Parent meeting

Parent/student information meeting #3

Jan 14, 2015

AgendaDeparture and arrival, detailed agendaWork while on trip Student expectations during the tripHotel room rules and expectationsBus rules and expectationsWhat to bring Simple tips for safe travelEmergency proceduresWeather issuesFinal Costs

IntroductionsStaffMaureen DuffyCraig TaggartJackie HeusdensGladys KickhamKaren CarmichaelAllister SmithJonathan Cairns

ParentsChris Spenceley

Target ToursJohn Dunphy

Changes of infoLet us know ifYou have a new cell phone number.You are taking any new medications.You have any new medical conditions.You have any new contact information.

Payments and ReceiptsDue date for payment was last weekPayment can be made tonightFundraising amounts were applied to each person individuallyReceipts for the first 2 payments were sent home Receipts for payment #3 will go home next week.

Departure and arrival infoDeparting at 6am on Feb 9th. Arrive by 5:30am with breakfast.Returning Friday afternoon, Feb 13, approx 4pm.Departing from and arriving back to Simmons parking lot.Slight Itinerary Change Bowling out Laser Tag in Wed nightTour of Parliament Thursday AMYou will need lunch money on Monday and Friday - $10 not provided those days.

Medical InformationIf student requires and epi-pen, it must be with them at all times.Medical Info sheets will be with chaperonesGravol for motion sicknessPlease be sure students have with them medications that they require.If meds need to be given by chaperones, please let us know.

Gravol if concerns about giving, please see us.7Student Work the assignmentStudents are required to do a scrapbook/memory book outlining the different activities in which they have participated, and what they found interesting about each one.

Student AssignmentCreate a scrapbook of memories1 item per pageMust have all activities coveredPut an artifact for each activityDescription of the activity3 things you learned/discoveredHave an envelope with you for items collected cannot use internet pics, etc.Due on or before Feb 23rd.Information/instruction sheets provided

AssignmentCollect artifacts/souvenirs/mementos from each activityCompile into a scrapbookShort description of the activity and what you found interesting/learned/discoveredPart of the LA markCan be a video if you want

Student expectationsCell phone use: cell phones are permitted .Do not use during toursTurn off/vibrate mode after curfewNo calls between curfew and 7amTexting is the best way to goNo use of cell phones during meal times.

Student expectations in the citiesStudents are to stick with the group or people from the group at all times. Should always be in a group of at least 3.

Students are not permitted to leave the site for any reason.

Student expectations in the citiesIf meeting with someone from outside of the trip (ie. Family member from Ontario or Qubec) students must inform a chaperone and the person must present themselves to the chaperonevisitor will meet at our location (students are NOT permitted to leave with them). Parents are asked to provide information/notes ahead of time.

Bus rules and regulationsYou are to remain seated while the bus is moving, unless going to the washroom. Please keep your bus clean.You are asked to be respectful of noise levels, especially when travelling through the night. You will be assigned a bus and you will be traveling on that bus for the duration of the trip. You will be given times to meet the busses, you are expected to be there ON TIME, if not early!

Motion SicknessNot a fun experienceMake appropriate decisions re: foodWhere to sit makes a difference (middle/front is best)

Rooming listsWe are finalizing the listsEmail will be sent to parents on Sunday/MondayNo changes dont even ask! you are only in the room for a short time.You will be on the bus with your roommates, but you dont need to sit with them.

Hotel Room Rules and ExpectationsBoys are on one floor/wing and girls are on another not allowed in each others roomsChaperones will be in the same areasso two rooms of male chaperones and two rooms of female chaperones in their respective areas.

Hotel Room Rules and ExpectationsThere will be a curfew, each night students are to be in room at 10:30 p.m., 11p.m lights out no cell phone use! You are expected to be respectful, we will not be the only guests in the hotel and therefore you will not be permitted to be hanging out in the hallways and in each others rooms for extended periods of time.

Hotel Room Rules and ExpectationsChaperones will be doing room checks prior to curfew.

Security guards have been hired to help ensure safety during the night, they will be patrolling the hallways.

No Smoking there is a strict no smoking policy and anybody who may be smoking in their room is subject to a $500 fine by the hotel.

Room EtiquetteEveryone paid the same amount for the trip and therefore everyone has the right to have a bed to sleep in, have a shower and feel like their things are being respected. Should we hear otherwise, we will be having discussions with the students involved.

Departing hotelIf we say we are leaving at 8, you need to be on the bus at 8, not just arriving in the lobby! You should be sure to leave hotel rooms in the same shape you found themclean! Before leaving the room, you should do a check and make sure that you have all of your items.We cannot go back check for chargers, clothes, toothbrushes, etc.

Wake-up calls and breakfastWake-up calls will be made 6:30 7:00. This is the time for you to get up and get ready. Have a showerWe suggest that you have shifts for showers, two go at night and then two in the morningyou decide, but everyone should shower everyday (as we are traveling by bus and we want to make it a pleasurable trip for everyone)Go for breakfastReturn to your room for inspection by a chaperone (if checking out)

Chaperone & checkoutOn checkout days, have your stuff packed and ready to go BEFORE BREAKFAST.Upon checkout from hotels, chaperones will be checking each room for items left behind and cleanliness. You are to remain in your rooms until you are dismissed by the chaperones, once they have determined that all items are accounted for and the room is clean. The chaperone will indicate when you are permitted to go to the bus.

ConsequencesAny issues that should require a chaperone to speak to a student or students in regards to behaviour, will carry consequences.Any issue which includes damages of any sort, the cost will be the student or students responsibility (should this amount exceed their means, it will be at parents cost, upon our return).

What to bring?List provided (also on website)Students should have skates for when we go skating on the Rideau Canal. (but not necessary if you need a pair, let us know)Students need to bring a helmet for tubing (mandatory). We highly recommend one for skating.

Any and ALL medications that you need.Warm clothes! Boots, hats, gloves. They will be outside for extended periods of time and Ottawa and Quebec are cold at this time of year!

LuggageStudents are permitted:1 Large piece of luggageStudents will not have access to luggage during the drive..1 piece of carry on (backpack, etc)Skates in separate bag labeled with nameSuggest putting snowpants, hat, gloves with them as we will be going directly to tubing.Students must be able to handle your own luggage

PurchasesKeep purchases small and to a minimum. There is a limited amount of space, and you need to be able to carry all of your luggage.Should you feel the need or the want to make a large purchaseyou need to contact a chaperone previously, to ensure that it will be suitable for transport.

Food and beveragesWe are trying to ensure that all of you have a healthy and safe trip:

No energy drinks, alcohol, tobacco products or drugs, including prescription not intended for yourself!

Food and beveragesWe are trying to ensure that all of you have a healthy and safe trip:

This is a peanut free tripCheck ingredients when purchasing snacksPlease try to eat healthier choices in snacks (not sugar packed)

Technological Devices PermittedCell phonesipodPSPNintendo DSNot to bringLaptops/netbooksPersonal DVD playeriPad/tablets

Our reasoning for this is that these are expensive and we would prefer they be left behind. - We think it best that they be able to put these items in a pocket out of sight.

Simple Tips for Safe TravelStudents have received a list, which will help give tips for safe travel. This is also posted on the website.Please go over this with your child before our departureForward any questions or concerns you should have to any of the chaperones.

List available tonight31Emergency ProceduresSome chaperones will have cell phones, students will have two phone numbers on a sticker. We have chaperones who are CPR and First Aid trained as well as some of Target Tours Employees. Parents will be informed of the numbers prior to departure.Emergency = medical issue, security issue, lost etc.

Spending moneyAlthough the trip includes the cost of 3 meals a day, hotel, transportation and activities, it is recommended that students bring some spending money. Suggested amount $75-$100, this would give you the opportunity to buy snacks, some memorabilia, shopping etc.It is also a good idea for them to bring the suggested amount of money for just in case situationsunpredicted expenditures on your part.

Weather issuesThe plan is to leave at 6amBy 6pm the night before, we will know the weather situation.Departure delays will be made by 4:30am on Monday. Information provided to radio, website, and instant emailInsurance coverage provides for delays related to weather.

Final CostsTotal number of students travelling is 108 + 8 chaperonesTotal cost per person has been sent home with students.Final payment were due on Jan 8, 2015 (make sure cheques have the right year!)

Final thoughtsWe are looking forward to a great trip!We will do a mass email upon arrival in hotel in Quebec.If you have questions, please contact us by phone or email. This is a great experience for everyone, and the excitement level is building!Thanks for your support!

Final Questions?Thanks for coming!

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