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Trip Reports: Bible (Basic Trip Report)

General Trip Information


Updated	Mon May 25, 2009
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 )	9/10/08: > BJS emailed and mailed PTP to Corbin and DSC. 9/12/08: > BJS emailed Fun Tours quote / PPBCC to Corbin & DSC. 9/12/08: > Based on DSC conv with client - revised IOG for a midnight departure. > BJS emailed to DSC and she will send to client for her input and then we will proceed as needed. > BJS made NO changes in system to attachments! HOLD FOR CLIENT DECISION. 9/30/08: > BJS and DSC ran revised rates based on IOG Rev1 - client's choice. > BJS updated rates on Bible screen. > BJS sent IOG to Venture for re-quote and asked for K from Jessica. > Replaced Angel's with Rosen's $19 menu. > Once we have go to K, BJS will update attachments. > Go to K is expected as soon as we have revised Venture rate to client. 10/6/08: > Rec'd go to K from Corbin. > BJS and HMS went thru IOG and attachments and updated. 12/17/08: > Rec'd Phantom OK to Pay from Client via fax for 30 tickets (Original order was for 50). > OK To Pay was due on 11/14/08. > BJS told DSC to tell client we will place the order once again and see what we can do. > Since this OK to Pay is more than 1-month late, we can make no promises. > We also have nothering else from the client at this point, no contract, no initial deposit, nothing, so we cannot pay for any tickets until we have some financial commitment from the group. ____ HMS ____ 1/7/09: > Rec'd check #29391, $8,766.50, First Payment INV #4645 - PIF. > This will imply the K since we have never rec'd any other paperwork and it appears as if we may never see anything from downtown. > Consider group UNDER CONTRACT since deposit has been received. > Based on the Phantom OK to Pay which was received on 12/17/08, we might as well figure on just 30 pax from this point forward; however, I am afraid to adjust Bible Screen and IOG since official numbers are not due until 1/30/09. ____ HMS ____ 1/22/09: > BJS sent em to DSC re: Stomp OK to Pay - it is past due. 1/30/09: > Rec'd Stomp OK TO PAY, but it had no number on it, so it was unusable, for we know she does not need 50 tickets. > BJS asked DSC to get a number and her forms, since they are all now due, that way we can proceed without the OK to Pay. 2/12/09: > Rec'd FPGF, RL & HIF. > Total Pax = 33 (26 + 7) > RMS / PAX 1 Sx / 06 4 Qt / 20 0 Q / 00 1 T / 03 2 D / 04 0 S / 00 TOTALS = 8 ROOMS and 33 PAX (26 + 7) > BJS updated IOG and Bible accordingly. > Since these numbers are significantly less than projection, rate needs to be revisited. > BJS is proposing the following changes in order to keep as many as incousions as possible and not have to change pp rates - #1 - Delete One of the Two Comps. #2 - Delete the CAV DVD #3 - Change from NY Offstage Clinic to Broadway.com Song & Movement Workshop, provided we can do this w/o a fee from NY Offstage. > HMS, we have 30 Phantom tickets in house (at least I know they were paid for on January 22, 2009. We need three (3 more Phantom tickets - the original block was $34 each, so we would like these additional 3 to be in the same price range if at all possible. > HMS, we need 33 tickets to STOMP (budget = NGT $70pp, if they can be less, great!). > HMS, BJS entered the new Mickey Mantle menus from Bart and selected the $31 Three Course Dinner Menu. BJS also updated time on IOG and attachment to show 6pm start time as Bart requested. > HMS, as these numbers are now GUARANTEED, please review and proceed as needed. Advise BJS once all is set, so any necessary changes can be made to rates and or IOG and then Final Invoice can be sent to Client. Thanks! 2/25/09: > Rec'd check #29574, $11,453.00 - 2nd Payment INV #4646 - PIF. 3/5/09: > BJS completed IOG and rate review. > Cannot switch to Broadway.com Workshop, but NY Offstage was nice enough to only charge for the actual number os students, 26. > Rates remain as published. > Comps = one (1) rather than two. > No CAV DVD. > BJS and HMS worked on exact costs in QUOTE in order to try and keep our total profit where it was and to not have to raise per person package rates. > BJS emailed IOG to DSC and explained what we did to keep rates as published. She will share with client. > IOG and attachments are all updated / correct. > BJS will forward Final invoice as soon as most receint payment has been processed. > HMS, please review and proceed as needed. Thanks! ____ HMS ____ 3/16/09: > BJS faxed and maioled Final INV #4705, $2,503.50, due 2/13/09. 3/23/09: > BJS emailed Final Itinerary to Corbin, DSC and all the AEs. > FI Pack to be mailed via FX later this week. 3/23/09: > BJS sent EM to DSC re: Balance Due. > BJS faxed and mailed statement to client = $2,503.50 due prior to departure. 3/27/09: > BJS mailed FI Packet via FXSON for arrival on Monday. 3/30/09: > rec'd check #29746, $2,503.50 - 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	Breakfast from your choice of eateries en route, via a $5 Meal Credit.
Item Notes ( Print Note )

Statue of Liberty
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 )	10/21/08: > BJS made notes for HMS > HMS made reservation previously > Rec'd Confirmation > Order # 158609. > Need to fax letter / request on school letterhead. > BJS emailed DSC and asked her for school letterhead. 2/17/09 >HMS emailed updated information and requested a new contract 3/5/09 >HMS gave to BJS for payment 3/18/09: > BJ Smailed check #6762, $193.00 for 33 pax. - PIF. > Sent via USPS 2-day Priority Mail service.

$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)

Shopping Time
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)

Empire State Building Observatory
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)

Suzie's Restaurant
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)

Phantom of the Opera
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)

Embassy Suites Hotel - Meadowlands
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)

Metropolitan Museum of Art
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)

Radio City Music Hall
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)

$10 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)

Mickey Mantle's
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)

Stomp
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
Rate / Tax	Group Rate Tax percent
Nights / Time	Nights Checkout Time
Rooms	Total # of Rooms:
Room List	Due Sent
Item Notes ( Print Note )	La QUINTA INN & SUITES MEADOWLANDS 9/5/08: > BJS called and LVM with specs for Allen. > 15 DDs. > Allen called and LVM - SOLD OUT. EMBASSY SUITES MEADOWLANDS 9/8/08: > BJS called April re: 15DDs. > She has the suites. > $199: Single - Triple > $209: Quad - Sextuple > Includes full MTO B-fast > Tax = 15%. 9/10/08: > Parlor Suite for Driver = $169 + 15% = $194.35. 10/10/08: > BJS reviewed and marked K, then signed and faxed to April. > Asked for initialed / counter signed copy of agreement to be sent to my attention. 10/17/08: > BJS spoke with April - BJS is unhappy with changes she sent back to me. > She understands my displeasure. > BJS agreed to modify percentages on cancellation clause, marked accordingly, then faxed the K I sent on 10/10 back to her attention for final approval. 11/24/08: > Rec'd VM from Marlene Rodriguez re: Deposit due to Hotel. 11/28/08: > BJS returned called and LVM. 12/30/08: > BJS called and spoke with April . . . Explained situation. > We agreed that if no money or signed paperwork from client in hand by 12 noon, tomorrow, 12/31/08, to cancel the reservation. > Maybe something will be in tomorrow's mail, if not, we will have to cancel the contract. 12/31/08: > BJS called and also sent email to April. > LM with Toni in Sales Office, go ahead and cancel reservation, for we have still rec'd nothing from client. 1/2/09: > April confirmed receipt of cancellation via email. 1/9/09: > BJS called April, we received check form client today! > She had done nothing with the group's cancellation to this point, so consider everything in place. > BJS to mail Deposit Check ASAP. 1/19/09: > BJS mailed Deposit Check #6642, $500, to April's attention. > Sent email to let her know it was on the way. 2/15/09: > BJS faxed RL (8 DDs and 1 Parlor for Bus Driver), HIF & IOG to Aprils attention. > Asked for conf or receipt and understanding - also final invoice and release unneeded rooms. 3/21/09: > BJS sent EM to April - need final figures so I can make final payment. 3/24/09: > BJS called and LVM for April - please fax final figures today. 3/24/09: > Rec'd Final Figures - correct as presented. > $3,665.30 is Balance Due. 3/25/09: > BJS mailed check #6811, $3,665.30 for the Final Balance. Sent Priority Mail. > Account is PIF. 4/1/09: > BJS called and spoke with April - she is good to go!!! > BJS emailed copy of Final Itinerary.

New York Offstage - Clinic
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)

Planet Hollywood
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)