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Lunch _ Dinner Menu - The Independent _ Prep Schools Barbarians

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					            Rugby Tour Atlanta USA




                                                                                        Proposal to
                                                                       IS Barbarians
                                            For Provision of Event Management Services

                                                                                     10 January 2009
                                                            Malcolm Willden
                                                            FCm Sports Tours
                                                            Apex Tower, High Street,
                                                            New Malden, Surrey
                                                            KT3 4TQ
                                                            Tel: 020 8336 4002 / Fax: 020 8336 4003
                                                            E-Mail: malcolm.willden@fcmtravel.co.uk


FCm Travel Solutions Provision of Event Management
        WHO ARE WE?


             The FCm Sports Team is a specialised division of FCm Travel Solutions (4th largest UK Travel
             Management Company) with global coverage in 60 countries worldwide, supporting clients across all
             aspects of the following:

             1, Our Aims - At FCm Sports we take great pride in our attention to detail and ability to listen to
             client's requirements thus ensuring you get the tour you want with transport, accommodation, sports
             fixtures, excursions and activities included as part of the tailor-made package.

             2, Destination Sourcing – the research and reservation of your preferred destination and Facilities
             both in the UK and around the world.

             3, Accommodation – the reservation and negotiation of the best accommodation to suit your needs,
             whether it be Hotels, Hostel, University, or Billeting, We can negotiate the best group rates.

             4, Group flights - the negotiation, reservation and production of group tickets – low cost and
             scheduled as well as charter of aircraft.


             5, Tour Management – we offer the complete range of services for full Tour Management:-

                  Prior to Event - Face to Face Tour planning and objective setting, Destination sourcing
                                           Budgetary assessment, Contact and negotiation with all suppliers
                                          Travel and accommodation logistics
                                          Sports fixture Negotiations
                                          Presentation to parents
                                          Full Risk Assessment Package

                  During Tour - You’re on site Tour Manager will assist with all aspects of the tour Itinerary.
                                        Negotiate on the group’s behalf any non Itinerary expenses.
                                        The coordination of extra non Itinerary catering and entertainment
                                        Advise with on site Risk Assessments

                  Post Event – FCm staff work extremely hard with our tour organisers to ensure that the best
                                       possible tour is delivered and that participants do turn dreams into
                                       reality. Therefore our Tour Report Form is the first part of our post-tour
                                       service as it asks questions about the Tour and how we managed the
                                       delivery of every aspect of your tour.




FCm Travel Solutions Provision of Event Management
        THE BRIEF


        This proposal is in answer to the following brief:


                 School :                    Independent Schools Barbarians

                 Contact:                    Chris Bates

                 Date:                       29/3/09 to 4/4/09

                 Class of travel:            Economy

                 Number of participants: 25 students and 5 staff

                 Budget:

                 Destination:                Atlanta USA


        FCm Sports welcome the opportunity to address this brief, and are confident of our capacity to meet and
        exceed your expectations.




FCm Travel Solutions Provision of Event Management
        Proposed Itinerary
                                                          Sunday 29th March
        9am - Team meets at Heathrow (LHR)
        SUN 29-MAR     LONDON /ATLANTA 1320 1750
        NON STOP HEATHROW / HARTSFIELD JACKS

        Transportation to Team Hotel*2 – Wingate Inn ( will provide all the transfers to university )

                                                    Monday 30th March
        08.00 Breakfast
        Morning is to be spent at the hotel allowing to team admin and meetings.
        1-4pm Training session at Life University
        6pm- Evening tour and dinner –
        £50 per person. This price includes return transfers, tour and 3 course dinner.

                                                          Tuesday 31st March
        08.00 Breakfast
        9am Team activity – White water rafting on the Chattahoochee River
        White water rafting, cost per person £65.
        Price includes return transfers, instruction and 4 hrs. Rafting
        3-6pm Training session at Life University
        8pm Team ‘A’ Selection

                                                     Wednesday 1st April – ‘A’ Match
        08.00 Breakfast
        2-4pm Light training and MATCH against Eagles U18As at Life University
        6pm Teams BBQ (TBC) at Life University

                                                           Thursday 2nd April
        08.00 Breakfast
        10am Team activity - Visit to Mall/ Lunch in town
        2-4pm Light training/Rehab
        Six Flags over Georgia theme park Cost pp US-30 pp

                                                             Friday 3rd April
        08.00 Breakfast
        10-1pm Training session and 1st Team selection
        5pm MATCH – Independent School Barbarians vs. Eagles U18s
         8pm – Formal Team Dinner
        World of Coca-Cola

                                                           Saturday 4th April
        08.00 Breakfast
        Light training/Rehab
        World of Coca-Cola Cost US-15 pp

        18.30 Depart Hotel for Airport
        DELTA AIR LINES - DL 10
        SAT 04APR     ATLANTA / LONDON 2210 1200
        NON STOP      HARTSFIELD JACKS / HEATHROW Arrive                        05APR

        Sunday 5th April
        Arrive 12.00




FCm Travel Solutions Provision of Event Management
        DESTINATION




  Marietta is a city located in central Cobb County, Georgia GR6, and is its county seat.

  As of the 2000 census, the city had a total population of 58,748, making it one of metro Atlanta's largest suburbs.
  Census Estimates of 2005 indicate a population of 61,261. Marietta is the third largest of three principal cities (by
  population) of and is included in the Atlanta-Sandy Springs-Marietta, Georgia Metropolitan Statistical Area, which is
  included in the Atlanta-Sandy Springs-Gainesville, Georgia-Alabama (part) Combined Statistical Area.




  Southern Polytechnic State University (SPSU), Chattahoochee Technical College and Life University are located
  here, and the city operates its own school district, separate from the county. Dobbins Air Reserve Base is on the
  south side of town, separated from SPSU by a Lockheed-Martin manufacturing plant. The major local landmark in
  Marietta is the Big Chicken, a large, metal, animated chicken structure atop what is now a Kentucky Fried Chicken,
  located east of downtown at one of the city's busiest intersections - Cobb Parkway and Roswell Street. Even as the
  city has become more urbanized, locals still give directions by referencing it.

  Downtown Marietta features Glover Park, the historic town square and former location of the county courthouse. The
  Strand Theatre on the square is being renovated back to its original design. The Marietta Gone with the Wind
  Museum, also called "Scarlett On the Square," houses one of the world's most extensive collections of memorabilia
  related to both the book and the film. The CSX trains between Atlanta and Chattanooga (Western & Atlantic
  Subdivision) still run a block west of the town square, past the train depot (now the visitor centre) and the Kennesaw
  House, one of only two buildings in Marietta not burned to the ground in Sherman's March to the Sea.



FCm Travel Solutions Provision of Event Management
        Right Opposite Hotel




        Lunch & Dinner Menu

        Here at Cracker Barrel Old Country Store, our Lunch & Dinner menus offer home-style country
        cooking with quality ingredients prepared from scratch throughout the day.

                                       You'll find everything you love about country cooking, plus a few items
                                       that might surprise you. We've added some new things we hope you'll
                                       like. And of course, you'll still find old favourites like Meatloaf, Chicken n'
                                       Dumplings, Roast Beef and plenty of tasty country vegetables on the
                                       menu.



                               And just in case you're in the mood for
        breakfast, you can order it anytime of the day. Check out
        our breakfast menu now.




                For any Meals requested we can negoiciate with the Cracker Barrel on you behalf




FCm Travel Solutions Provision of Event Management
        ACCOMMODATION


        Hotel name:                                  Wingate by Wyndham Atlanta/Marietta

        Web address:                                 www.wingateinns.com


        Category:                                    3*
        Location:                                    1250 Franklin Rd.
                                                     Marietta, GA 30067, United States

        Overview:                                    Wingate by Wyndham Atlanta/Marietta caters to today's busy
                                                     business traveller
                                                     Amenities include high speed Internet access, a free business
                                                     centre and expanded complimentary breakfast for eating on the
                                                     go


        Transfer time from airport:                  30 minutes

        Facilities:                                         Free expanded hot continental breakfast
                                                            Free use of fitness centre and whirlpool
                                                            Free High Speed Internet
                                                            Gym/Fitness Centre




FCm Travel Solutions Provision of Event Management
        AIR TRAVEL


        Date              Flight no.        Route              Timings                      Class
        29/3/09           DL9               London / Atlanta   Depart 13.50,                Economy
                                                               arrive 18.30 local time
        4/4/09            DL10              Atlanta / London   Depart 22.30, arrive 12.00   Economy
                                                               on the 5th April.




FCm Travel Solutions Provision of Event Management
        COST BREAKDOWN


        The price includes:


             1)       Return economy flights between London and Atlanta on British Airways
             2)       Private coach transfers between Atlanta airport and the hotel return
             3)       6 nights accommodation based on twin share accommodation
             4)       6 continental breakfasts.
             5)       All transfers to and from Life University
             6)       Full Risk assessment Package


        Courier
        We have not costed in a courier for this trip but a supplement of £20 pp will secure
        This valuable service.


        Please note:
        All rates are quoted in UK sterling based on the exchange rate of US 1.45 = £1.00

        MINIMUM NUMBERS:
        Our cost estimate is based on a minimum number of 28 attending this event as outlined in the proposal.
        Should less than this number travel/attend, FCm reserves the right to amend their costs accordingly.

        AVAILABILITY:
        Confirmation is subject to the continuing availability of services and tariffs at the time of firm booking - please
        note that the no provisional reservations are being held at this stage.

        INSURANCE:
        We strongly recommend that all passengers take out suitable travel insurance to cover against cancellation
        fees incurred as a result of forced cancellation due to matters outside their control (and coverable by
        insurance), medical expenses incurred overseas, loss of luggage or travel documents and personal accident.

        SUPPLIER TERMS AND CONDITIONS:
        When you are ready to proceed, we will issue a contract that will include the terms and conditions from each
        of our suppliers. A payment schedule will also be included. Invoices will be issued in order to allow for the
        transfer of funds within the terms of the suppliers.




FCm Travel Solutions Provision of Event Management
        SITE INSPECTION


        FCm can arrange a site inspection of the selected venue/destination for a representative and a representative
        of FCm. This would include the following:

        <Client name> Representative
             Accommodation at relevant hotel/s for necessary duration
             Return economy class airfare from London to destination/s including airport taxes and service
                charges
             Associated ground costs and contingency

        FCm Representative
            One FCm staff member on site for necessary duration
            Daily on site expenses

                 Return economy class airfare from London to destination/s incl airport taxes and service
                 charges
                 Accommodation at relevant hotel/s for necessary duration
                 Associated ground costs and a contingency

        Site Inspection - Estimated cost

        The cost of the site inspection is not included. Where services are not provided on a complimentary basis
        they are charged at cost.




FCm Travel Solutions Provision of Event Management
        PAYMENT SCHEDULE


        On signing of the Authority to Proceed, the following payment schedule is applied:

        At time of confirmation                            £ 200 per person ( Non Refundable deposit )

        12 weeks prior to departure                        Final balance

        Invoices will automatically be issued when payments become due.

        For any reason the above schedule is not suitable, please contact us and subject to supplier deadlines, we
        are happy to revise the schedule wherever possible.

        If you have to cancel your arrangements with FCm and cancellation charges are applicable from the
        suppliers, a cancellation invoice will be issued at the time of cancellation.



        Billets & Fixtures:

        We go to great lengths to ensure the reliability and success of every sporting fixture we arrange. While we
        take every possible step to prevent tour fixtures suffering last minute cancellations, in a very small minority of
        cases, this can happen. Unless a cancelled fixture is the only fixture of a one-fixture tour and has been
        cancelled for reasons other than force majeure, we cannot be held responsible for this and it will be
        considered a minor change
        Our ground agent in conjunction with FCm Sports will arrange the necessary fixtures against teams of a
        suitable standard. However, as hosting fixtures represents a favour by a non commercial club / institution,
        FCm Sports or their Ground handlers cannot be held responsible for adverse conditions or unforeseen
        reasons causing cancellation of fixtures, or lack of performance on the part of the hosting club or institution.
        Should there be a breakdown in the arrangements for hosting or matches causing a need for alternative last
        minute adjustments to the tour itinerary, cost for these alternative arrangements if incurred, will be billed as
        additional costs. We must also draw your attention to that fact that FCm Sports along with our respective
        Ground handlers throughout the world are in constant communication with schools and clubs regarding their
        ability to field teams of the correct age. Should there be an obvious infringement the FCm Sports manager
        along with the tour leader will seek a resolution that could possibly affect the playing of the fixture. The final
        decision will be at the discretion of the tour leader. FCm Sports or their ground handlers cannot be held
        responsible for any such occurrences.
        Where billeting with host families is arranged, it is the responsibility of the touring staff to supervise and
        organize activities should any host family be unable to look after a student at any time during the tour. We
        must stress that this supervision is not the responsibility of the host.




FCm Travel Solutions Provision of Event Management
        IMPORTANT BOOKING INFORMATION


        FCm Travel will act on your behalf, providing conference, event and group travel arrangements.

        Please note the following points:

        FCm Travel Policy
         Passport and visa requirements will be advised for UK passport holders. Details of any non-UK nationals
           travelling on overseas arrangements must be notified to FCm Travel.
         All charges, local taxes and VAT will be quoted in Sterling (GBP). All rates are subject to adjustment
           resulting from fluctuation in currency exchange rates.
         Provisional reservations can be made on your behalf without liability. An ‘option’ can be held pending
           formal confirmation for an agreed time period after which time the option will expire and release any
           provisional reservations.
         Once we confirm a reservation with the principal on your behalf, you are bound by the Terms &
           Conditions imposed by that principal. This applies should you confirm either verbally or in writing to us. A
           formal acceptance of Terms & Conditions may be required.

        Terms & Conditions of the Principals
         Each principal (hotel, airline, etc) maintain their own Terms & Conditions for reservations made by FCm
           Travel on your behalf. The Terms & Conditions vary from supplier to supplier and form the contract
           between you, the client, and the principal.
         Most principals and suppliers (hotels, airlines, etc) require some form of pre-payment either by deposit or
           pre-payment in full. Deposit amounts vary but usually equate to between 25 & 40% of the value of the
           reservation with the balance payable in stages, prior to departure.
         Principals will levy a cancellation fee or penalty should you cancel in full or reduce the number of the
           original party. The cancellation penalty is usually a scale of charges, which increase the closer to the
           event the cancellation notification, is received.
         It is our policy to accept the Terms & Conditions imposed by the principal unless these are deemed to be
           unreasonable, in which case we will act on your behalf to negotiate more reasonable terms.
         In the event of a dispute arising from cancellation charges we will endeavour to effect a reduction in
           charges levied, although this will be at the discretion of the principal.

        Accounting & Finance
         FCm Travel will manage any billing or pre-payment arrangements on your behalf.
         A payment schedule will be generated as appropriate. Invoices will be issued in order to allow for the
           transfer of funds within the terms of the supplier. In some instances, charges may be settled direct with
           the venue/supplier should you prefer.
         FCm will negotiate the most cost effective rates on your behalf. Often suppliers will quote on an agent’s
           special ‘nett’ rate upon which a handling charge will be made.
         All charges. Local VAT and taxes will be included in the prices that will be quoted in Sterling (GBP).
         Any ‘drinks on consumption’ requesting a bill back facility on-site will incur a 15% handling fee.
         Any additional services booked on-site will incur a 15% handling fee.




FCm Travel Solutions Provision of Event Management

				
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