CCIS: Manage Trip


Updated	Fri Jun 04, 2004
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 )	11/5/03: > DSC "spoke" with client via e-mail > wants Universal , Lights Camer Music! > wants to leave in the evening hours on 4/21/03 to get to Florida to go to Sea World, then chek in hotel, then go to Medieval Times for the evening. > Wants to return on 4/25/04 in the am so will leave after the last activity on 4/24/04. > extra day at Universal > Get Bus Quotes > This is not Lee Davis, so we have to keep the cost down as low as possible sooooooo don't ask me why they want to go to Sea World and then Medievela Times!!! My guess is this will get changed, but he wants it for now! > Needs as soon as possible! (What's new??) __X__BJS__X__ 11/10/03: > Dates have changed and BJS updated Bible screen accordingly. > Would like to stay at the Holiday Inn and Suites Universal Studios if available. 11/18/03: > BJS completed IOG and made attachments in system as able. > BJS faxed CQRs to Martz, Newton & Spirit > DSC is meeting with Client tomorrow afternoon (Wed. 11/19/03). > HMS, please review and update attachments as needed. > MPB, please confirm hotel arrangements. __X__ HMS __X__ __X__ MPB __X__ 11/18/03: > BJS completed and processed PTP. > BJS emailed to DSC and client as he wanted a copy in advance of their meeting tomorrow afternoon. 11/24/03: > Per DSC mtg with Client - DATES HAVE CHANGED. BJS updated Bible screen accordingly. (May 19 - 23, 2004) > Also, deleted SeaWorld and their meal voucher and replaced with Wet n'Wild and their picnic. Also changed Saturday's lunch at HRC to Universal Meal Voucher in Park and deleted Friday's Dinner at Universal via a meal voucher and replaced with a $10 Meal Credit and shoopping time at Downtown Disney. > BJS updated IOG accordingly. > DID NOT MAKE ANY CHANGES or ADDITIONS TO ATTACHMENTS INVOLVING MPB or HMS. > Once hotel and charter company is confirmed over new dates, we will prepare revised rate and share with Client. __X__ MPB __X__ __X__ HMS __X__ 12/2/03: > BJS and DSC spoke about Revised IOG and then prepared revised Rates. DSC to share with Director and get back to us on how to proceed. BJS made no changes to attachments. > BJS updated rates on Bible screen. __X__ HMS __X__ 12/5/03: > BJS spoke with DSC to see if they were ready for K. She is supposed to get definitive answer on Monday, 12/8/03. 12/12/03: > rec'd email from DSC, please go to contract on this group. > Bus choice is Spirit Tours. > PLEASE SEND HIS CONTRACT TO HIS HOME ADDRESS SO HE WILL HAVE IT WHEN HE GETS BACK FROM BOSNIA AND PERHAPS HE WILL COMPLETE HIS UNIVERSAL APPLICATION AND GET ITO US BEFORE THE HOLIDAYS!!!!! > MPB & HMS, as this is going to Contract, please review latest IOG, update attachments, and confirm all arrangements as needed. Thanks! > Contract to mail NLT 12/17/03. __X__ HMS __X__ __X__ MPB __X__ 1/1/04: > BJS completed Contract Packet including Deposit INV #3739, $8,250.00 due with K on 1/23/04. Also included First Payment INV #3740, $19,174.00 due 2/19/04. > MPB, please process per CCIS SOP and mail FedEx SON on Friday. > This is a Debbie Cleint. > RL = Sextuple > NO CCIF required as we are doing their transportation. > Include Universal Studios Lights, Camera, Music! Application Materials packet in front pocket of Notebook per SOP. > Thanks! __X__ MPB __X__ 1/14/04: > Rec'd Henrico County Transportation Agreement from Scott, so BJS completed all but signature portion and then faxed to Robyn at Spirit Tours. Asked that she return to our office and then BJS will fax back to Scott. 1/15/04: > BJS faxed completed Transportation Agreement to Scott Marshall at Varina. 2/3/04: > Per DSC, Scott expects counts to be closer to 61 (52 + 9) He has also said these numbers may fluctuate up or down a bit, so BJS will base revision on 70 pax (60 + 10). > BJS updated IOG and Bible, as well as reviewed rates and updated as need. These prices are based on 61 - 70 Total Pax. (DOF = 59) > We can reduce rate by $10pp by eliminating an additional comp and the cameras. > DSC will share revised rates with Scott and then hget back to me on how to proceed with revised Contract pages and Invoices. 2/3/04: > Per DSC, client is fine with Rate changes. BJS to proceed as needed in order to get the contract and $$$ from Henrico County. 2/11/04: > BJS faxed and mailed revised PTP, Contract Pages and Invoices to Scott's attention - reflecting what he projects to be closer to his actual numbers, as required by Henrico County. > Revised Deposit INV #3739, $5,250.00 due 1/23/04 and Revised First Payment INV #3740, $15,244.00 due 2/19/04. 2/25/04: > Rec'd Contract via fax (with many mark-outs). > BJS confirmed receipt of K with Scott Marshall, but did not sign and return a copy, for as best I can tell, we do not agree with all of these markings. > As this is now UNDER CONTRACT, please proceed as needed. 3/1/04: > Rec'd check #9315, $20,494.00 - Deposit & First Payment INV are PIF. > AS K and $$$ is now in hand, please proceed as needed. Thanks! __X__ MPB __X__ __X__ HMS __X__ 3/19/04: > Rec'd FPGF, RL & HIF via fax. > Total Pax = 59 (50 + 9) > Rms / Pax 5 Sx/ 30 4 Qt/ 20 0 Q / 00 2 T / 06 1 D / 02 1 S / 01 TOTALS = 13 ROOMS and 59 POAX (50 + 9) > BJS updated IOG and Bible accordingly. > HMS & MPB, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! __X__ HMS __X__ __X__ MPB __X__ 3/22/04: > Per DSC, Scott called her and wants to add three additioanl pax. 3/23/04: > BJS faxed DSC room list so she could find out where to place the 3 additional pax - also told her to make certain he faxes PCCF. 3/23/04: > Rec'd PCCF and REVISED RL from Scott. > REVSIED Total Pax = 62 (51 + 11) > Rms / Pax 3 Sx/ 18 5 Qt/ 25 2 Q / 08 2 T / 06 2 D / 04 1 S / 01 TOTALS = 15 ROOMS and 62 PAX (51 + 11) > BJS updated IOG and Bible accordingly. > HMS & MPB, as these numbers are now REVISED & GUARANTEED, please review and proceed as needed. Thanks! __X__ HMS __X__ __X__ MPB __X__ 4/21/04: > BJS faxed and mailed Final INV to Scott's attention, #3867, $12,240.00 - due: 4/2/04. 4/26/04: > Rec'd PCCF and updated RL from Scott Marshall, Director. > BJS processed RL and updated MPB's computer version. > Revised Total Pax = 61 (51 + 10). This is a net loss of one participant. > REVISED Rms / Pax 3 Sx/ 18 5 Qt/ 25 2 Q / 08 2 T / 06 2 D / 04 0 S / 00 TOTALS = 14 ROOMS and 61 PAX (51 + 10) > BJS updated IOG and Bible accordingly. > HMS & MPB, as these numbers are now REVISED again & GUARANTEED, please review and proceed as needed. Thanks! ____ HMS ____ ____ MPB ____ 4/27/04: > BJS faxed and mailed Revised INV #3867, $12,119.25 due: 4/2/04. > Included one cancellation fee of Pax #62 (Single Package was the net change). 4/27/04: > Rec'd check #9579, $12,240.00. > ACCOUNT IS PIF, with refund due back to client for $120.75. > BJS will send refund with FI Packet. 5/13/04: > BJS emailed FI to Scott and Debbie. > DSC to deliver Final Packet on Monday afternoon.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

$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	Dinner from your choice of eateries en route, via a $5 Meal Credit.
Item Notes ( Print Note )

$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)

Homewood Suites-Universal Studios
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)

Medieval Times Dinner Attraction
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)

Universal STARS
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)

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)

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 )	11/17/03: > BJs attached Holiday Inn and Suites Universal as 1st Choice. Client styaed there last year when Director at Lee Davis HS and is now at Varina and would like to stay there again. 11/18/03 >Pam Cooke out of office. Left VMM for Olga Torres @ ext. 3342 requesting rooms WCB. Sold Out. 11/18/03: > BJS and MPB reviewed FOE Orlando 1 block and decided that we could afford to place Varina at the Homewood Suites Universal Studios. > No separate contract required, they will just use a portion of the FOE block. > Rate = $80.00 / Suites + 11.5% tax, including Deluxe Continental B-fast. 11/24/03 >Dates changed per BJS. Called Homewood Suites, Universal, rooms are available, requested contract. 12/12/03 >Have not received contract. Spoke with Rick to follow up. Transferred to Kerri Colon. She still has rooms available. Will send contract today. 12/15/03 >Received contract, signed & returned. Should be good to go. 3/22/04 >final count per BJS 13 rooms 59 pax (50+9) 3/23/04 >PCCF 15 ROOMS and 62 PAX (51 + 11) 4/12/04 >call from Keri Colon. MPB gave her final room count, reduced contract amount. Keri is faxing new contract. 4/23/04 >Call from Keri, they can't read room list. MPB typed and faxed. 4/26/04 >rec invoice, reviewed & req ck. 4/26 >per BJS, rec'd revised room list. Final-final count 14 ROOMS 61 PAX (51+10) 5/6/04 >per DSC can we add 1 adult single? Check with hotel 5/12/04 >per BJS: see if we can straighten out the outstanding AMEX charges from the hotel before we send payment 5/18/04 >faxed FI and final room list, requested invoice. 5/19 >Left VMM for Amy to verify that she received the FI & final room list by fax yesterday and to confirm the balance due so we can fedex today. 5/20/04 >Per Stephanie Murdoch, general manager, the balance will be paid from the credit they owe us. (credit came from an incorrect billling on the AMEX bill )

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 Registration Fee Quantity
Festival Application	To Client From Client To Festival From Festival
Item Notes ( Print Note )	11/18/03: > BJS attached and inserted the 2Day Rate 1/13/04 >MPB sent application, tape and photo to LCM 2/12/04 >MPB sent stage technical chart, authorization & medical forms to school. Technical chart due back to CCIS 3/16/04. 4/05/04 >NOTE: this is a parade band. No set up is required. 4/06/04 >MPB ordered 2-day park passes. HMS has ordered meal tickets. 5/13/04 >Call Felipe where are our tickets? Left VMM >Fill out release forms for DSC to deliver on Monday >Call from Monique. She has order but is holding for payment. Told her we had sent AMEX pmt on 4/6 but has not cleared the acct.. She took information by phone, will UPS overnight the tickets to us. 5/17/04 >call from DSC. Not enough time to get permission forms signed. Will their usual forms be OK to use or can they use a blanket permission for the entire group? MPB called LCM, spoke with Angie (and left VMM for Felipe). She thinks school forms will be OK, bring a blanket form just in case. She will tell Felipe so he is aware. >Call from Felipe, school forms will be fine. 5/21/04 >Call from Felipe: group's picture did not turn out and they would like to reshoot. MPB gave him cell phone # 804-338-1777 and hotel number to give Scott a message.