CCIS: Manage Trip

Log-Out | Return Home

Add a: Vendor | Client || Search: Client | Vendor | Trip | Trips by Date | Trips by Destination | Trips by Type | Vendor Contact | Client Contact

Client Search

Vendor Search

Vendor Name:

Update Trip

Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Mar 23, 2016
Trip Name	Butler High School Band-Chicago, IL-11-25-2015
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 )	Butler to Chicago = 460 miles / 7.5 hrs non-stop 1/5/15: > BJS added trip to system per conversation with Jeff and Todd while at Midwest. > While in Chicago, spoke with Doug Green from Heritage and he confirmed with Jeff that they are in the Parade. > Maurina Burnside will be our contact with Heritage and the group will be staying at the Wyndham Hotel Chicago. Used 87 rooms on this year's trip to NYC, so we should plan on 97 or so for the trip to Chicago. 87 included the 6 bus driver rooms. > CCIS has to purchase the parade package, hotel, hotel breakfast and parade dinner dance from Heritage, we can do the rest ourselves. 1/5/15: > BJS sent EM to Jeff - Jeff: Got your message and I am working on both trips. I know Chicago is most pressing and I am awaiting a few answers from Heritage in order to complete the package / proposal. I hope to be able to have Stephanie deliver something to you in the next week or so. I apologize for the delay, but answers have been hard to get during Holiday break – it seems as if everyone took off the entire week between Christmas and New Years’. Thanks for the well wishes regarding the Holidays being a bit tougher than usual. I know you were probably going through the same. To top it off, Hollie’s Aunt, (her Mom’s older sister) died on Friday, so I’m off to Thompson-Miller yet again tonight, then I will be driving Clare back to Indianapolis tomorrow. Thanks again, Bryan. 01/05/15: > BJS completed IOG. > Hotel is purchased through the festival company - this is a requirement in order to be in the parade :-( > JM, please send CQR to Anderson, Barron's and BMT for 6 coaches. > HMS, please review IOG and make attachments and calls as needed. > BJS to have PTP completed by end of this week so SN can share with Jeff. __x__ JM __1-6-15__ ____ HMS ____ 01/20/15: > BJS completed PTP Packet and ran rates(the old fashion way tahnks to Heritage). > BJS sent packet to Jeff and cc's SN. - Jeff: As promised, I have completed and attached the Pre-Trip Planning Proposal for the Band’s up-coming trip to Chicago. I hope you are well pleased with what we have put together. A few notes: • We will need to address the equipment truck and trailer as I have not included it in this packet. Since we are not in direct communication with the hotel and have to handle all hotel arrangements through Heritage, in the interest of cost, I thought we might want to discuss the possibility of having the truck and trailer stay out of the city. I know you and I have talked about this in the past. We are happy to proceed as you direct, just let me know your preference / decision. • I have compared this trip to this past year’s New York City package and the significant difference in the price is due to the fact that the Chicago Parade is a “Pay to Play” Parade and in Stamford, it was free. The fact that we are unable to work directly with the hotel and have to pay Heritage’s exorbitant prices is where the difference comes in. I know you are aware of this, but wanted to make certain it was in writing in the event any of the Booster Parents had any questions or concerns. Give me a call tomorrow and we can discuss – thanks!!! Bryan. 02/04/15: > BJS completed PTP Pack - K Version and emailed to Jeff - Jeff, take a look at the attached to make certain it is consistent with what we discussed last week. I have removed the Skydeck and dropped rates by $15pp across the board. I have also taken out all mention of the BOSE Headphones as well as the Rewards Program (Midwest). The coaches with BMT are under contract. Keep in mind that this does not include any arrangements for the equipment truck / trailer and driver. Also, are you opposed to us doing another Tag Along trip for Chicago? If not, we will get that together. Please advise if there is anything in particular you would prefer them NOT be a part of. Obviously, they will not be staying at your hotel, nor will they be a part of the Parade Dinner / Dance. I am leaving for OMEA in about 20 minutes and will be back in the office on Monday and if all meets with your approval, will get you a contract notebook next week when I return. Thanks and have a great rest of the week and even better weekend! BJS. 02/22/15: > BJS sent to CH for CN prep. 02/25/15: > BJS completed CN and SN will p-up and deliver to school tomorrow AM. > K and 1st Payment Due: 03/23/15, $30,000.00. 02/27/15: > Jeff called BJS - the package amounts on the agreement page do not reflect the $15 reduction we made when Skydeck Chicago was removed. BJS to fix that page and send to Jeff. 03/04/15: > BJS corrected the first page of the Agreement proper and then scanned and emailed to Jeff, SN and JAF. Also mailed original to Jeff. The invoices themselves were correct. 03/30/15: > Rec'd signed K, TPL and check #3264, $30,000.00. > As this group in now UNDER CONTRACT and $$$ has been received, please review and proceed as needed. Thanks! __X__ JM __X__ __X__ HMS __X__ 04/23/15: > BJS sent EM to SN - Stephanie: The Field Museum in Chicago just alerted us to the fact that they will not be able to have the Butler Band visit the Museum on Thanksgiving afternoon. The NFL schedule was just released and the Chicago Bears have a home game that day. Due to the museum's arrangement with the stadium, they are in close proximity to each other, they cannot accept any reservations that particular day. They apologize for the cancellation; however, it is beyond their control. The group's original package included the Skydeck; however, Jeff asked us to remove it so they could free up some time that afternoon, before their dinner at Medieval Times. This also created a cost savings for each person. Being Thanksgiving Day, our options are quite limited. Please share this information with Jeff and see if he would possibly like is to add the Skydeck back in. Obviously, the rate would need to be readjusted accordingly, about $6 or so per person. 04/23/15: > Per SN - Jeff says the Skydeck is fine. > BJS updated the rates on the Bible Screen by $6 across the board to cover the difference in cost between Field Museum and Skydeck. 6-29-15 > Rec'd check #3274 in the amount of $64,518.00 8/19/15: > SN spoke to Jeff this morning regarding the confirmation of the number of participants for Chicago. > Students - 246 (these students have paid into the trip, so this number is very accurate) > Staff, chaperones, children of chaperones - 54 (this number is an estimate, but Jeff says it should vary little from this, if at all) > Additionally, Jeff says he will have room lists ready early next week. 08/19/15: > BJS sent the Heritage Room List Form to SN so Jeff can use it rather than our form. 9/14/15: > SN spoke to Jeff Kroner (final call was a VM to SN) regarding the equipment driver's hotel needs. > Jeff says the equipment driver and his wife only need a room on Wednesday night and that a hotel outside of the city is preferable. The driver will depart for home after the parade on Thursday and the school district will cover all other driver expenses. 09/18/15: > Rec'd FAF. BJS put in HMS box. 09/24/15: > BJS emailed and mailed Final INV #5878, $108,312.00 and made due 10/1/15. 09/24/15: > A few minutes after BJS emailed INV, Jeff called and realized he left an adult off the room list. > Total Pax is now 292 = (247 + 44 + 1 escort) > RMS / PAX 58 Q / 232 11 T / 033 13 D / 026 01 S / 001 (ESCORT = Ken DeArment) TOTALS = 83 RMS and 292 Pax (247 + 44 + 1 Escort). Does not include Bus Driver Rooms (6) or the Sick Rooms (2). > Also rec'd HIF. > BJS updated RL and sent to Brendan at Heritage / World Strides along with the HIF. > JM, please process per SOP. > BJS emailed REVISED INV #5878, $108,692.00 and made due 10/1/15. > AS these numbers are now FINAL and GUARANTEED, please review and proceed as needed. Thanks!!! __x__ JM __9-25-15__ ____ TW ____ ____ HMS ____ 09/30/15: > Rec'd check #3328, $108.692.00. > Pending no other changes, account is PIF. 11/6/15: > BJS emailed INV #5916, $2,700.00 for the 45 Parade tickets at $60 each. Due: 11/16/15. 11-19-15 >Rec'd Check #3352 in the amount of $2,700.00 2-1-16 >Rec'd Check #11-24/1210 in the amount of $1,435.00 2-3-16 >Rec'd CHECK #12264 IN THE AMOUNT OF $2,590.00 FROM HERITAGE.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

Bose Headphones
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 )	1/20/15: > $375 / DOF (255) = 1.48pp. 9/24/15: > $375 / 2751.37pp.

Ken DeArment
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 )	1/20/15: > BJS used $750 / DOF (255) = 2.95pp. 08/19/15: > BJS sent EM to Ken with IOGs - Hi Ken! I hope this finds you well and having a great summer. I also hope you got to spend some time with the grandchildren! BTW, we saw your daughter and son-in-law on House Hunters International – what a lovely family  I hope you are still able to accompany the BHS Band to Chicago in November. A copy of their IOG is attached. Numbers are holding very steady at the 300 mark and final numbers are to be guaranteed in the next few weeks. I have also attached North Allegheny and Seneca Valley IOGs. Again, they are requesting you as always, so it you can make it work with your schedule, we would love to have you do their trips as well. Let me know when you have a chance. Thanks, Bryan 9/24/15: > $750 / 2752.73pp. 12/1/15: > JAF paid $750 obligation on ck # 9650.

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)

Anderson Coach and Travel
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)

Barons Bus Lines
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)

Butler Motor Transit
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)

Golden Corral - Mishawaka, IN
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)

Heritage Festivals / Worldstrides
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)

Wyndham Grand Chicago Riverfront
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)

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)

Ginos East Pizzeria
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)

Ed Debevic'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)

Skydeck Chicago
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 Ed Debevics featuring Ed’s idea of good All-American fare. Your choice of: Hamburger, Cheeseburger, Grilled Chicken Sandwich, Veggie Burger (all topped with Lettuce & Tomato, served with fries); Hot Dog (Plain or Chicago Style, served with fries); Grilled Cheese (served with fries); or a Caesar Salad with or without chicken (served with a roll.) All meals include unlimited Soda, Coffee and Tea. Dont worry---we didnt forget about dessert, enjoy a home-made chocolate brownie.
Item Notes ( Print Note )	1/6/15 >HMS spoke with group sales and they are finalizing the new menu. Date is good. Should send me menus by the end of this week. 1/13/15 Group Name: Butler HS Band Contact Name: Hollie Stevenson Phone: 724-287-3222 ext 202 Fax: 724-287-5333 Cell Phone: 724-991-6121 Email: hollie@ccistravvel.com Address (street, city, state, zip): 114 Aubrey Drive Butler, PA 16001 Event Date: 11/26/15 Start Time: 12:00PM Guest Count: 300 Package: All American 1/21/15 <Received email that they are closed on Thanksgiving, but they are trying to open since it would be a buyout for lunch >emailed I hope you can get permission to open. We put the restaurant in the group’s proposal and they are very excited about coming. They are not going to be able to come any other time. I may have another 45 people to add to the group. We also do a trip for the parents that are not chaperoning. Please let me know ASAP. THANKS!! 4/1/15 >HMS faxed signed contract with deposit

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	Enjoy Brunch aboard the Spirit of Chicago featuring a 2 hour lakefront cruise to include Spirit Salad of Mixed Greens tossed with Cranberries, Chili Almonds, and Apples, served with Roasted Garlic Balsamic or Apple Bacon Vinaigrette. The Breakfast selections include Cheddar Cheese Omelets; Applewood Smoked Bacon; French Toast with Maple Syrup, Cinnamon Whipped Cream, Dark Chocolate Shavings and Fresh Berry Sauce; and Hash Browns. The Entrees include Signature Spirit Short Ribs, Pan-Seared Chicken topped with Wild Mushroom Ragout, served over Herbed Polenta; Cavatelli tossed with Roasted Vegetables and Tomatoes in a Fontina Cream Sauce; and Grilled Vegetables. Dessert is Mini Desserts, Cakes, Pastries, and Cookies.
Item Notes ( Print Note )	1/6/15 >HMS made reservation >will do brunch buffet >will get contract out >$43.20 1/7/15 >HMS signed and faxed contract 5/14/15: >Spirit charge processed $3152.90 on AMEX. 11/11/15 >HMS made payment 11Please see attached food allergy form for Butler HS Band #1970759 on 11/27/15 at 10:00AM. THANKS! /158/15

Field Museum of Natural History
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)

Medieval Times Dinner & Tournament
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)

Spirit of Chicago
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)

Navy Pier
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)

Ryans Grille - Sandusky, OH
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)