CCIS: Manage Trip


Updated	Thu Jun 03, 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 )	12/3/03: > Rec'd email from Sue Snyder, Coach, with their outline on 10/23/03. (Sue is BJS's cousin) > CCIS will be going only hotels and possibly one theme park (Sea World or Animal Kingdom) as they are doing their own transportation and meals (other than Breakfast each morning at their hotels.) > Departing Indiana, PA on Wednesday March 3, 2004 and going to Farmville, VA for 1 nite. > Departing Farmville on Thursday, March 4, 2004 and going to Penbrook, NC for one night. The coach at University of NC-Penbrook told me that the Holiday Inn in Lumberton NC offers team rates for the University. Their phone number is 910-671-1166 (if it helps). > Departing NC on March 5, 2004 and will arrive in Orlando sometime on March 6, 2004. > Sue had hoped to stay where we did last year in Orlando (Homewood Suites Kissimmee, but BJS would prefer that they go to the Homewood Suites LBV since we had so many issues with the Kissimmee property last spring). > They will stay in Orlando through the night of March 11, 2004 and check out on the 12th. > Departing Orlando on the 12th for Clearwater, FL where they will spend the night on March 12, 2004. > Departing Clearwater on March 13, 2004 and will stop and spend the night of the 13th in Florence SC. > Also note, needs one additional room in Orlando for her parents (Bryan's Aunt Ethel and Uncle Ralph Snyder) > Per Sue, if they are staying in hotels with typical double / double hotel rooms, they will need 10 rooms. > If they are staying in Suites, they will need 9 suites. (except in Orlando where they will need 10, per note above) > There will be no IOG of rhtis group as it is so long and basic of a trip. > BJS called Homewood Suites LBV and LVM with specs for Jo Bailey. > BJS searched internet for hotels in other destinations and printed out pertinent information. Did not add any of these hotels to system - will let MPB do this as needed. > Remember, we need b-fast each morning at teach of these hotels. > MPB, please call the Comfort Inn, Farmville (not a whole lot of choices for hotels in Farmville!) > MPB, please call the Holday Inn Lumberton (see if they can offer a special rate as this group will be doing something with the UNC - Penbrook women's softball team). Also see what the Hampton Inn Lumberton can offer. Go with whichever will offer the best deal. > If Jo does not have the rooms at the Homewood LBV, try the Sierra Suites LBV (they are just 2 doors down from Jo). > Try the Hampton Inn Clearwater Central for the one night in Clearwater. > Try the Hampton Inn Florence North in Florence, SC for the final night of their trip. This particular hotel is already in the system; however, BJS did not attach to this particular client. > I realize it's confusing, let me know if you have any questions. > BJS hoping to have rates to Client no later than Thursday afternnon is at all possible. __X__ MPB __X__ 12/9/03: > Sue sent email - as we have not yet gotten her the PTP, she will need to do the trip on her own. > BJS called and sent emails in an attempt to salvage the trip Sue called and we can do it! > BJS and Martha woprked up rates and emailed to her attention. 12/10/03: > Sue called and wants to add another night to the Homewood Suites LBV, checking in on 3/5/04 rather than 3/6/04. > Also wants us to include a one-day Disney Park Admission for the Animal Kingdom. This is the only non-hotel inclusion. BJS added as an attachment. > MPB, as this is going to contract this afternoon, please see notes in Homewood Suites LBV Conversation Log and confirm / proceed as needed. Also, attach Breakfasts (make certain menus are in system) at each hotel as needed. Thanks! __X__ MPB __X__ __X__ HMS __X__ 12/10/03: > BJS called Sue - Day in Disney will be 3/10/04. 12/11/03: > BJS updated rates due to additional inclusions. > BJS completed Contract Packet, including Deposit INV #3707, $2,250.00 and First Payment INV #3708, $4,835.00, both due with K on 1/9/04. > MPB, please process per CCIS SOP and mail via 2-day service this afternoon. (Envelope already has postage label attached) > This is NOT a Debbie client. > They need a CCIF. > They need both a Sextuple and Quad Room List Form. Thanks! > MPB, once complete, please forward client file to HMS so she can see the note re: Disney admit on the previous page. Thanks! __X__ MPB __X__ 12/29/03: > Rec'd signed K, FPGF, RL, HIF & CCIF. > On CCIF she has accounted for the Driver and asks that we make the reservation and then the driver will pay at each hotel upon arrival. We can NOT do this. We will bill her for a full package and she can deal with getting the money for the Driver's portion from the bus co. > Total Pax = 24 (22 + 2) > STANDARD D/D Room List Rms / Pax 3 Q / 12 3 T / 09 1 D / 02 1 S / 01 TOTALS = 8 ROOMS and 24 PAX (22 + 2) > SUITE Property Room List Rms / Pax 1 Sx/ 06 3 Qt/ 15 0 Q / 00 0 T / 00 1 D / 02 1 S / 01 TOTALS = 7 SUITES and 24 PAX (22 + 2) > MPB, as these numbers are now GUARANTEED, please proceed as needed, with caution, for we do not yet have their deposit or First Payment. Also remember, my Aunt and Uncle (Ralph and Ethel Snyder), will need suite at the hotel in Orlando only. They do not appear on the Client provided room list. Do with them as you wish, just make certain they have a suite in Orlando for each night that the group is there. We will include payment for their room on our Master Account with the hotel and then I will invoice them (Ralph & Ethel) separately for their charges. Thanks and sorry for the confusing / rambling nature of these notes! __X__ MPB __X__ 12/31/03: > BJS mailed fully executed copy of Contract back to client. 1/8/04: > Rec'd check #7853, $5,000.00. 1/9/04: > Rec'd check #7862, $2,188.00. > Between these two checks, Deposit INV #3707 & First Payment INV #3708 are PIF with credit of $103.00. 1/19/04: > BJS faxed and mailed Final Payment INV #3751, $2,199.00 due - 02/02/04. 1/23/04: > Rec'd PPCF via Fax. > REVISED TOTAL PAX = 23 (21 + 2) > BJS updated Room list via phone with Sue on 1/26/04. > REVISED STANDARD D/D Room List Rms / Pax 5 Q / 20 0 T / 00 1 D / 02 1 S / 01 TOTALS = 7 ROOMS and 23 PAX (21 + 2) > SUITE Property Room List Rms / Pax 0 Sx/ 00 4 Qt/ 20 0 Q / 00 0 T / 00 1 D / 02 1 S / 01 TOTALS = 6 SUITES and 23 PAX (21 + 2) > MPB & HMS, as these Guaranteed numbers are now REVISED, please proceed as needed. Keep in mind that a suite at the Homewood Suites LBV for my Aunt & Uncle, Ralph & Ether Smyder, does not appear in these numbers. They will be there for the same 7 nights as the team. Thanks! > BJS updated Bible with Revised numbers. __X__ MPB __X__ __X__ HMS __X__ 2/12/04: > BJS faxed & mailed REVISED Final Invoice to Sue's attention, #3751, $2,211.75 due: 2/2/04. 2/18/04: > BJS faxed and mailed corrected Revised INV based on conversation yesterdaty afternoon with Susie. > Total due = $2,134.25 Plus $624.40 (for 7 of Ralph & Ethel's nights which IUP is paying for.) Ttal due on account = $$2,758.65. 2/19/04: > Sue called, wants to pay for just 50% of her Dad's Homewood Suites LBV nights while the team is there. > BJS faxed revised INV #3787, $312.20 - due: 02/27/04. > Total due on account = $2,446.45. 2/25/04: > BJS mailed 23 cameras via USPS 2-day service ($5.85). 2/26/04: > Rec'd check #358 (personal) and #8012, totaling $2,446.45. > ACCOUNT IS PIF. 2/28/04: > BJS emailed FI to Sue. 3/1/04: > BJS mailed FI packet to Sue's attention viua FX PON. 3/2/04: > BJS emailed Sue asking for email confirming receipt of packet. > As the FI is now complete, please review, confirma nd guarantee all as needed. MPB, please be aware that all hotel check-in/out times and b-fast times are strictly a guess. We have no real idea when they plan to arrive and depart each property - it will depend upon their game schedules, etc. Please make certain the hotels are aware of this. Thanks! ____ MPB ____ ____ HMS ____
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Comfort Inn - Farmville
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 )	12/05/03 >Spoke with front desk clerk. Rooms are available. Will have general manager call back,. Incl continental breakfast 12/09/03 >Spoke with front desk clerk. General manager will be in late this afternoon (working evening shift). Rooms are available. Will have manager fax contract and room rate quote this afternoon. >Spoke with Becky. She will forward contract to us today and a credit app for billing rooms. 1/27/04 >Final count per BJS students 21/4 = 6 adults 2/2 = 1 Total 7 2/4/04 Final count per room list 8 rooms 24 pax Payment calc: $60/night x 8 rooms = $480.00 Tax @ 9% 43.20 Total $523.20 2/18/04 faxed room list & AMEX auth to pay 2/19/04 >Call from Becky, they have had a tax increase, rate is 11% so total is increased to $532.80. MPB will fax new credit card authorization for the increased amt.

Comfort Inn - Farmville
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 )

Holiday Inn - Lumberton
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)

Denny's of Lumberton
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)

Quality Suites Lake Buena Vista
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)

Walt Disney World-One Day Ticket
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)

Fairfield Inn & Suites - Clearwater Bayside
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)

Hampton Inn Florence
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)

Hampton Inn
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
Menu	Type Cost Per Person
Menu PTP	Order from the breakfast menu of: (1) Pancakes, eggs, bacon or sausage, coffee and juice (2) Waffles, eggs, bacon or sausage, coffee and juice or (3) Two eggs made to order, hash browns, bacon or sausage, coffee and juice.
Item Notes ( Print Note )	1/7/04 >MPB spoke with Myra Kaul. Made arrangements for breakfast @ Denny's. She quoted $10.98 per person. Restaurant will issue coupons which will be given to guests at hotel checkin. 1/8/04 >received invoice from Dennys. $9 ea, 7% tax and 15% gratuity. Total $263.52 ($10.98 ea) 3/5/04 >Call from Sandy. He said that Dennys took 24 tickets to front desk for group, but the team leader said there were only 15 tickets. Sandy told her not to worry about not having the coupons, just to come to Dennys and ask for him so he could take care of it for them. Expected the group this morning for breakfast at 10:30 but no one showed up. Is there an issue? If so, he wants to handle it for them. Call him on his cell phone at 910-536-3690.