CCIS: Manage Trip


Updated	Wed May 18, 2005
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 )	9/17/04: > Rec'd Application for FOE 2005 Williamsburg 1 > Rec'd Application Fee of $75.00. > DSC was rtefered this client by BJS. > 3D/2N Package > Arriving Thursday 4/21/05 > Departing after awards on Saturday, 4/23/05. > DSC quoted add-ons at $88 per person. > Add ons = Colonial Williamsburg Tour > Lunch at Shields Tavern (student lunch menu #1) > Student Dinner Theatre > One Busch Meal Voucher. > BJS enetered in system. > BJS made attachments. > They are doing their own transportation. > Hotel = Williamburg Hospitality House. > BJS added to Room Usage Chart. > This is a DSC client. __X__ MPB _9/22___ 9/22/04: > BJS completed Contract Packet, including Deposit INV #3897, $4,000.00 due with K on 10/18/04. Also sent 50% Payment INV #3898, $10,655.00 due - 01/21/05. > MPB will process and mail this afternoon via USPS 2-day mail. > Quad Room List. > They need CCIF. > This is a DSC Client. __X__ MPB __9/22__ 9/23/04: > BJS generated INV #3902, $75 - for Application Fee. > BJS Received Payment in Qbooks and then marked INV Paid and mailed oroginal to Client. 10/18/04: > Rec'd signed K as well as Deposit Check #2842, $3,900.00. Balance due on Deposit INV #3897 = $200.00. > Also received GIF and CCIF - needs 2 driver rooms - BJS updated Hotel Room Usage Chart and faxed copy of form to MPB as well.. > BJS updated Bible times based on GIF. > BJS mailed signed copy of K as well as Statement. 2/4/05: > Lara called and wanted to see about a free preview weekend. DSC had mentioned it to her. > BJS said thise requestes were due by January; however, BJS would have MPB check with the hotel and see what was avaialble. > Wantys three nights, arriving on 02/18/05 and departing on 02/21/05. CCIS would cover two nights and she would be responsible for he 3rd. > Laura also said that they did not have to stay at the Hospitality Suite - we could get a room for them wherever if necessary. > BJS tried to explain that the hotel where the grtoup is staying is where we would need to make the reservation, since that is whom we are doing business with! > BJS spoke to MPB and she will check with Vivian. > BJS to get back to Laura as soon as we have an answer. 2/7/05: > Rec'd check #3001, $10,655.00 - ONV #3898 - PIF. 2/9/05: > BJS sent email to Laura - they cannot offer preview weekend over President's Day weekend as the hotel is Sold Out except Sunday night. BJS offered Sunday night or to try for another weekend. 2/18/05: > BJS gave DSC info re: alternate dates for site visit - she will check with client and get back to us. 2/21/05: > Per DSC, cleint wants three nights at Hotel, March 28, 29 & 30. > BJS sent email to MPB telling her to make these arrangements. > CCIS will pay the hotel for all three nights; however, we will invoice the client for the third night at $119.35 inclusive. > Rec'd FPGF, RL & HIF via us mail. > Total pax = 75 (64 + 11) > Rms / Pax 15 Q / 60 03 T / 09 03 D / 06 00 S / 00 TOTALS = 21 ROOMS and 75 PAX (64 + 11) > Rec'd CCIF in October 2004 - they needs us to make reservations for their drivers, 2 rooms per night. > BJS created IOG and updated Bible. > BJS updated Hotel usage chart. > BJS revised rates and entered new rates in Bible screen. > PMB is confirming Student Dinner Theatre and Lunch at Shield's Tavern prior to BJS sending FOE / MSF switch letter. We want to make certain all is in order prior to my sending it. > BJS faxed FPGF, RL & HIF to MPB. > As these numbers are now GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ __X__ MPB __2/21__ 2/22/05: > MPB confirmed the Student Dinner Theatre and Lunch at Shield's Tavern. > Rates we slightly different that what we had planned, so BJS updated rates accordingly. > Her original Quad was $307 with FOE and it is now $299 / student with MSF and $289 / adult. Savings of just over $700 for the group. > BJS completed PTP, IOG and cover letter as well as CIA Addendum and Final Inv and Statement , then faxed to client. > Signed Inclusion Addendum due back to BJS NLT 3PM on Thursday, 2/24/05. > Final INV #3998, $7,719.75 due 3/7/05. Total due on account = $7,818.75. > MPB, please fax partially completed MSF application to Laura's attention late this afternoon - just prior to your departure from the office at 5PM. Thanks! ____ MPB ____ 2/23/05: > Per DSC conv with Client, wants to do something to fill the afternoon, DSC to offer two choices, either Jamestown ($8) or the Hampton Air & Space Museum ($10). > We will also extend the Colonial Wmsbrg tour to three (3) hrs. > DSC will advise as to final decisions later this week. 2/25/05: > Per DSC, she wants to add Hampton Air & Space Museum on Friday afternoon from 3pm - 5pm. Additional charge = $10 per person. > Also increased Colonial Williamsburg tour from 2 to 3 hours (see notes in attachment). > BJS updated IOG and made attachment in system. > HMS, please make reservations as needed. Thanks! ____ HMS ____ 2/25/05: > BJS faxed and mailed INV #4002, $750.00 for Virginia Air & Space Museum admission as well as STATEMENT showing balance due on account at $8,569.75. 3/7/05: > Rec'd check #3025, $8,569.75. > ACCOUNT IS PIF. 3/9/05: > BJS mailed VA Air & Space Center Media Release form to Cleint, also faxed copy to DSC so she would know what it is . . . > Explained that they are to take completed form to the Center on the day of their visit. 3/18/05: > BJS emailed the confirmation number for Laura Shepherd's stay at the Hospitality House: #D271270E, March 28, 29 & 30, 2005, 2 adults & 2children. 3/23/05: > Per Laura, they would rather not see the IMAX film of Robots since it would only give them 30-minutes in the space center.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Williamsburg Hospitality House
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 )	9/22/04: > BJS made attachment as a part of the FOE block. 2/4/05 >Call Vivian & request "preview weekend" room for Laura Shepherd for 3 nights 2/18, 19, 20 >Left VMM message for Vivian, WCB 2/7/05 >Left another VMM for Vivian, WCB 2/8/05 >Spoke with Laura @ HH. She will check and call back today. 2/9/05 >Spoke with Shelley 18th sold out, 19th sold out, Sunday is OK . $79. E-mail from >My husband and I would like to come up between the dates of March 27 and April 2 if that work with the hotel. We are out of school those dates and can make arrangements. Please foward this to the hotel liason with your company. 2/17/05 >spoke with Vivian. She will check availability and call me back. 2/18/05 >haven't heard from Vivian, called and left another VMM >Vivian has availability on 3/27-3/30, nothing on 3/31 or 4/1. Rate is $79 2/21 Debbie rec'd word from Laura Shepherd that she would like to have three nights at the Hospitality House in Williamsburg - March 28, 29 & 30, 2005. CCIS will pay for all three nights and I will Invoice her for the third night. Please make the necessary arrangements with Vivian. >MPB left VMM for Vivian requesting contract, etc. for Laura Shepherd. 2/23/05 >per DSC: arrival 3 p.m., 2 adults, 2 children 3/8/05 > called Vivian because we haven't received the contract for Laura Shepherd. She will check on status and send it to us. 3/17/05 Laura Shepherd room conf #D271270E 3/22/05 > rec'd invoice for Laura Shepherd room $266.70. Paid by check 3/22/05 CHECK #5223 3/22/05 >faxed PIF ck req to BJS 4/7/05 > faxed revised PIF ck req to BJS 4/13/05 > rec'd BEOs from Regina Wade. MPB called back left VMM to change time on Saturday to 6:30. WCB 4/14/05 > changed Saturday breakfast time to 6:15. Faxed change to Regina

Williamsburg Hospitality House
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 )	FOE inclusion

Williamsburg Group Tour Services
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)

Kings Arms Tavern
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)

Virginia Air and Space Center - Exhibit only
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)

Student Dinner Theatre, Inc.
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)

Music Showcase 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)

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
Menu	Type Cost Per Person
Menu PTP	Admission to the Student Dinner Theatre's interactive production of Face The Music! The annual Battle of the Bands is scheduled to occur in Tunetown USA; unfortunately, the award ceremony site - a breathtaking golden bridge - is missing. It has been dismantled and stolen in the dead of night. Each table of students will represent a band group and will battle the other bands by solving musical trivia, creating instruments, following clues, composing songs all in hopes of being named this year's prizewinner by Mayor Melodymaker and locating the bridge! You will leave singing a song of satisfaction! Includes Buffet Dinner featuring Salad, Several Choices of Entrees, Side Dishes, Desserts and unlimited Soft Drinks.
Item Notes ( Print Note )	9/22/04: > BJS made attachment and allowed as much as 30.40 for budget when DSC prepared add-on rate for client. > No particular menu or show has been selected by the group. BJS only attached the 1st menu since the system required that one be selected before I could move on. 2/21/05 > Left VMM for Wendy Goldstein requesting rates and availability. WCB >per Wendy, rate is $32.95 incl, has availability. 3/17/05 > faxed dep ck req to BJS 4/19/05 > Call from Wendy. Confirmed count. Everything OK to go. Arrive at 7 p.m. at back door of Capt Georges.