CCIS: Manage Trip


Updated	Mon Dec 11, 2023
Trip Name	Glenelg and Marriotts Ridge HS Dance-New York, NY-12-15-2023
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 )	Glenelg, MD to NYC = 205 miles = 3.5 hrs. non-stop DAY TRIP 8/31/23: > Don't kill me...I know, another day trip. > Jennifer Seye was referred by Kassidy - the theater teacher at GHS. > Word seems to be spreading that we are the company to work with! > Day trip this year (I know) but could be overnight potential. > First one in a while - want to make sure it's successful. > Teaming up with the dance teacher at Marriotts Ridge - another big HoCo school, so good PR potential with them. > Looking at Dec. 16 - but, open to Dec., 9. > Main thing - see Rockettes Xmas show, do a dance workshop. > She has a bus quote from Eyre - but that's it. It's about $3500. Not married to them, and they are usually expensive. So getting at least another quote from an HCPSS approved co. would be good so we can build in our cost. > She has looked into a private dance class at Broadway Dance Center. They told her they could do a class for like $26. But it was kind of early to schedule. She is open to bway inbound. > No bway show. > Budget - she feels like if $400 or less would work. > Obviously - show availability is the main factor. > BT created an IOG that I think would work. The good part is that they are open to us including lunch and dinner if it works in the budget before heading home. I really did push hard on the overnight thing and thought I almost had her - but with the tight turnaround, doesn't want it to flop. Think there is future potential here. > BT did not schedule the IOG R&A as I thought we should talk first. But I did add to WB. __X_BJS__X__ ___ CW ____ ___ HMS FYI 9/5/23: > BJS reviewed and updated IOG - times were too tight between events, so had to adjust. > BT, 1PM & 4 PM shows of the Rockettes are the most expensive of the day. 10AM and 10PM are the least, and 7PM is in the middle. > ALSO, The same shows on Friday. 12/15/23, are significantly less expensive, like close to $100 less. > Can they change to Friday? > I would also suggest they do the 10AM Show whichever day they'd go. > 10AM show would require a 5AM departure from the school. > BJS put on the same IOG an option showing how the 10AM show would work. > Ready for IOG R & A. __x__ BT ____ ____ CW FYI 9/6/23: > BT had IOG R&A with Jenn and Caitlyn (dance tchr at Marriotts Ridge). > They both agreed that 10am show is best and would like to plan for Friday, Dec. 15 for the better pricing. > They also think this is a good first step to an overnight trip next year...so that's good! > BT updated IOG and TPMS dates and times. > They are going to start approval process on their end. > Scheduled TO for 9/20 at 3pm - but with a Dec. trip if it's ready earlier that would be good so we can get moving on K. __X__ BJS __X__ __x___ CW ____ 9/19/23: > BJS reviewed and updated due dates above and then before adding standard attachments since BT forgot. > Not sure we can play with these any more as trip is so close to departure and they want tickets for Rockettes. . . > BJS completed TO Pck for tomorrow's meeting. __x__ BT ____ ___x_ CW ____ 9/20/23 > Radio City Christmas Spectacular tickets held, need a nonrefundable $994 deposit to officially secure since its so close to the show already. > this would be needed as soon as possible to ensure they get the tickets at the best price _x__ BT ___ ___ BJS ___ 9/20/23: > BT had TO presentation with GL. > Adventure is charter choice. > Go to K - HoCo style - asap for immediate approval and 10.6 1st payment. > They are going to see if they can pay the $994 up front for the tix. Will advise asap. __X___ BJS __X__ ____ CW _____ 9/28/23: > BJS sent Contract Packet to Jennifer per HCPSS SOP. > K due 10/6/23 > 1st $ due 10/16/23 > Forms due 10/20/23 > Final Balance due 11/6/23. > BT will check back in with Client re: getting us the Radio City ticket $ ASAP and hopefully in advance of the K signing and 1st $. ____ BT ____ ___x_ CW ____ 9/29/23: > GL has rec'd K and submitted all for approval. > Re: deposit for Radio City - GHS bookkeeper won't cut a check until trip is approved. Perhaps MRHS can. > I have sent an invoice and suggested that, worst case, they have a check ready to send as soon as K is signed. Send via trackable method and send copy of check. OR pay via ACH if possible. > Will advise on any updates. __X__ BJS FYI __x__ CW FYI 10/13/23: > Rec'd signed Contract. > As group is now UNDER CONTRACT, please review and proceed as needed - thanks! __x__ BT ____ _x___ CW ____ ____ MLL FYI 10/13/23 > Radio City Chirstmas tickets need to be paid asap or they will be released, they are non-refundable, $3,976.00. > i know this group has a really short turn around. Can we do an ok to pay for these? or just make the payment? please advise. ___ BT ___ ___ BJS ___ 10/20/23 > CW changed Havana Central to Margaritaville due to availability. > Meal count will be needed, CW will send over info shortly. _x__ BT ___ ___ BJS FYI 10/23/23: > BT reviewed all forms downloaded and rec’d on 10/23/23 (Pax List, BL, FA, FPGF, EPGF). > Total Pax = 53 (44 + 9). > PAX STUDENTS / 44 ADULTS / 9 TOTALS = 00 ROOMS and 53 PAX (44 + 9). > AE Updated Bible Numbers, IOG, and Status Schedule. > As these numbers are now FINAL and GUARANTEED, please review and proceed as needed. > Comps are 2. > The group will be traveling on 1 bus. > AE updated Tiered Pricing and checked Final Tier Pricing box. The group is in Tier 1. > AE completed AE portion of the Invoice Preparation Procedure. > Group has no meal credits, so Till data upload not required. > AE added booster tag info to Booster Tag Google Sheet. > Final date payments are accepted in GroupCollect was 10/19/23. ____ BJS ___ ____ HMS _____ __x__ CW _____ ____ JHT _____ 10/24/23: > GL wants the Jazz dance workshop. __x__ CW ____ ____ BJS FYI 10/24/23 > Margaritaville Meal Count doc available in their forms folder. > Due 12/1/2023 _x__ BT ___ ___ BJS FYI 11/01/23: >Shipped 53 name tags, resealable holders, & lanyards each >Shipped (1) Osprey backpack >Expected arrival 11/06 11/20/23: > BT and and BJS reviewed invoice. > Balance due = $1447.13 due 12/1/23. > BT sent final inv. to GLs. 12/1/23: > BJS EMd FINAL ItINERARY BOOKLET to Jennifer as well as her colleague at Marriotts Ridge and all staff as well as a copy of the Receipt Form. > FI Box is to be shipped this afternoon via UPS as soon as the Radio City Rockette Tickets arrive. They are on the FedEx truck now and expected to be delivered before 1.50PM. > As Final Itinerary & Booklet are complete, please review and proceed as needed. Thanks all! __x__ BT ____ ____ CW ____ ____ MLL FYI ____ LF FYI 12/1/23: > CW - meal selection for Margaritaville is now in DB. ____ CW ____ ____ BJS FYI 12/8/23: > Check #7514595 rec'd for $1447.13 for final invoice. > Group is now PIF. > BT updated on Invoice prep.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Group Collect
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 )

Booster Tag Luggage Tags
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 )	11/06/23: > LF ordered booster tags

DST Thank You Gift
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)

Safer Travel Care Package
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)

Gunther 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)

Adventure Tours
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)

Radio City Music Hall Christmas Spectacular
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)

Broadway Inbound - Workshops
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)

Hard Rock Cafe - N.Y.
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)

Times Square
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)

Havana Central
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)

Margaritaville Times Square
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	Enjoy today's Lunch at the Hard Rock Café featuring your choice of a Hard Rock Cheeseburger served with Fries, BBQ Pulled Pork Sandwich served with Fries, Grilled Chicken Sandwich with Fries, Veggie Burger served with Fries, or Grilled Chicken Caesar Salad. All meals are accompanied by unlimited Soft Drinks, Coffee, or Tea and a Chocolate Chip Cookie.
Item Notes ( Print Note )