DECA International Career Development Conference (ICDC) in Orlando, Florida
Dear Parents,
February 2025
Re: International Career Development Conference (ICDC) held at the Orange County Convention Centre in Orlando, Florida from April 25-30, 2025
Students who have qualified for ICDC will visit Orlando, Florida to participate/compete in their respective categories with other students from around the world. Students will meet at Pearson airport on the morning of April 25 and return to Pearson airport on the afternoon of April 30th As participants of this conference we are expected to use flights and hotels booked through DECA Ontario
Once you have satisfied yourself as to the suitability of this trip for your child, please complete the online Venturing Out Form via YorkNet by Wednesday, March 5, 2025.
Parent Acknowledgement, Consent & Release Form; Level II Code of Conduct
As well as completing the online form above, please submit the following by Wednesday, March 5, 2025: A copy of passport
A deposit of $1,000 (by cheque made payable to The York School or electronic funds transfer to your child’s online student account)
A notarized consent letter will also be sent at a later date to be submitted prior to the trip
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
LEVEL II EXCURSION INFORMATION FORM
Excursion Name
Transportation Details (Dates and Times)
Group Involved (Include approximate number)
Group Leader Staff Involved
DECA International Career Development Conference
Depart: AC 1670 (Terminal 1)
Depart YYZ - 7:00am (Students must arrive by 4:15am)
Arrive MCO - 9:51
Return: AC 1671
Depart MCO - 8:00am
Arrive YYZ - 10:51am (Terminal 1)
York School DECA ICDC Qualifiers (2 students)
Brian Eaton
Destination Addresses Hotel:
Rosen Centre Hotel, 9840 International Drive, Orlando, Florida 32819 407-996-9840
Conference Sessions:
Orange County Convention Center, 9800 International Drive, Orlando, Florida 32819 407-685-9800
Educational Rationale
Service Provider(s)
Emergency Contact Information
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
Students will participate in DECA competitions by presenting their business case Students will also attend sessions that provide opportunities to further develop their business skills and public speaking capabilities Students will have an opportunity to build on their critical thinking skills, communication skills, and business acumen. This is a wonderful opportunity for senior students to grow as risk-takers, communicators and critical thinkers.
Ontario DECA & DECA INC
Kathryn Barnes in Toronto (c): 647-204-1252
Andrea Lossing in Toronto (c): 416 526 6595
Brian Eaton (c) 416 670 2155
The approximate cost of the trip will range from $1600-$1900CDN
A deposit of $1000 is due Wednesday March 5, 2025 - this can be paid by making a payment to your York account. The remaining costs will be levied to student accounts after the trip. Cost includes: flights, transportation to and from the airport, hotel, most meals and conference fees.
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
Cost does not include:
Some Food - some meals are provided by DECA Ontario, however, some meals (including while in transit) are at the student’s expense Students will be expected to bring spending money for meals, $50 USD per day should be sufficient Students are required to purchase a DECA Blazer (approx $80US) as these are mandatory to compete in
Students may additionally bring money for souvenirs.
DECA Onatrio has purchased travel health insurance for participants through Manulife. Students must be Canadian citizens and have a valid Ontario health card for coverage to be valid. Any extra travel medical insurance or if your child is not a Canadian citizen with a valid OHIP card is the responsibility of the family
NOTE: Room arrangements will be assigned by DECA Ontario Students will be in rooms of 4 students with 2 Double beds Two students to a bed
Return Level II VO Form via YorkNet by
What to Bring
Wednesday March 5, 2025
● Western business attire, required for 3 days Please refer to the DECA dress code for specifics
● Comfortable dress shoes - we will be walking to sessions (less than 1km)
● Casual clothing for downtime
● Laptop - students will be responsible for the security of their own devices
Activities to be undertaken by students:
Students will fly to Orlando Florida and return; travel from airport to Hotel by shuttle van or bus in conjunction with DECA Onatrio; travel to and from conference location from the hotel by walking (less than 500m away) Students will participate in the ICDC Conference and in all Ontario DECA activities as set out by them Students may visit local shops by foot and/or taxi if time permits (A teacher will go with them).
Student preparation for excursion: Students will continue to refine their business plan with the assistance of the DECA Ontario team Students will meet as a group at the York school over designated lunch periods to prepare for their presentation Students are required to attend a mandatory DECA Ontario virtual training session on:
Saturday March 22, 2025 (9:00am -12:00pm)
Saturday April 5th, 2025 (9:00am - 12:00pm)
Students will practice and refine their presentation with their advisor
Follow-up: Students will debrief, reflect and share their experiences Students will have the opportunity to share their reflections with the wider York School community
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. There is also the risk of a traffic accident when en route
1 Risks associated with travel by airline; travel by foot; travel by taxi; travel by public transportation
2 Exposure to food allergens
Precautions to be taken to reduce or eliminate risks:
Walking in open public areas, familiarizing oneself with the area using maps, questions, frequent rests and opportunities to stop and eat/hydrate Check-ins with students to monitor energy levels and adjust accordingly 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 partially supervised, students must be with their buddies, and 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 safe areas of the city Transportation will be with professional services such as a reputable airline, chartered bus or registered taxi, and public transit Teachers will travel with first aid kit and student personal information forms
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
Contingency plan for bad weather/trip interruption: The trip will not run if there is a significant delay due to inclement weather If en route, we will take the next available form of transportation If there is inclement weather when at the destination, alternative travel arrangements or itinerary changes will be made as needed. Trip Coordinator and Mr. Eaton will track weather and local reports and communicate any changes to parents via email.
Location of nearest Emergency Medical Service:
Orlando Health Dr Phillips Hospital 9400 Turkey Lake Road, Orlando, FL 32819, United States
Arrangements to be made to transport person/group to EMS (including route to be taken):
In the event of a student with an injury, an adult would stay with the injured students and apply any necessary first aid A second adult 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 will keep in contact with The York School and parents will be kept updated on the incident
Additional Information:
Travel Insurance, Passport, and US Visa information:
Please consider if your child requires a US Visa to enter the United States It is your family's responsibility to ensure you have all the required paperwork to travel to the USA if you do not hold a Canadian passport (whether it be a Visa or to be registered through ESTA) Visit https://wwwcbp gov/travel/international-visitors for more details It is recommended that parents keep a copy of any identification that accompanies the child Any travel medical insurance is strongly advised and is the responsibility of the family
Itinerary
Below is the tentative schedule for ICDC 2025 as outlined by DECA Onatrio.. Please note that the schedule may change
SPECIFIC EXCURSION RULES
Dress: Students must adhere to the DECA Dress code Students should also pack appropriate casual clothing for excursions around Orlando You 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
Curfew: Students are required to abide by the DECA Ontario curfew (varies by evening but is either 11:00 or 11:30pm).
Personal Electronic Equipment: Students are permitted to bring personal electronic equipment such as laptops; however, students are solely responsible for such items and should be aware of the risk of theft in hotel rooms or at the conference Students are encouraged to bring cell phones as they are a valuable form of communication with teachers while on the trip
Rooms: Room arrangements will be assigned by DECA Ontario Students will be in rooms of 4 students with 2 Double beds. Two students to a bed. Students are not to enter any room other than the one that they have been assigned to.
Participation: Student participation in activities is mandatory and they must be on time
Punctuality: Students will be given a copy of the final itinerary and are expected to meet all set times.
Dining: Depending on the conference schedule and when committees are provided break times, students will often eat meals as a DECA Onatrio group
Areas that are off-limits: Hotel gym, pool and surrounding pool enclosure
Independent/Free Time: 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, Andrea Lossing at alossing@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 DECA International Career Development Conference (ICDC) in Orlando, Florida from Friday April 25 - Wednesday April 30th, 2025 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:
Students will fly to Orlando Florida and return; travel from airport to Hotel by shuttle van or bus in conjunction with DECA Onatrio; travel to and from conference location from the hotel by walking (less than 500m away) Students will participate in the ICDC Conference and in all Ontario DECA activities as set out by them. Students may visit local shops by foot if time permits (A teacher will go with them).
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
- risk of temperature related injuries from physical activity outdoors
- risk of getting lost or separated from the group,
- damage or loss of property.
- exposure to COVID-19
- traffic accident when en route
- Risks associated with travel by airline; travel by foot; travel by taxi; travel by public transportation
- Exposure to food allergens
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.