CCIS: Manage Trip


Updated	Mon Mar 20, 2006
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 )	9/21/04: > BJS spoke with Lara - she called after visiting our website. Loves the ACI program, is printin goff the application and will send it ASAP. > Planning on departing school on Wed. evening, drive through night and arrive Orlando on Thursday. Will depart Orlando Saturday after concert / awards ceremony and drive through night, arriving back at school on Sunday. > Wants us to do transportation - she will forward a copy of their approved carriers. > Approximately 68 students in two choirs - Concert Choir and a Jazz Choir. > BJS emailed list of possible additional attractions and restaurants. > Budget needs to be around $500 all-inclusive, including coaches. It will be and ACI 3D/2N with some additional inclusons. > Lara and her husband are no longer married. She has returned to her maiden name (Brittain) - she got the house and dogs! 9/27/04: > Rec'd ACI 2005 Application. > Rec'd check #1414, $150.00 for Application Fees (2 @ $75). > NOT YET SURE WHICH PACKAGE SHE WANTS 4D OR 3D. > BJS sent email to Lara and copied DSC on Tuesday AM (9/28/04) telling her that we rec'd her Application but could not forwarK until we know which package. > BJS also included a typical outline in the email. > DSC to follow up and get her decision as well as provide rate for any add-ons. > 66 Pax (60 + 6) > 2 choirs > Competition > Concert Choir (60 singers) > Jazz Choir (named Platinum) = 20 singers > BJS entered in system and added to Status Schedule. > BJS added to hotel usage chart for a Thursday and Friday night stay at the Buena Vista Suites, may also adda Saturday night - we don�t know which package they want. 9/28/04: > BJS completed CFS. > BJS mailed acceptance letter and Application Fee INV #3904 marked PAID. > DSC to check with client on their list of approved carriers as well. We will do K as soon as we have her package and add-on decision, regardless of transportation situation. 9/30/04: > Still no word on package decision, charter busses or add-ons, so BJS completed Contract Packet, including Deposit INV #3905, $3,300.00 due 10/27/04. Also included 50% Payment INV #3906, $6,807.00 due 11/15/04. > BJS explained in Cover Letter that we will do an addendum for any additional inclusions, transportation, and if she decides to go to 4D/3N Package. > MPB to process and mail CN this afternoon per ACI SOP (NO need to FedEx). > This is a Debbie Client. __X__ MPB __X__ 10/5/04: > BJS completed dummy IOG to show additional education inclusions so client could get trip approved. > Also emailed and mailed Letter of Invitation. It was dated 9/24/04, the date of the group's initial phone call. 12/8/04: > Per DSC conv with Client, their trip has been approved. > She will need one charter quote based on the Add-Ons which DSC presented on 9/28/04 totaling $122 per person. > 2 - $5 Meal Credits for B-fasts en route on Thursday & Sunday. > Wet'n Wild Admission with Picnic Lunch. > Dinner at Downtown Disney with $10 Meal Credit > 2 extra Meal Vouchers at Unbiversal > 1 extra day at Universal. > BJS will need to do addendum for these items. 1/12/05: > Rec'd signed K via fax as well GIF. > She marked Contract for 52 total pax (48 + 4) > BJS signed K and mailed hard copy to her attention. > We do NOT have any funds from this client, nor has anything been finalized with clien ton Additional Inclusions. . . Proceed with caution!!! 1/13/05: > BJS emailed 55-passenger quote from DC Trails to Lara. Need her decision before we can proceed. 1/13/05: > BJS faxed Contract Addendum for Addional Inclusions to Lara's attention and asked that she return to my attention tomorrow via fax along with the other forms that are due. > Also emailed her a note to alert her to look out for the fax. Copied DSC as well. 1/20/05: > BJS emailed the following to Lara. Copied DSC and MPB as well. Thanks for faxing the Contract; however, we are in need of the following items which are past due: Deposit - due: 10/27/04 First Payment (50% of Balance) - due: 11/15/04 Final Participant Guarantee Form - due: 01/14/05 Rooming List - due: 01/14/05 Hotel Information Form - due: 01/14/05 Agreement Addendum for Additional Inclusions - due: 01/14/05 Charter Company / Transportation Decision - due: 01/14/05 I would appreciate an update on where these items stand in the preparation process. We are nearing a number of our deadlines with vendors and faculty and have to have things in place in order to proceed. Please fax and mail as applicable ASAP! 1/24/05: > Rec'd check #1012, $2,600 toward Deposit INV #3905. Balance due on Deposit INV = $700.00. 1/27/05: > Rec'd email from Lara. > A check for $5,000 is being sent today. > She wants the 61-passenger coach. > Wants to go over inclusions again, but is in exams now so it will have to wait! > BJS sent email reply: > We need your FPGF, RL & HIF. They were all due on 01/14/05. > Also, BJS will forward Contract Addendum for the 61-passenger coach provided it is still available and fax to her attention either this afternoon or tomorrow. 1/27/05: > Rec'd FPGF, RL & HIF via fax. > Total pax = 53 (49 + 4) > Rms / Pax 00 Qt/ 00 10 Q / 40 03 T / 09 02 D / 04 00 S / 00 TOTALS = 15 ROOMS and 53 PAX (49 + 4) > We also need one (1) room for their Driver (We are doing their transportation and BJS has agreed to pay for Driver's Room - arriving hotel 03/31/05 early check-in at 11AM and departing hotel Saturday, 04/02/05 - late check-out at 8PM. MPB please handle these arrangements as needed with a cheaper hotel than the Buena Vista Suites. Maybe Jo Bailey at Homewood LBV can do it for us. > As these numbers are now GUARANTEED, please proceed as needed; however, we are still awaiting confirmation from the client on the additional inclusions. Please use CAUTION as we go forward. Thanks! > BJS updated Bible and IOG based on Guaranteed numbers. ____ MPB ____ 1/28/05: > BJS sent email to Lara about the charter situation. She waited too long to give us the go to K on the 61-passenger from DC Trails, so we have had to find another company. > No other 60/61s available, so BJS went searching for a 55. > Destiny Tours from Woodbridge had a 55, provided quote and BJS emailed on to Lara with direction to lwt us know ASAP if shew wants it or not. . Cell Phone: 540 446 6171 1/31/05: > Rec'd check #1016, $5,000.00. > Deposit INV #3905 - PIF ($700.00) > $4,300 applied to INV #3906. Balance due on that INV = $2,507.00. 2/4/05: > Rec'd quote from Quicks and it was slightly better than Destiny, so BJS went ahead and requested K form them. > BJS emailed Lara this information as well as a Transportation Addendum for her signature and return on Monday, 02/07/05. 2/7/05: > BJS tried to call Lara to discuss options to ACI; however, there was no answer, so BJS sent email explaining options, along with PTP, IOG and Revised Inclusion Attachment. > MPB has been instructed to fax MSF application to her attention. > BJS copied both DSC and MPB on email. 2/9/05: > Lara faxed completed MSF Application to MPB and MPB forwarded on to MSF office. 2/11/05: > Lara faxed Agreement Addendum; however, the one she faxed is the wrong one - all she sent was an old agreement for Transportation. What we need is the Addendum which details all of the inclusions as well as Transportation. BJS emailed it to her on 02/7/05. 2/14/05: > BJS asked DSC to follow up with Lara and get her to fax the proper addendum. 2/16/05: > Still no signed Addendum from Lara, so BJS called DSC and told her to contact her client and tell her we need to have it or we cannot order her additional inclusions, etc. 2/16/05: > DSC spoke with Lara & faxed her all of the documents just in case she couldn't find them - she will sign the correct addendum and fax to BJS this afternoon. 2/16/05: > BJS completed and mailed FINAL INV #3989, $16,304.00 due 01/28/05. Also prepared Statement showing total due on account = $18,811.00. > BJS faxed RL, FPGF, & HIF to MPB. MPB is aware of the requirements for the Driver's Room at a less expensive property. 2/18/05: > Finally rec'd the correct, signed Agreement Addendum for the add-ons, change to MSF as well as transportation. > BJS signed and then mailed hard copy back to Client. > BJS made DSC aware that it is in hand. > As this signed agreement is now in hand, please review and proceed as needed. Thanks! __X__ HMS __X__ ____ MPB ____ 3/14/05: > Rec'd cehck #1023, $16,304.00 - INV #3989 PIF. > Balance due on account = $2,507.00. > BJS faxed and maield Statement showing balance due. > Also alerted DSC to the fact that there was still an outstanding balance. 3/16/05: > BSJ completed FI and then emailed to client as well as MPB and DSC. > Told Lara we could not deliver tickets, etc., while an outstanding balance remained on her account. . . 3/17/05: > Per Lara, wants to add 1 security guard at hotel on Thursday & Friday night from midnight - 6AM. MPB, please make these arrangements with the hotel. __X__ MPB __3/18__ 3/17/05: > BJS faxed and mailed INV #4019, $420.00 for Hotel Security. > Also sent STATEMENT showing total due on account as $2,927.00. 3/21/05: > Rec'd check for $2,927.00. > ACCOUNT IS NOW PIF. 3/22/05: > BJS sent FI Packet via FX SON. > BJS sent email alerting director is was on its way. 3/23/05: > Per FEDEX, package was delivered today at 12:33PM and signed for by Ay. 3/28/05: > Lara called and spoke with HMS - they are not permitted to go to Wet n' Wild due to school regulations. > HMS called Cyd at WnW and they will issue refund; however, they will need the tickets and wrists bands back prior to issuing refund. > BJS called DSC to alert her to this fact and advise client to mail all WnW materials to our attention. > We will then forward to WnW and they will issue credit. > As soon as we have credit, we will issue refund of $20 per paying participant back to school. > DSC will advise client accordingly. > DSC will also suggest that they go to Mellinia Mall to pass the time . . .
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Howard Johnson - Parkside
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 )	3/15/05 >Jo Bailey HS-LBV has room available and can accommodate early check-in and late check-out at $99 but has no bus parking available. > Rooms are available at HoJo, rate is $39.99 + flat charge of $2.14 (incl cont breakfast, free local call, other amenities) & tax @ 13%. Must pay for 4 days since driver needs to check in early on first day and stay late on last day. Conf #86459 3/22/05 >faxed AMEX auth 3/29/05 >spoke Gary, everything is OK for this trip driver will c/i ~9 a.m. 3/31 c/ ~ 9 p.m. 4/2

$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 )

Wet n' Wild-Park
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)

Wet'n Wild
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)

Buena Vista 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)

$10 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)

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)

Universal Orlando 2-Day Pass
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)

Universal Orlando Meal Coupon
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)