CCIS: Manage Trip


Updated	Sun Apr 17, 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 )	12/17/01: > BJS completed PTP based on DSC's conv with Cleint on 11/19/01. > DSC is meeting with Client later today. > BJS processed PTP per SOP and included extra copy for Band Director. > This group will be handled as a single account in the system; however, we will need to bill the band and choir separately. > BJS made attachements in system. > Group is handling their own transportation. > MWL, please add Fiesta-val applications ofr Band & Choir to PTP packet. > DSC to pick up this am at approx. 11AM. __X__ MWL __X__ 12/20/01: > Rec'd Fiesta-val Application for the Band Director. He did not mark a concert band or parade performance area, only indoor guard and marching drum line. Surely he is doing one of these large ensemble things. . . We will need to know prior to sending app to fiestaval. > MWL, please coordinate with DSC on getting this answer. Thanks! __X__ MWL __X__ 12/21/01: > Per DSC conv with Client, they are ready for Contract. > Want to include Braves game if and when available - cheapest seats. We will cross this bridge as soon as we get the schedules. > MWL, please review and confirm all inclusions as needed. K to be done NLT 1/3/02. > DSC delivered the Choir's completed Fiesta-val application to the office. __X__ MWL __X__ 1/3/02: > BJS spoke with DSC re: Baseball as Braves appear to be in town. > DSC to call Client to check on choices as follows, prior to our completing Contract. > Deletion of Student Dinner Theatre is not an option as it will screw up their bus driver hours. > Option #1, delete HRCafe, go to game and have $10 meal credit for dinner at game with a NMT $12pp increase. > Option #2, keep HRCafe dinner and then to game with a NMT $15pp increase. > DSC will check with Client as soon as they return to school and advise, then we will go to Contract. > MWL, please proceed as needed. __X__ MWL __X__ 1/14/02: > Per DSC conv with Cleint . . > Wants Option #2, keep HRCafe dinner and then to game with a $15pp increase. (MWL order the $12 or $13 tickets). > BJS upped rates on TPMS by $15 per person. > BJS revised IOG accordingly. > MWL, please proceed as needed, update arttachements, confirm, etc. > K to mail NLT 1/16/02 and be due on 2/1/02 along with a deposit / First Payment of $75pp. __X__ MWL __X__ 1/14/02: > BJS completed PTP Rev1. > BJS completed Contract Packet, including separate Deposit / First Payment INV #3068 (Choir - $5,475) and #3069 (Band - $8,925) due with K on 2/1/02. > Contract Packet Cover Letter included PS to see Revision with new rates and to mark Room List with C & B so we will know who to bill on Final Invoices. > HMS, this is a Debbie Client. > HMS / MWL, please process per SOP and mail USPS 2-day in a box on Tuesday. ____ HMS ____ ____ MWL ____ 1/16/02 > MWL LM for Cathy to call ASAP to answer some questions for the festival company. (She had already gone for the day today.) 2/6/02: > BJS asked DSC to get status check on K & $$$. 2/15/02: > BJS LM for Kathy to call today to let us know what is going on here. Asked that she call before Lunch time if at all possible. > MWL called and tried to get through to Cathy (called Main Office). > LM with Front Office for Cathy to call ASAP. 2/18/02 > What a dumb woman--what part of "we need your K, FPGF, Rooming List, etc. in our office ASAP" doesn't she get?!?!?! These things have been due for a couple of weeks (the K anyway) but she hadn't even looked in her K notebook for the Room List or any of that stuff!!!! Anyway... > BJS, please call Cathy Tuesday re: Financial stuff--she needs to know more detail than I was able to comfortably explain (She wanted breakdowns for lower numbers: 96st/16 adults = Band; 46st/11 adults = Choir). Also, she needs another explanation about the PCCF--she doesn't understand the way it works. Please call her DL after 11:00AM; if you can't reach her there, lv msg for her @ the Main Office (-7700). See me with any ?'s re: specific conversation. > Supposedly, she will be faxing the signature page of her K TODAY. __X__ BJS __X__ 2/18/02: > Rec'd signed Contract via fax. > Check for $12,000+ has been requested and is on its way. 2/19/02: > BJS called Cathy . . . > Comps are 3/band and 2/choir (this is a change from original proposal) based on now lower numbers. Package Rates will be unchanged. > BJS shared this info with Cathy. > Check request is at the Book Keeper. > Room List, FPGF, HIF, CCIF, etc. will all be faxed on Monday or Tuesday of next week. 2/20/02: > Cathy called re: Driver's Room Rate - not sure who is going to be responsible, but was in the process of completeing the CCIF. > BJS quoted a rate of $92 inclusive / night and this would include B-fast. 2/25/02: > Rec'd check #31728, $12,225. Applied $8,100 toward BAND INV #3069 and $4,125 toward Choir INV #3068. > Balance due on Band INV #3069 = $825 > Balance due on Choir INV #3068 = $1,350. 2/25/02: > Rec'd FPGF, Room List, HIF and CCIF. > Everything made sense EXCEPT the CCIF - it shows Charter Company repsonsible, but asks us to make the arrangements. We do not do this. . . BJS to call on Tuesday and explain in order to get it straight and avoid confision. We need to revise this form for next year - it has happen much too often this year. > Total Pax = 166 (134 + 32) > Rms / Pax 01 Qt/ 005 30 Q / 120 03 T / 009 15 D / 030 02 S / 002 TOTALS = 51 ROOMS and 166 PAX (134 + 32). > BJS updated IOG and Bible accordingly. > Choir totals 61 pax (48 + 13) > Band totals 105 pax (86 + 19) > MWL, as these numbers are now GUARANTEED, please proceed as needed. Thanks! 2/26 MWL ____ 2/26/02: > Chris Smith, Band Director's Direct Line = 757- 886-7717 > BJS called Chris re: CCIF. LVM. 2/28/02: > BJS called Chris again re: CCIF. > LVM 3/1/02: > Chris called - the group is responsible for the driver's room reservation and payment - he wants us to do it. BJS marked form accordingly and processed per SOP. 3/12/02: > BJS faxed and mailed INV #3128, $17,519 due 3/4/02 to Chris Smith's attention for Band Portion of trip. > Total due on BAND's Account = $18,344. BJS also sent Statement reflecting this amount. > BJS faxed and mailed INV #3130, $9,949 due 3/4/02 to Cathy's attention for Choir Portion of trip. > Total due on CHOIR's Account = $11,299. BJS also sent Statement reflecting this amount. > BJS also updated fax number in system (757-872-6542). 3/14/02: > Cathy called BJS - wanted to make some changes on the room list in order to delete a single. BJS made changes accordingly. Total Pax did NOT change, but number of rooms and choirs portion of the bill did. > Then she called back and added a student, Issac Coleman. > Total Pax REVISED = 167 (135 + 32) > Rms / Pax REVISED 01 Qt/ 005 31 Q / 124 03 T / 009 14 D / 028 01 S / 001 TOTALS = 50 ROOMS and 167 PAX (135 + 32). > BJS updated room list, bible and IOG accordingly. She will fax PCCF for this Choir related change. > REVISED Choir totals 62 pax (49 + 13) > Band totals 105 pax (86 + 19) > BJS revised Choir's Final Invoice and faxed / mailed to Cathy, #3130, $9,957.00. Also sent statement showing total due for choir portion as $11,307.00. ____ MWL ____ 3/25/02: > Mailed 167 cams to Cathy's attention. 3/28/02: > Rec'd check #31851 from Choir for $6,350.00. Balance due on choir portion of account = $4,957.00. > Balance due on Band Portion of account = $18,344.00. > BJS faxed Statements to both parties. 4/01/02: > Cathy and Chris both called with Changes on 3/29. BJS made notations on Room List as this was probably the best place to do it . . . > REVISED Total Pax = 171 (139 + 32) > REVISED Rms / Pax 01 Qt/ 005 33 Q / 132 00 T / 000 17 D / 034 00 S / 000 TOTALS = 51 ROOMS and 171 PAX (139 + 32). > BJS updated room list, bible and IOG accordingly. > Chris faxed PCCF as he said he would. > Band Totals = 110 (90 + 20) > Choir Totals = 61 (49 + 12) > Cathy said she would fax PCCF, but never did (she was too anxious to head off for Spring Break - Whatever!!!). We will proceed as if this is official, for we cannot wait for them her to return from Break to get us the form. (4/5/02 - she finally faxed the form). > MWL, please process as needed and advise BJS as to any and all problems, additional charges, etc by mid-week. They will need to be re-invoices once again . . . Thanks! ____ MWL ____ 4/5/02: > Cathy called - needs band & choir to have separate Director's Folios. BJS said no problem. 4/10/02: > BJS faxed FI to both Chris and Cathy. > Also included Revised Final Invoices, etc. Band = $19,554 DUE ON ACCOUNT! > Choir = $4,795 DUE ON ACCOUNT! > BJS mentioned in Fax Cover Sheet that we cannot release FI Packet until Balances are PIF. > We will need to send 4 additional cameras in the Band's Box totaling 171 (167 + 4) cameras overall. 4/10/02: > Rec'd choir check #31882, $4,668.00. Balance due on account = $127. > BJS sent fax to Cathy explaining that she needed to fax a copy of the check for the balance and then mail it. Upon receipt of the fax, we would FedEx SON her FI Packet. > Balance on band Account remains at $19,554.00. 4/12/02: > Rec'd check #31899, $18,344. Balance due on account = $1,210.00. > BJS LVM re: fax copy of PO on Monday, 4/15/02 for balance and we will then FX PON packet so he has it Tuesday AM. BJS sent fax stating the same. 4/15/02: > Chris called BJS to discuss Balance Due. His numbers equaled my numbers, so he faxed PO and then BJS FEXPON his FI Packet. 4/16/02: > Rec'd check #31904, $127 from Choir. Choir portion of account is PIF. > Balance due on Band = $1,210.00. 4/22/02: > Chris called, everything was excellent other than hotel! Sent card and plate with 2-pieces of pineapple and 1-strawberry, crakers & 2 pieces of cheese. Very nicely presented, but not much. > Front Desk People & Management were not very helpful, computerized key cards did not work on the second night. Took front desk manager 20-minutes to re-key his room. Asked for 5:00 wake-up calls - on Saturday morning, made no make-up since computer was down - made no efffort to make calls by hand . . . Chris had to make all the calls himself. > Chris spoke with Manager On Duty (Jay) - not very helpful on Saturday morning. Asked for refund or some type of compensation. Accounting Manager would need tolook into this on Monday. > One set of Bus Drivers were put in a King. Hotel tried to say they did not have enough rooms / that we did not provided for enough rooms. Chris had our copies of the room list which we faxed to the hotel, proved that we did have the correct number of rooms. > MWL, please follow-up with hotel and check on some type of refund. __X__ MWL __X__ 4/22/02 > MWL spoke with Gail Pullen (DOS) re: the above. > She is very concerned and we reviewed the goings-on of the group. > Per Gail, ALL people were in rooms by 6:05pm on that Thursday evening--she was there. > MWL went through Chris's Friday AM list and today's list (from above) with Gail. > She understands our concerns and wants to do all she can to "make it right". > MWL used the term "too little too late" in what could be done for the Client itself, but insisted that something be reimbursed--Gail had already comped Chris's room, MWL requested the comp of Cathy Worley's as well in addition to anything else Gail could think of to take care of it. > She also wants to write a letter of apology to the school principal--name? > Gail asked for 24 hours (NLT noon tomorrow) to come up with a list of things to "fix" the problems. > MWL told her that was fine--but NLT than noon as we should get back to the Client ASAP. > On a somewhat "side note", MWL also indicated that we were bringing our festival to Atlanta next year and that this situation (in combo with Tucker from last year) absolutely did NOT bode well for her property. She understands very well. 4/23/02: > BOTTOM LINE: She will refund one (1) night's Room/Tax for the 14 rooms that were not ready for an hour after check-in. This is addition to the 2 Director's Rooms for both nights being comped. > This is a total of 18 Room Nights (+/- $1,653.12) being comped by the Hotel. She took full responsibility for the mess-ups and apologizes for any inconvenience. > She will process Credit to our account by tomorrow. > BJS to decide on actual amount WE will return to Client and call accordingly. __X__ BJS __X__ 5/28/02: > BJS called Chris - what an asshole's attitude. > I explained that once we had the credirt he would get it. Did not want to wait until we had it "Ball is in your court and blah, blah, blah . . ." > He is concerned that school will be out June 13, 2002 and he needs to have it by then. > BJS will update NLT Thursday, 5/30 INW. 5/30/02 > MWL called and LVM for Chris that a refund check in the amount of $1,653.12 was put in the mail this afternoon to his attention at the school. > All should be frickin' finished with this now! :)
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Holiday Inn Select Perimeter
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 )	11/19/01: > BJS spoke with Paul - he does not have rooms but will put us in the Holiday Inn Select Perimeter. 11/20/01: > Rec'd K from Holiday Inn Select. 11/30/01 > Gail called to check and see that we got the contracts. > Everything is fine--MWL explained our situation with this group. > She is fine with that--please keep her posted. 12/11/01 > MWL called and LVM for Gail re: follow-up on this group. 12/12/01 > Gail returned call--MWL confirmed our situation re: due dates, etc. > She is fine with that and we decided that we would simply be on a "first right of refusal" for this contract. 12/14/01 > After discovering we had a better rate last year at this hotel, MWL inquired to DOS, Gail, to see what could be done--left VM. > Gail called back--bottom line: $82 + 12% with b-fast included. > MWL made changes is attachment. 1/17/02 > Gail called to follow-up about this group. > MWL couldn't get computer to go (froze up briefly) so guessed at first of next week. > After hanging up, finally got to correct screen--Contract from Client isn't actually due in our office until 2/1. MWL called Gail and let her know the above--she really appreciated the call. 2/26/02 > MWL called and spoke to Gail about this group--all is officially official. 2/28/02 > MWL faxed signed K to Gail this afternoon. > All should be set for now. 3/27/02 > MWL faxed RL & HIF to Gail this afternoon. > After, of course 3 reminders from other members of her staff!!!!!!!!! Geesh!!!! 3/29/02 > Per Sabrina, they cannot do roll-aways except in King rooms. > Sabrina also checked availability and said they were "tight", but could probably add one room at the same rate. > MWL told her that we would get back to her about all this, but do not hold an extra room at this time. 4/3/02 > MWL LVM for Gail re: our situation. 4/5/02 > MWL called and spoke to Sabrina--one more extra room will not be a problem. > MWL tax REVISED Room List and she will take it from there! > Done and all set. 4/8/02 > MWL called to confirm b-fast situation. > LVM for Sabrina. > Sabrina called back--Breakfast in restaurant: Bristol Bar & Grill. > Breakfast coupons will be provided @ check-in for both days. 4/9/02 > Recv'd estimate bill from Sabrina. > All seems in order. 4/17/02 > MWL faxed CC# Authorization for PIF this afternoon. > All should be set for this group. 4/19/02 > BIG probs with Denbigh--called and spoke to Sabrina about them--she will relay to Gail and Gail will call on Monday. 4/22/02 > MWL spoke with Gail this morning about Denbigh's experience. > Per Gail, they were apparently in their rooms by 6:05pm. > Regardless, (MWL was NOT getting in to a he said/she said thing!), she needed to do something about what had transpired with this group. > The Client is asking for a refund of some kind--right now Gail is prepared to comp One room for 2 nights for Chris. MWL said Cathy's needed to be comped as well and that was the LEAST she could do. > Gail is to go int o mtg with her staff/operations team and see what else needs to be done. > She not only needs to kiss Denbigh's ass, but OURS, too as we are bringing our festival to Atlanta in Spring 2003. > WE shall see! 4/23/02 > MWL LM with Maureen in Sales & Catering for Gail @ 12:50pm. (She was to have called NLT 12 noon.) > MWL made it VERY clear that we needed to know what was going on ASAP as the Client is calling and asking what we have been able to negotiate on their behalf at this time. > Asked for a CB right away!!!! > Upon returning from lunch, checked email--Gail had emailed proposed refund. > BOTTOM LINE: She will refund one (1) night's Room/Tax for the 14 rooms that were not ready for an hour after check-in. This is addition to the 2 Director's Rooms for both nights being comped. > This is a total of 18 Room Nights (+/- $1,653.12) being comped by the Hotel. She took full responsibility for the mess-ups and apologizes for any inconvenience. > She will get the Credit to our Account processed by tomorrow and all should be set. > BJS to inform Client of Refund situation. 5/21/02 > Chris called to check on status of their refund. > Quite simply, MWL reassured Chris that it was on its way, but that we needed to confirm the refund credit to our account before we could send the refund to him. > He understood and MWL told him we would update him as we were able. > MWL immediately put in a call AND an email to Gail re: the above--we need some sort of notification of the refund ASAP!!!! 5/23/02 > Another call AND email to Gail today re: the above. > Also, while on the phone with Paul Beezley (C-Plaza) re: another subject, asked if he could perhaps mention it to Gail--no problem. 5/28/02 > Chris LVM for BJS--checking in on status of above. > MWL called the Hotel--Gail out until Thursday---Dammit!!!! > Per Maureen, in the Sales & Catering office, she is checking our financial account and will call right back

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)

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 Theater's Customized Game Show Mania where students and chaperones have fun answering questions and competing for prizes! An electronic set is arranged side by side and students are brought up in groups to answer questions about TV themes, song titles, trivia and customized questions about them and their school! Dinner includes Garden Salad, Roasted Chicken with Vegetable Medley and Garlic Mashed Potatoes, Dessert and Beverage.
Item Notes ( Print Note )	12/10/01 > MWL spoke with Wendy about this group. > Wendy to check and get back to me. > Waiting for answer. 1/3/02 > MWL LVM for Wendy re: above group. 1/4/02 > Spoke with Wendy--all is fine for this group. > She will be faxing over K sometime today. 1/5/02 > Recv'd K via fax. > Due back ASAP. 2/25/02 > As we just now got the K and $$, MWL signed and faxed K for this event. > Will request check for the Deposit and then move on. 2/28/02 > MWL mailed out check for deposit in regular mail this afternoon. > All should be set for this group for right now. 4/8/02 > MWL faxed Game Show Questionnaire instructions to Cathy's attention this morning. > "Due back" 4/15/02, 3pm. 4/9/02 > MWL spoke with Sabrina re: details for this event. > Trinity I & II on first floor. > Menu according to their BEO's is as follows: Garden salad, Chicken Entree, rice pilaf, seasonal veg., rolls w/ butter and chef's choice of dessert. 4/15/02 > MWL recv'd from Denbigh the Questsionnaire. > MWL faxed to Wendy's attention this afternoon. > MWL will request check to go out tomorrow for PIF. 4/17/02 > MWL mailed out check for PIF today.

Holiday Inn Select Perimeter
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)

Fiesta-val
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)

Hard Rock Caf�/Atlanta
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)

Atlanta Braves
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)