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Update Trip

Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Wed Feb 16, 2011
Trip Name
Client	Back to Client \|\| E-Mail
Sales Rep	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 )	388 Miles = 7 hrs nonstop 10/4/05: > Orchestra - one ensemble (String Orch) > Band - Concert Band only. > Transportation: Crown Coach (Memphis) is their preference, would like 2 other qoutes. > No festival company preference, wants orchestra specific judges. > CNN Studio, World of Coke, MLK Center, Stone Mountain (maybe), ASO Concert (maybe). > Likes idea of All-Inclusive. > She will speak with BD to make certain we are bidding the same thing. Will also discuss the festival co and specific inclusions, etc. and email me as much as she can later this week. 10/11/05: > Any festival will work. > Band Director wants include ESPN Zone and be sure to include Stone Mountain. > Sunday AM, MLK Center. > Prefers to perform on Friday based on Festival choice. > Needs PTP ASAP. > Does not want to do Play, Concert or Musical. > All-Inclusive Meal Plan. > Full Breakfast is a must, really like Embassy Suites. 10/31/05: > BJS completed IOG, faxed CQRs, then made attachments and completed Rates & PTP. > BJS EM and mailed to client. Charter quotes to be forwarded upon receipt. 10/31/05: > Rec'd quote from Gray Line & EM to Pam with PPBCC. 11/1/05: > Rec'd quote from Coach USA & EM to Pam with PPBCC. 11/1/05: > BJS EM final charter quote to Pam. Asked her to confirm receipt of all three quotes as well as PTP which I EM yesterday. > Encouraged her to make charter selection ASAP so I can get coaches secured as well. 11/1/05: > Rec'd confirmation EM from Pam. 11/3/05: > BJS placed follow-up call to Pam. > LVM. 11/8/05: > Add new Aquarium, may want to replace Stone Mountain with the Aquarium. > She is leaning toward our package. Hopes to have answer to us by the end of the week. 11/16/05: > BJS hasn't heard from Pam, so he did up PTP Rev1 showing inclusion of Georgia Aquarium rather than Stone Mountain Park, then emailed to Pam with updated IOG & PPBCCs. 11/16/05: > Rec'd VM from Pam, they have selected CCIS for this year's trip!!! > She will call back this afternoon to discuss a few minor changes. > BJS sent thank you email and gave her schedule of when I will be at my desk for the next two days. 11/18/05: > BJS called Pam, LVM. Need to make the minor changes she mentioned on Wednesday and confirm her charter choice. 11/18/05: > Spoke with Pam. > Wants to have Friday's Dinner after their Competition Performances (1 Orchetsra and 1 Band). > Would like to be able to go back to the hotel to change after World of Coke, prior to going to competition site. > Wants to include the Church Bombing Memorial in Birmingham on the way back Sudnay afternoon, so long as it is free. Dinner with then be "on own" and they will arrive home later Sunday evening. > BJS will need to check into this and then see what the charter company says as well. No need to contact Client before preparing K unless rates will change. > Wants coaches from Crown Coach. > Group may number closer to 125 - 135; however, we agreed to keep it with three coaches and 165 max total pax since she was unsure where it might fall and in consideration of coach capacities. She may want more parents to go than originally planned in order to fill upt he 3rd coach. > BJS will need to update IOG and attachments accordingly, once finding out about Birmingham stop. 11/21/05: > BJS called Pam & LVM re: no change I charter quote so long as they are home by 8PM. > Also left info on Civil Rights Institute visit Sunday afternoon. Asked that she confirm this with her Principal and get back to me ASAP so I can complete Contract Notebook. > BJS went ahead and added to system, then updated IOG and attachments, etc. > HMS, as this is going to K, please review and proceed as needed. Thanks! > BJS hopes to mail CN NLT Wednesday, 11/23/05. __X__ HMS __X__ 11/25/05 (26): > BJS completed CN and mailed FX SON. > K & Deposit due 12/16/05. 12/12/05: > Rec'd MITP Application. > BJS faxed to MITP. 12/16/05: > Rec'd signed signature page of K via fax. > BJS faxed updated Address info to their office of procurement as requested by Pam and her financial secretary. 12/19/05: > Rec;d check #8236, $7,500.00 toward Deposit INV #4261. Balance due on INV = $3,750.00. 12/22/05: > Rec'd signed hard copy in mail. > BJS mailed fully signed copy back to Pam's attention. > HMS, as this is now Under Contract and the majority of the Deposit has been received, please review and proceed as needed. Thanks! __X__ HMS __X__ 1/26/06: > BJS spoke with Pam, she has decided that she does NOT want to offer anyone a "hotel-less" package. > Made change from 3-56s to 2-56s and 1-36 from Crown Coach (148 cap) > BJS to forward rate once received. > She has a feeling numbers will be closer to 120 - 130 range. BJS said we would most likely reduce comps to two (2) rather than adjust pp rates once FPGF is due in March. > BJS didn't realize she already had two sets of rates in PTP (150-165) and 140-149. > BJS sent email telling her these PTP rates would apply. If less than 140, we'll adjust, if necessary, via comps. > BJS emailed charter rate (savings of $636). 3/2/06: > Rec'd check #8335, $15,000.00. > Deposit INV now PIF. > 50% INV has balance of $13,033.50. 3/10/06: > Pam called, will fax RL, etc. on Monday, 3/13/06. 3/13/06: > BJS updated IOG to reflect performance schedule. 3/21/06: > Rec'd FPGF, RL & HIF via mail. > Total Pax = 116 (100 + 16) > Rms / Pax 00 Sx / 00 03 Qt / 15 21 Q / 84 00 T / 00 06 D / 12 05 S / 05 TOTALS = 35 ROOMS and 116 PAX (100 + 16) > BJS updated IOG, Bible and CAV order accordingly. > Rates will also need adjusted since numbers are below any of the options we presented in PTP. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Thanks! __X__ HMS __X__ 3/21/06: > Pam called to make sure we had the forms, also needs me to create a dummy invoice showing 9 comps for chaperones. She will pay the amount due on the actual invoice, it is just a dummy for her bookkeeper. 4/5/06: > Pam called and spoke with BJS, needs to make one of the adult dbls two adult singles. > Total Pax is unchanged = it remains at 116 (100 + 16); however, this results in one additional room at hotel. > BJS marked Room List accordingly. > REVISED Rms / Pax 00 Sx / 00 03 Qt / 15 21 Q / 84 00 T / 00 05 D / 10 07 S / 07 TOTALS = 36 ROOMS and 116 PAX (100 + 16) > BJS mailed Final INV #4322 as well as Statement. Total due on account = $28,148.00. > Also mailed DUMMY INV, per her request, showing 9 comps. BJS then deleted this invoice from Qbooks. 4/25/06: > Rec'd school check #8398, $23,148.00. > Balance due on account = $5,000.00. > BJS faxed and mailed Statement to Pam's attention. 5/2/06: > BJS sent email re: ESPN Zone menu selection. 5/5/06: > BJS emialed FI to Pam, then sent packet via FXSON (2 boxes). 5/9/06: > Rec'd Receipt Form via fax. 5/15/06: > Rec'd check #8453, $5,000.00. > Account is PIF.
Quote Price	Sext $ $ Quin $ $
FinalTier	Quad $ $ Tri $ $
	Dbl $ $ Sgl $ $

Itinerary

$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 )

Embassy Suites Atlanta 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 )	10/14/05: > BJS requested K from Tara. > 41 DD Suites for 3 nites at $99.00 + 12% / night for up to 6 in a suite. 10/14/05: > Rec'd K via EM. 10/21/05: > BSJ reviewed K, marked as needed, then signed and faxed to Tara with cover Sheet. 10/21/05: > Tara rec'd K then sent note saying they could not accept ANY of the changes I made. > BJS called immediately and explained that with student groups we cannot sign K with instant cancellation penalties. > She has agreed to hold rooms on first right of refusal basis until 11/18/05. > Tara will put this agreement in writing and forward to BJS for all three groups slated for her hotel. 11/18/05: > BJS called Tara and explained that group has asked for K; however, unless they can agree to our terms as presented on 10/21/05, I cannot yet sign the agreement. > I do not want to lose their rooms. > BJS explained that Embassy Suites Galleria agreed to our terms and hoped she could do the same. > Tara will check with her DOS and see how we can proceed. > BJS cleared up the fact the Freeman Optional and Green Run CHOIR were the two good groups. Green Run Band is who I released earlier this week. > Tara will get back to me in the event we need to do another FRR or how the extension will work. 4/5/06: > BJS faxed RL, IOG & HIF to Tara's attention. 4/6/06: > BJS called to confirm receipt - LVM. > Also need to give her RL change and check on Driver's Room Reservation procedure. 4/6/06: > BJS called Tara - confirmed receipt of RL. > BJS gave her the change from one of the Doubles to 2 Singles, giving us a total of 36 rooms. > BJS gave her the Bus Co info and she said they will invoice them directly for the 3 driver rooms. > She will forward an updated Final Invoice. 5/4/06: > BJS faxed AMEX for PIF ($11,642.40). 5/9/06: > BJS spoke with Tara re: arrival at 10PM rather than 11:30. > Also asked her to make certain the unofficial folks on our room list are removed, have separate keeys, etc. She understands completely and will take care of it. > She is good to go - A-OK! 5/18/06: > BJS called Tara re: AMEX Cahrge of $243.12 which appeared on AMEX bill 5/14/06. These charges were ot authorized by BJS and our account was PIF, so she will check into this ang get a credit issued. 6/5/06: > BJS called Tara to checko n status of refund. She will check with her accounting dept again and get back to me. 6/6/06: > Tara returned BJS call - LVM. 6/8/06: > BJS called Tara & LVM. 6/12/06: > Rec'd invoice from Tara asking for an additional $2,216.48 - BULL SHIT! BJS responded via email - Tara: I have reviewed the faxed invoice and explanation which you sent earlier this afternoon and it appears as if I am being charged for the guests who appeared on your version of the Room List, but who were not a part of the "official CCIS group". As you will remember, there were several rooms appearing at the top of your list who had called in and identified themselves as a part of the Freeman Optional School; however, they were not "official" participants with the CCIS group. I made it perfectly clear to you in our conversation on May 3, 2006 that they were in no way associated with CCIS nor were we responsible for any of their charges. The three Driver's Rooms were also listed on your version of the list and again, these rooms were to be paid for by the charter company, Crown Coach, not CCIS. This being said, based on the "official CCIS version" of the room list, we were responsible for the following: 33 DD Suites @ $99.00 + 12% x 3 nights = $10,977.12 03 King Suites @ $89.00 + 12% x 3 nights = 9 nights less one (1) comp room per night = 6 nights = $598.08 Total due: $11,575.20 Amount charged to CCIS AMEX = $12,128.48. Refund due CCIS = $553.28. I appreciate your review and confirmation of these numbers. Do not hesitate to contact me if you have any questions or concerns. I appreciate your issuing the credit due, $553.28 no later than the close of business tomorrow, June 13, 2006. Sincerely, Bryan J. Stevenson, President 6/20/06: > BJS called and spoke with Tara. > Still not completely settled, but she assures me we will be receiving a refund. > She is continuing to work through it and hopes to have it in place by the end of this week.

Embassy Suites Atlanta 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)

World of Coca Cola
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)

CNN Studio Tour
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)

ESPN Zone
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)

Music in the Parks
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)

Georgia Aquarium
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)

Six Flags Over Georgia
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)

Martin Luther King Jr. Center
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)

Birmingham Civil Rights Institute
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)

Olympic 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)