CCIS: Manage Trip


Updated	Mon Jan 14, 2013
Trip Name	James Wood High School Choir-Williamsburg, VA-04-19-2013
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 )	Winchester to Williamsburg = 181 miles / 3.5 hrs non-stop 9/12/12: > DSC spoke with client 9/11/12. > Changed locations after speaking wiht DSC becasue of budget. Next year will be a ORL year, so budget needs to be as low as possible. > With that said, would like to stay at Gray Wolf Lodge so if it rains the kids have somewhere to play. > meals > Festival - Saturday Performance Has looked at FOM and knows they have at least 1 other HS signed up right now. THis is important to him. He doesn't want MS wants HS to compete against. Other Companies are OK but the Saturday perf is important and competing against othe HS. > Restaurants need to take into account Lactose intolerant and vegan students/ > Budget is $300 to $400 but closer to the $300 mark. > Bus quote - Schrock's > Activities as budget allows. (don't laugh!) > if he gives me more to go on, I will pass it along. 10/5/12: > HMS completed IOG. 10/7/12: > BJS reviewed and made a few minor changes to IOG and then checked MITP site and they already have 7 choirs registered for this particular Saturday morning, 5 of which are HS level groups, so BJS will proceed with planning using MITP. > JM, please send charter quotes to Schrock & Atlantic Coast - BJS attached. > HMS, please proceed with making attachments and up-date, etc. as needed. Thanks! _x__ JM __10-8-12__ ____ HMS ____ 10/9/12: > BJS had DSC check with Director since the Great Wolf is Sold Out over his preferred dates. He cannot tarvel on another weekend, so we have to find another hotel. 10/13/12: > BJS sent hotel specs to BMG. > BJS revised IOG. > BJS updated attachments and PTP is ready to be completed as soon as we have the hotel options from BMG. 10/15/12: > At morning Staff Meeting learned of Ripley's attraction in Williamsburg! > Jude added to system and then BJS revised IOG, deleting the Carrie B Luncheon Cruise since we know they are already over budget and don't need to head off to Norfolk, in the opposite direction or home, on Sunday. > BJS removed Carrie B Attachment and added Ripley's. > As soon as hotel is selected, we can run rates and finish PTP. 10/24/12> > BJS selected hotel, attached and ran rates, then completed PTP. > BJS emaield PTP packet to DSC and she is sending on to Tom. 10/24/12: DSC senr PTP and Bus uoes to Tom. 10/25/12: > DSC heard from Tom: >How much would it change it to do a second day in the park with 1.)a picnic or 2.)another meal voucher. I have been to that Ripley's and in comparison to the others I have been in, it isn't worth the money. Otherwise, it seems fine I think. THank you for your work so far. > Please advise. Thanks! 10/25/12: > BJS sent EM to HMS t check with Busch on price of 2nd day ADD On Ticket. 10/25/12: > We need to go with Atlantic Charter. > Also, just for the heck of it, can you show me what it would look like if we only stayed Friday night and left after the park closed on Saturday? > Please advise. THanks! 10/26/12: > BJS alerted Jude to the group's charter choice. > BJS sent em to DSC with response - Debbie: 1. Jude will ask for K from Atlantic Coast. 2. As an FYI, should he decide to drop the Saturday night stay, he would save in the neighborhood of +/- $45 student quad, based on the rates in the PTP as presented. HOWEVER, that could all change since some of the hotel’s will not take a group with just a one night stay in the Spring over weekends – we are finding more and more requiring a two night stay. Just keep that in mind when speaking to Tom. . . 10/26/12: > DSC spoke with client. > He is going to check on a bus on his own and see what he can get. He will let me know. > DSC gave him the approximate cost savings of $45 to delete one night and advised him that some hotels will only rent for 2 nights. >DSC advised Tom she would have the cost of a second day at thepark on Monday. Thanks! 11/7/12 >per Debbie (from HMS) >The director wants to add one single adult package for the bus driver that is going to drive the school bus >deleted Ripleys and Golden Corral on sunday and added a day at Busch Gardens + a picnic + dinner meal voucher >need to get new IOG and Prices to the director ASAP >IOG is updated and system is updated except for the addition of the bus driver 11/8/12: > BJS ran revised rates based on 2 Busch Days and adding in the single comp package for the driver. > Rates increased $70 per person when compared to the original PTP. > BJS sent updated IOG to DSC and rates so she can share with Tom and hopefully have an answer for us on Monday or before, so BJS can bring CN with to VMEA - provided Tom is going to be at the Homestead. DSC to find out. >>> "Debbie Clements" <debbie@ccistravel.com> 11/9/2012 11:07 AM >>> Hey Tom, I am so sorry this e-mail is late getting to you. I do apologize. Rates are (Student / Adult), and are based on 50 – 55 total trip participants, including 4 Adult comps (3 Double Packages and 1 Single Package). At the present time, Busch does not offer a discounted 2-day pass for groups, just a 1 day or a 7 day. The rates for groups are already heavily discounted, so that is why when a group needs / wants a second day, it is just another 1-day admission ticket at the group rate. S A Q $419 / $393 T $439 / $413 D $479 / $453 S $599 / $573 Remember, if you want to delete a night and just come home after the park closes on Saturday, you will save approximately $45 on the student quad. But you also need to remember that we would have to find out if your hotel will let us get just 1 night and not 2. Since you will be getting your own buses, you will also need to remember to add the per person cost of the bus to the above prices so that you will get the total amount of each persons payment. I think Jeff normally adds a little padding to his per person cost to cover triples, etc., that may occur, so you may want to talk with him about that. So, with all this information, Please let me know how to proceed. If you are going to be at VMEA, I would like to bring your contract to you there. So please advise as quickly as possible. I will be out of the office today from about 11:15 until about 3:30 this afternoon. So if we need to talk, I will call you later this afternoon, just let me know that we need to talk. OK? Let me hear from you.’ Thanks so much! Debbie 11/10/12: > DSC heard form client pleae see below. As best I can tll - GO TO CONTRAT!!!! We should be fine. Yes I will be at VMEA next week and I will stop by. 11/14/12: > BJS completed K Version of PTP and then completed CN and processed so DSC can deliver to Tom at the VMEA this week here at the Homestead. > K due 12/7/12 > First $ due 12/21/12. 11/16/12: > DSC spoke with client at VMEA. He wants to change the following even though he has already asked for a contract. AND IT WAS DELIVERED AT VMEA!!! Friday, 4/19/13. > Delete time to exploree williamsburg and Lunch at Kin's Arm. > Leave school at 1pm > Keep Dinner and Ghost tour as is on Friday. Saturday, Aptil 20, 2013 > Delete Festival and have a clinis n the am - then on to Busch Gardens. DSC proposed singing at the entrance but Tom didn't like that idea too much. > If the hotel will let them stay 1 night, they will leave when BUSCH closes. BJS ALREADY INFORMED EVERYONE THAT THE HOTEL WILL NOT ALLOW A 1-NIGHT STAY. > If the hotel insists on 2 nights, they will get up, have b'fast and then come home. No second day at Busch. > AS you can see keeping costs low is key! 11/27/12: > BJS revised IOG and Bible as needed as well as attachments he could and added Clinic / Workshop attachment. > BJS marked unneeded attachments as INACTIVE. HMS will need to review and cancel as needed. > BJS revised rates and then updated all CN Paperwork as needed and sent along to Tom via EM. > JM, please mail hard copy on Wednesday in a UP Postal Service Priority Mail cardboard envelope. > HMS, please review and proceed as needed. Thanks! __x__ JM 11-28-12____ ___X_ HMS _12/4/12___ 11/29/12: > DSC heard from client: No, I am! So sorry. You are correct about the 21st for the 1st payment. Go ahead and get the contract and Travel Planner letter to us as soon as possible and I will remind you again about the 21st. I am glad you liked the revision and I think your students will have a great time! Debbie From: Tom Law Sent: Thursday, November 29, 2012 12:25 PM To: Debbie Clements Subject: Re: Revised Contract I have the information. It will be what we are going with. I see the contract is due Dec. 7th but this shows the first payment due on the 21st. Am I reading it wrong? - NO, that is correct. 12/7/12: > Rec'd signed K via fax. 12/10/12: > DSC let client know we got the signed contract. 12/17/12: > JM, please process signed K per SOP. > HMS, as this is now UNDER CONTRACT, please review and proceed as needed, with CAUTION, for the group's first $ is not due until this Friday, 12/21/12. _x___ JM _12-19-12___ ____ HMS ____ 12/21/12: > Per DSC, received letter from Tom canceling this trip. > He is aware that there is a cancelation fee and wanted to know if he could apply these monies to next year's trip. She told him know. > Really bad precident to start, so BJS will bill for Cancellation Fee per our contractual terms. > BJS canceled Hotel. > JM and HMS, please review and cancel as needed. Thanks! ____ JM ____ ____ HMS ____
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Apple iPad (The New iPad)
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 )	10/7/12: > $518 / DOF (47) = 11.03pp. 11/8/12: > $518 / DOF (46) = $11.27pp.

Group Travel Videos
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 )

Atlantic Coast Charters
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Schrock Sight Seeing Service
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

on own
Start Date & Time	Date Time
End Date & Time	End Date End Time Duration
Vendor Name	View Transportation [+] More
	Under Contract Active (uncheck to make inactive)

Holiday Inn Patriot Hotel
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)

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)

Williamsburg 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)

Student Watchers
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 - William & Mary
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)