IISPSC 2022 Deerfield Public Speaking VO

LEVEL II VENTURING OUT PACKAGE

International Independent School Public Speaking Championships, Deerfield, MA

October, 2022

Dear Parents,

Re: IISPSC, Deerfield, MA October 20 24

Your child has been selected to represent York and compete at the International Independent School Public Speaking Championships co-hosted by Northfield Mount Hermon and Deerfield Academy near Deerfield, Massachusetts, which will serve as the primary venue The competition takes place October 20 October 24, 2022. Students have selected the speech and debate categories in which they will compete and will have the opportunity to meet participants from around the world and to enjoy social and tourist activities organized by the host schools

Students will be flying Porter Airlines to Boston where transportation by coach to Deerfield Academy will be provided Students should meet inside the doors of Billy Bishop Airport Ferry Terminal at Bathurst Quay near the large bank of elevators at 7:45 AM on Thursday, Oct. 20. Dismissal will be from the same location on Monday, Oct. 24 at approximately 6:00 PM. The IISPSC is a qualifying tournament for the World Individual Debate and Public Speaking Championships, traditionally held in the month of April

Enclosed with this letter you will find an Excursion Information Form that outlines the educational rationale for the trip, our activities, risks associated with the trip, important contact information, and financial information Please read the enclosed information carefully as it forms the basis of your consent for your child’s participation.

Once you have satisfied yourself as to the suitability of this trip for your child, please fill out the following forms online via YorkNet by Monday, Oct 17:

Parent Acknowledgement, Consent & Release Form

Level II Code of Conduct

Finally, please ensure that your child’s medical information and emergency contact information is up to date for this excursion. To confirm these details, log on to YorkNet.

EXCURSION INFORMATION FORM

Excursion Name International Independent Schools Public Speaking Championships

Transportation Details Date(s) and Times Departure

Thursday, Oct. 20:

Meet at Billy Bishop Airport Ferry Terminal at Bathurst Quay near the large bank of elevators at 7:45 AM for 9:05 AM departure to Boston, Logan airport on flight PD 939

Arrive Boston at 10:40 AM, clear customs, buy lunch, and travel by coach to Deerfield Academy, departing at 1:00 PM.

Compete at Deerfield Academy until 10:00 PM, coach to the Red Roof Plus Inn in Deerfield

Please see the attached itinerary for our daily routine. All transportation has been arranged by the host schools and will be by coach or school bus

Return

Monday, Oct. 24

Leave Deerfield at 6:30 AM on the provided coach to Boston Logan airport. This early bus will permit us to spend time in Boston before our flight. The bus will either drop us off in Boston or we will take a taxi from the airport to Harvard for a 10:00 AM historic tour

11:00 AM lunch near Harvard and taxi to Boston Logan.

Return flight Porter PD 944 departing 3:35 PM arriving 5:30 PM to the Island airport.

Students should be picked up from the Bathurst Quay Ferry Terminal at approximately 6:00 PM. Please check the flight arrival time.

Group Involved

approximate

3 Students

Group Leader and any other Staff Involved Rob Burkett

Destination Address

Activity

Service

Deerfield Academy , 7 Boyden Ln, Deerfield, MA Red Roof Inn+ 9 Greenfield Rd, South Deerfield, MA

Participate

the International Independent Schools Public Speaking

a qualifier for Worlds.

Deerfield Academy

Rob Burkett:

Red Roof Inn+:

Deerfield Academy:

Approximate Cost

Please note that once you have provided consent to have your child participate on the excursion you will be charged for the expenses incurred on your child's behalf for this excursion. Where, after you have provided your consent, notice is given that your child cannot attend the excursion, efforts will be taken to avoid incurring expenses on your child's behalf for the excursion, and you will be only charged those expenses that could not be recouped.

$1550

Cost includes:

Airfare, hotel in Deerfield, tournament registration, lunches and dinner most days (see itinerary below), taxis to and from Harvard to Boston Logan airport.

Cost does not include:

All breakfasts and lunch on the traveling days, any snacks, souvenirs, etc. students wish to purchase.

To pay for the above, students should bring either a credit/debit card (check with your bank to ensure it will work in US ATMs and point-of-sales) OR US dollars. $150 is recommended.

Costs will be levied to student accounts after the excursion. Return Level II VO Form via YorkNet by Monday, Oct. 17 What to Bring

Comfortable clothing for the travel days and tour of historic Deerfield.

Business dress for three days of competition

Dress shoes and shoes that can get dirty on our tour day

Please check the forecast and pack appropriate outerwear. The Friday activities and tour of Harvard will proceed rain or shine.

Hat, sunscreen and water bottle

Notebook with paper for note taking, printed copies of all readings and speeches

Checked baggage is extra, so please try to fit all items into a carry on (wear all your bulky items on the plane)

Don’t forget your passport and health insurance card/info/ and please bring proof of vaccination.

Activities to be undertaken by students:

See itinerary below

Student preparation for excursion: Students have been practicing their events for the past month

Follow

review

Risk Assessment

Specific Risks Identified:

Students may be exposed to a number of physical injuries including: cuts, scrapes, broken bones, bruising, sprains, head injury, concussions, and slips, trips, and falls from heights. Students are at risk of temperature related injuries from physical activity outdoors. While on this excursion, students are at risk of getting lost or separated from the group, as well as damage or loss of property. While on this excursion with other students and staff, students are also at risk of exposure to COVID-19. Masks are strongly encouraged on the plane and bus. There is also the risk of a traffic accident when en route.

Precautions to be taken to reduce risks:

Pre-trip preparation will include briefing on routes, boundaries, safety rules and emergency procedures, including contingency plans in case of separation. All trip equipment and gear will be checked by staff before departure. Students will be oriented to new sites. Boundaries and out-of-bound areas will also be described. Teachers will carry a cell phone, medical and contact information for their groups and first aid kits. Each teacher is trained in first aid. Students will be paired in a buddy system. At minimum, 1:10 staff to student ratio will be maintained.

Everyone will exercise precautions to avoid sun burns and heat related issues by applying sunscreen, wearing a hat and/or sunglasses, and monitoring time spent in direct sunlight.

Precautions to reduce exposure to COVID-19:

Students should bring a mask (N95 is the most effective) and are encouraged to wear it on the plane and bus, but masking will be optional. There are no COVID policies or restrictions at the hotel or at Deerfield Academy. Because students have been vaccinated, please bring proof of vaccination.

Location of nearest Emergency Medical Service:

Deerfield Academy has its own medical centre. The nearest hospital is Cooley Dickinson located at 30 Locust St, Northampton, MA.

Arrangements to be made to transport person/group to EMS:

In the event of a student with an injury, the York staff member would assist the injured student and apply any necessary first aid. They would ensure the rest of the group is safe and stable. However, if there is a major accident requiring EMS, a York School staff would accompany any student who would need to be taken to hospital. Teachers from the host school or other CIS school (e.g. Branksome Hall) would supervise the group. The York teacher will keep in contact with The York School and parents will be kept updated on the incident.

SPECIFIC EXCURSION RULES

In addition to the expectations set out in the Code of Conduct, the following rules will apply during this trip:

Students are expected to stay out of other students’ hotel rooms and to abide by the curfew set by Mr Burkett Students are expected to make all meeting times and respect boundaries set out for Deerfield and Harvard They should keep Mr Burkett’s phone number in their phones and keep their phones charged The pool at the hotel is strictly off limits

Dress: Students must wear appropriate clothing for the activity, location and weather While debating and for the banquet, students will be in business attire; for travel and activities on Friday, students may wear casual clothes Students are representing The York School and casual wear rules will be in effect: clothing must be neat, clean and should not display objectionable words, phrases, pictures or symbols Students must dress respectably and never let their undergarments or midriffs show Students must wear shoes or boots that are suitable for extended periods of walking.

Personal Electronic Equipment: Electronics (computers, tablets, etc ) may be brought for the plane or to keep up with school work, but will be the responsibility of the student to keep safe

Independent Time Protocol will be followed: Students will be paired with a buddy and must not venture out alone During independent time, students will be provided with a map of the area and geographic limits will be identified for students When given the opportunity to venture away from the group, they must remain within specific geographic limits and will check in periodically with a teacher at a specific place and time. Students will have cell phone contact numbers for both teachers and the hotel Students will be made aware of the risks and will discuss the importance of being aware and vigilant Independent time protocols will be followed and will only take place in areas deemed safe in advance

ACKNOWLEDGEMENT, CONSENT, AND RELEASE

The following sets out statements to which you, the parent(s), must agree by signing electronically below in order for your child to be permitted to participate in the intended trip Should you have questions regarding any of the statements below, you may contact the Divisional Principal or Experiential Educator, Barb Prevedello, at bprevedello@yorkschool.com (416 926 1325 Ext. 1439). I/We understand, as the parent or guardian of the student named above, that students on York School trips are expected to participate fully in all activities undertaken during and in preparation for the trip, and that they must conduct themselves in a manner befitting of their role as ambassadors for the school community I/We further understand that all students will be bound by The York School Code of Conduct and any additional rules and regulations listed in this information package and/or discussed and implemented while on the trip, and that any infraction of these rules may, at the discretion of the trip leader, result in the immediate return of the student to Toronto. Responsibility and payment for these arrangements will be borne by the parent/guardian Any infraction of these rules may, at the discretion of the Division Head, result in appropriate disciplinary action including suspension from subsequent trips

I/We have reviewed the contents of this information package and Code of Conduct expectations, rules and consequences with our child I/We, the undersigned, consent to the participation of our child (as noted above) in The York School trip to Deerfield and Boston, MA on Oct 20 24, 2022

Details concerning this event, including activities, travel, supervision, location and safety precautions have been communicated to us and are understood. In particular, we are aware that

students will be engaged in the following activities: plane travel, bus travel, walking tours, debating and public speaking.

Our emergency contact information is up to date I/We agree to update the information with the trip leader if changes occur prior to the trip start date

I/We have reviewed the Trip Plan and are aware that this excursion may expose my/our child to the following risks: Students may be exposed to a number of physical injuries including: cuts, scrapes, broken bones, bruising, sprains, head injury, concussions, and slips, trips, and falls from heights Students are at risk of temperature related injuries from physical activity outdoors While on this excursion, students are at risk of getting lost or separated from the group, as well as damage or loss of property. While on this excursion with other students and staff, students are also at risk of exposure to COVID 19 There is also the risk of a plane, bus, or other traffic accident when en route to and from the airport and Deerfield academy

I/We, the undersigned, grant the trip supervisors appointed by The York School permission to act on my/our behalf and to consent, to any medical, dental or surgical treatment, including pain relief and admission to hospital which may be required for my/our child, in the opinion of a qualified medical practitioner if, after reasonable attempts have been made to contact me/us at the phone numbers provided to the school, I/we cannot be reached I/We do hereby release The York School, its directors, employees and its agents, from every manner of suit, claim or legal action which may arise as a result of an injury to, or the death of, my/our child sustained by reason of my/our child’s participation in this excursion. As parent(s) of the child above, I/we 1. acknowledge that I/we understand the statements made regarding the intended excursion with respect to expected behavior, consequences for misbehavior, and the details of the trip, including activities and risks, 2 consent to my/our child’s full participation in the trip, and to the school taking the measures set out above in response to any medical emergency that may arise, and 3 release the school from legal action arising from injury or death according to the terms set out above

CODE OF CONDUCT

I understand, as the parent or guardian of the student named above, that students on York School trips are expected to participate fully in all activities undertaken during and in preparation for the trip, and that they must conduct themselves in a manner befitting their role as ambassadors for the school community We further understand that all students will be bound by The York School Code of Conduct and any additional rules and regulations listed in this information package and/or discussed and implemented while on the trip, and that any infraction of these rules may, at the discretion of the trip leader, result in the immediate return of the student to Toronto at the parent/guardian’s expense and that any infraction of these rules may, at the discretion of the Division Head, result in disciplinary action We have reviewed the contents of this information package and Code of Conduct expectations, rules and consequences with our child

Please Note:

This copy of the Venturing Out Package is for reference only. Log on to your YorkNet account at https://yorkschool myschoolapp com/app#login to complete your child’s VO Package and give consent for their participation in this excursion