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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Thu Jun 10, 2004
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 )	10/6/03 > DSC spoke with client on 10/1/03 > VA. Beach/Williamsburg destination > wants to leave after b'fast to return to Jonesboro on the 4th > Wants a clinic for the Orchestra and a clinic for the Choir from William and Mary(On Friday) > DOING OWN BUSES!!!!!!!!!!!!!!!!!YEA!!!!!!!!!!!!!! > Shopping > Historical sites Jamestown (what's left of it!) Williamsburg > Busch Gardens > Some beach time > Maybe Nauticus > Can stay in Va. Beach or Williamsburg - has no preference > Activites and Meals as budget allow! > Budget is $400 - All Inclusive- $300 is CCIS part. > Meals en route OK with $5.00 meal credit > New Choir Director is Paul Cook . Julia Lotti is no longer there! __X__BJS__X__ 12/2/03: > Per DSC email from Client, they want us to proceed with PTP and expect us to do the trip. > Revised count = 110 (100 + 10). BJS updated Bible accordingly and alerted MPB to this change. 1/12/04: > Per DSC, ready for Contract. > As this is going to K, please review and confirm all arrangements as needed. Also attach and update as needed. Thanks! > Contract to mail NLT 1/16/04. __X__ MPB __X__ __X__ HMS __X__ 1/23/04: > BJS completed Contract packet including Deposit / First Payment INV #3766, $13,500.00 due with K and all forms on 2/6/04. > MPB, please process per CCIS SOP and mail this afternoon via FX PON for a Monday arrival. > This is a Debbie Cleint. > Include Quad Room List, CCIF and the new Travel Insurance Info Sheet & Brochure. Thanks! __X__ MPB __X__ 2/4/04: > Per DSC conv with Client, they look more like 60 total pax. BJS reviewed rates and decided to try to salvage trip by not issuing a rate increrase. 2/10/04: > Rec'd signed Contract, FPGF, RL & HIF via fax; however, RL & FPGF did not match! Either 59 or 60 total pax . . . 2/13/04: > BJS faxed RL & FPGF to DSC for her to reconcile with Director. 2/13/04: > BJS mailed signed copy of Contract to Director. > RL & FPGF now Jive - here are the numbers, > Total Pax = 60 (53 + 7) > Rms / Pax 10 Q / 40 04 T / 12 03 D / 06 02 S / 02 TOTALS = 19 ROOMS and 60 PAX (53 + 7) > BJS updated Bible and IOG accordingly. > As these numbers are now GUARNATEED, please proceed as needed. Thanks! __X__ MPB __X__ __X__ HMS __X__ 2/13/04: > Rec'd check #1254, $9,000.00 toward Deposit / First Payment INV #3766. Balance due on INV = $4,500.00. > BJS expects they paid so much less since their numbers are so much lower than originally projected. 3/8/04: > BJS faxed and mailed INV #3820, $8,121.00 due 2/27/04. > Also sent Statement showing balance due on account as $12,621.00. 3/17/04: > Rec'd check #1385, $9,310.50. 3/22/04: > BJS faxed and mailed Statement. Bal due = $3,310.50 3/29/04: > BJS sent FI via email. 3/30/04: > BJS sent FI packet via FX PON. 3/30/04: > Rec'd check #1422, $3,310.50. > 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	Lunch from your choice of eateries en route, via a $5 Meal Credit.
Item Notes ( Print Note )

Courtyard by Marriott Oceanfront-North
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 )	Courtyard Marriott Oceanfront North She has rooms at Oceanfront North 3737 Atlantic Ave. (larger property, ocearfront, newer hotel) 757-313-6755. Has availability if we can use some suites. Hotel has 29 Q/Q rooms and 36 Q/Q suites. $89/room (4/room), $139/suite (5/suite). 5 suites per floor so they may be more spread out. Calcs: 5 students per suite ($139/5) = 27.80 ea 6 students per suite ($139/6) = 23.17 ea 4 students per room ($89/4) = 22.25 ea 2 adults per room ($89/2) = 44.40 ea 150 students/5 per suite = 30 suites 150 students/6 per suite = 25 suites Call her tomorrow @757-491-6222 12/2/03 >Per BJS reserve 29 Q/Q rooms and 14 suites. Called Jennifer and left VMM requesting contract. >Per BJS numbers have changed. Now 100 students & 12 adults. 29 Q/Q rooms & 3 suites Remember to ask Jennifer about breakfast. 12/10/03 >Per Jennifer: Rates: suites $139.00, room $89, 12.5%+$1 occupancy, security req'd$18 per hour, 9 pm -2am. Reserved 29 rooms and 3 suites. Jennifer will watch the rooms & convert suites to rooms if possible. >Breakfast buffet. Will set up in the banquet room due to size of group. Needs a time. $9.95++ . We reserved the room and Jennifer waived room rental. Will send contract today. 12/10/03: > BJS called Jennifer re: Breakfast tax and gratuity. > Breakfast = $9.95 + 10% Food & Beverage tax as well as 18% Gratuity = $12.92 inclusive. 2/13/04 guaranteed per BJS TOTALS = 19 ROOMS and 60 PAX (53 + 7) 3/12/04 >Sent room list & requested final invoice. >Call from Jennifer. Received room list, will finalize charges and send invoice. Will try to put a chaperone on each floor with students (they have limited number of dbl/dbls on each floor, may have to split groups). 3/30/04 >MPB spoke with Jennifer. Checked for driver room, verified security & breakfast arrangements. 3/30/04 >MPB called Jennifer left VMM. We have some rooming list changes and wanted to tell them to her over the phone to avoid confusion. 3/31/04 >have not heard from Jennifer, faxed changes & requested invoice 4/29/04 >questioned invoice on AMEX, shows $2558.37 for catering and $6641.19 for rooms. >MPB spoke with Jennifer's asst (name?) she researched invoice, found we were charged for 21 rooms not 20. Read off room block at check-in, appears rooms were changed around at check-in invoice.

Angelo's by the Sea
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)

Hotel Security
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)

Courtyard Marriott Oceanfront-North
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)

Beach 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)

MacArthur Center
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)

Nauticus - The Big Ticket
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)

Captain George's Seafood 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)

Clinics - Jonesboro HS Choir & 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)

Busch Gardens Williamsburg
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 )	1/14/04 >HMS left detailed message in group sales 1/21/04 >HMS left message for Andra (returning her call) 1/21/04 >HMS spoke wot Andre and she did not think there was enough time at Nauticus. Catp. George's is only about 20-25 minutes. Thus, they will stay until 5:00PM 1/29/04 >HMS received contract. Needs a $25 deposit with sined contract. Made note in system to check on deposit on 2/6/04. 11:30am Arrive a MacArthur Center to pick up meal couchers at Customer Sercvice Desk 2:00pm Arrive at Nauticus pier, board the Victory Rover and enjoy a 2 - hour cruise 4:00pm Arrice at Nauticus to enjoy 3rd floor exhibirs and the Battleshop Wisconsin 4:30pm Special showing of "The Living Sea" 2/16/04 >HMS faxed cnpy of signed contract and requested deposit from BJS of $25 - non refundable 3/19/04 >HMS left message for tina 9757-664-1074 about updating contract and getting tickets sent 3/22/04 >HMS sent new contract with LOA for payment. Tickets will need to be mailed out - if needed will give Fedex