLT 10/29/03. __X__ HMS __X__ __X__ MPB __X__ 10/28/03: > BJS completed Contract Packet, including Deposit INV #3655, $7,500.00 due with K on 11/19/03. Also included First Payment INV #3656, $15,275.00 due 1/5/04. > MPB, please process per CCIS SOP and mail this afternoon via USPS 2-day mail. They are doing their own Transportation, so they will need a Charter Co. Info Form. This is a Debbie Client, so she will need a complete set. Thanks! __X__ MPB __X__ 11/4/03: > Per DSC conv with Client, they have now decided to spend Thursday night en route (in Chattanooga, TN.). This change has been approved by his Board as well as administration. > MPB, please find suite type hotel in the Chattanooga area (preferably a SpringHill or Homewood type of property in keeping with the same idea that they are in in New Orleans. > Also, his boosters are arranging some type of picnic lunch in the Great Smokies on their way home Friday. They are making all arrangemnts; however, we are to include a $5 Meal Credit. > BJS updated IOG and attachments, with the exception of the hotel and its corresponding breakfast Friday morning. __X__ MPB __X__ 11/21/03: > Rec'd signed K and deposit check #1887, $7,500.00, INV #3655 - PIF. 11/24/03: > BJS mailed signed copy of Contract. 12/29/03: > Rec'd check #1912, $15,275.00 - INV #3656 - PIF. 2/18/04: > Rec'd FPGF, RL, HIF & CCIS via fax. He does need one (1) drivers room per night. > Total Pax = 80 (62 + 18) > Rms / Pax 9 Qt/ 45 4 Q / 16 3 T / 09 4 D / 08 2 S / 02 TOTALS = 22 ROOMS and 80 PAX (62 + 18) > AS these numbers are now GUARANTEED, please proceed as needed. Thanks! > MPB, see note on RL re: early arrival for one of the administrators - check with DSC to see what he means by this . . . Thanks! > BJS updated Bible and IOG accordingly. __X__ MPB __X__ __X__ HMS __X__ 3/8/04: > BJS faxed Revised IOG, Add-On Rates and Quad Room List Form to Jeff's attention. Final Invoice will be generated upon receipt of the Quad Room List for the Hampton Inn Downtown - Chattanooga. Also faxed to DSC. 3/9/04: > Rec'd Room List for Hampton Inn Chattanooga. > Total PAX = 79 (One administrator will not be with group by the time they arrive in Chattanooga). > Chattanooga Rms / Pax 16 Q / 64 02 T / 06 04 D / 08 01 S / 01 TOTALS = 23 ROOMS and 79 PAX (62 + 17) > MPB, please proceed as needed with this Room List for the Hampton Inn Chattanooga. Thanks! __X__ MPB __X__ 3/9/04: > BJS faxed and mailed Final INV #3829, $10,340.00 due: 2/19/04. > BJS spoke with DSC, as numbers are 20 lower than projected, we will deduct cameras. She will inform Jeff. 3/17/04: > Rerc'd check #1943, $10,340.00 - INV #3829 - PIF. > ACCOUNT IS PIF.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

North American Music Festivals
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)

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 Registration Fee Quantity
Festival Application	To Client From Client To Festival From Festival
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	Dinner 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)

Jimmy Buffett'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)

Aquarium of the Americas
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)

Springhill Suites New Orleans Convention 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)

Band Clinic - James Wood HS Band
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)

Ralph & Kacoo'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)

New Orleans Ghost 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)

Hard Rock Caf�/New Orleans
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)

Natchez Steamboat Passport #7
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)

New Orleans Super City 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)

Mardi Gras World
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
Menu	Type Cost Per Person
Menu PTP	Lunch at Jimmey Buffet's featuring your choice of entr�e to include: Cheeseburger In Paradise, Fried Catfish Po-Boy, Calypso Chicken B.L.T., Chicken Quesadilla or Blackened Chili Dog Platter, all served with appropriate sides and soft drinks.
Item Notes ( Print Note )	10/17/03 >HMS spoke with Tyra and she reserved the date.. She faxed over menus, but they were only groups up to 60. I called her cell (504-756-1333) and left her a message. Tyra called and just need a pre-select from students on the dinner menu. Call her back with menu selections 10/20/03 >HMS entered menu but not sales tax and grad. Left a message for Tyra to call me back. 10/20/03 >HMS spoke with Tyra and inclusive meal is $15.57 pp. 2 weeks notice on meal count for package A. Will send out contract soon! 10/22/03 >HMS spoke with Trya concerning the mim or 100. She will send out a new contract with drop to 70. Two weeks out she willl need final count 10/27/03 >HMS signed contract and noted that deposit will be sent 30 days out and to call if that is not OK. >Made change in pricing: added a 2% service charge 3/3/04 >HMS faxed LOA for deposit and count change to 80 and time change to 12:00PM start time. 3/23/04 >HMS sent LOA and meal selections 3/31/04 >HMS confirmed time and payment with Tyra

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 )	10/15/03 >Count: students 75/5= 15 adults 25/2=12.5 13 extras 3 Total 31 >Spoke with Stefan. Has room availability & will e-mail contract tomorrow. Hotel policy does not allow clients to "order in". They will order for us and he will waive the $300 fee for the meeting room. Will quote a price for the pizza party. (We have a $10 meal credit for the pizza to use for this). Confirm pizza party when we send the rooming list. 11/04/03 >per DSC they want to stay in Chattanooga 1 night 4/8. Need to find similar suite property . 1/5/04 >per DSC, the principal (William Daniel) will be flying in a day early and will need a room. He will pay for this one night separately. He is on the room block, but this night is separate and will have to go on his expense account. Called Stefan, but he is out until 1/7. 1/6/04 >Spoke with Kari. She reserved extra night's room for William Daniel and he can be charged separately for that one night so it can go on his expense account. BE SURE TO MAKE A NOTATION ON THE ROOM LIST. 3/5/04 >final guarantee per BJS 22 rooms 80 pax (62+18) plus 1 driver = 23 rooms 3/8/04 Sales Coordinator: Kari 504-522-3100, fax 504-522-3101 MPB called to arrange pizza party. Kari will call back 3/9/04 with per person price. 3/9/04 >per Kari, hotel can do pizza for $7.50 per person (incl. 3 pieces and canned soft drink) 3/10/04 >Kari will fax BEO for pizza party today. 3/12/04 >MPB called Kari, requested invoice for balance and pizza party. 3/12/047 >Rec'd invoice from Kari, shows 22 rooms (did not incl bus driver). MPB adjusted invoice, notified Kari of error, requested check. 3/31/04 >Called Kari Brummett for details for pizza party. Set up in breakfast area. 4/2/04 >faxed itinerary to Kari 4/6/04 >VMM from Kari: Is the driver room paid by CCIS? MPB called back to confirm CCIS pays for driver

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 )	10/21/03: > BJS used $10 pp as fee for clinics - this will include Clinician honorariums as well as our fee for setting up the clinics. 12/12/03 - AMH called Dr. Joe Hebert at Loyola University and lvm for him to call re: clinic for James Wood HS Band 12/19/03 - AMH called Dr. Joe Hebert again (504) 865-3748 re: clinic with the band 1/12/04 - AMH spoke with Dr. Hebert. He will be on tour with the band that week. He recommends Dr. Ed Kvet (Dean of the school) and John Mahoney (band director). AMH will email all pertinent information to Dr. Hebert who is happy to speak with them regarding the clinic. 1/20/04 - AMH called Dr. Herbert. He has spoken with Dr. Ed Kvet and John Mahoney. They are available to peform the clinics at a rate of $350 x2 (as there are two clinicians). There will also be a facility fee of approximately $200 for use of the hall at Loyola. Stu Becknel (hall facilitator) will email AMH regarding use of the hall and fees. 1/23/04 - AMH sent an email to Stu Becnel as he had not emailed her. She asked for confirmation on clinicians and clinic space. 1/28/04 - AMH received the contract and estimate of cost from Stu Becnel. She will forward to BJS who will include a check and insurance form with the contract as he returns it to Stu. She also left messages for John Mahoney and Ed Kvet regarding confirmation of their participation and requested that they call or email her with confirmation as well as the fax number for receipt of a contract. 1/28/04 - John Mahoney returned phone call. AMH sent contract to him. Due date is February 13. 2/3/04 - John Mahoney has returned his contract. AMH called Dr. Kvet who gave verbal confirmation that he will perform the clinics as well as a fax number. AMH faxed a contract to his attention with the due date of February 13. She also copied all pertinent information regarding facility use at Loyola University and mailed the forms to Stewart Becnel. 2/9/04 - Contract was received from Dr. Mahoney and Dr. Kvet. The clinics are set!!

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 in the French Quarter at Ralph & Kacoo's featuring Cajun Popcorn Shrimp, Fried Thin Cut Catfish, Chicken & Andouille Jambalaya, French Fries, Bread Pudding and Iced Tea.
Item Notes ( Print Note )	10/17/03 >HMS requested new menus, she will fax. They cannot take res after 8:30. Going to move them to lunch and move the hard rock to dinner 10/20/03 >HMS to BJS: They are going to get back with me on a cheaper menu, the cheapest buffet is $23.15 ++. 10/21/03: > BJS used an inclusive price of $23.15 in order to get PTP to Client. Hopefully, it will come in less than this for lunch, but we will have to wait and see. 10/22/03 >HMS left a message for Beverly (11:05AM) 10/27/03 >HMS left message - if I was not answering, call 204 10/30/03 >HMS spoke with Beverly and she did not have an answer. I told her about the other group (Cox HS Band) coming also. 10/30/03: > BJS spoke with Reuben - all is set, BJS updated rate ($20pp inclusive) and menu - see General Rest. Conversation Log for details. 3/3/04 >HMS called to confirm, but Beverly was not in�.will try on Thursday. 3/4/04 >HMS faxed an confimration note to be faxed back by them 3/9/04 >HMS received confirmation 3/26/04 >HMS faxed LOA for payment in full 4/2/04 >HMS confirmed with Beverly

Entergy IMAX
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)

Natchez Steamboat
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)

Hampton Inn - Downtown
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)