2023 International Independent School Public Speaking Championships

LEVEL II VENTURING OUT PACKAGE – International Independent School Public Speaking Championships, Vancouver, BC October, 2023 Dear Parents, Re: IISPSC, Vancouver, BC October 18-23 Your child has been selected to represent York and compete at the International Independent School Public Speaking Championships hosted by Crofton House School. The competition takes place October 19 - October 22, 2023 with travel days on the 18th and 23rd. 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 organised by the host schools.

Students will be flying WestJet Airlines to Vancouver where transit passes will be provided by the host school for travel by SkyTrain to our hotel. Students should meet Mr. Burkett at our school’s reception at noon on Oct. 18, where we will travel by Uber to Pearson International Airport. Dismissal will be from the arrivals area at Pearson International Airport, terminal 3 on Monday, Oct. 23 at approximately 6:15 PM (flight details below). The IISPSC is a qualifying tournament for the World Individual Debate and Public Speaking Championships, traditionally held in the month of April and hosted by an Australian school this year.

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 Friday, Oct. 13: 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.

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EXCURSION INFORMATION FORM Excursion Name

International Independent Schools Public Speaking Championships

Transportation Details Dates and Times

Departure Wednesday, Oct. 18: Students should meet Mr. Burkett at reception at noon to travel by Uber to Pearson International (YYZ).

Departing Toronto: WestJet WS 717 3:00 PM arriving in Vancouver at 5:17 PM. Our flight will be met by the host school where transit passes will be provided. Travel by Skytrain (Canada Line) from the airport to Granville station, followed by a short walk to the Sutton Place Hotel.

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. Activities undertaken by York on our own may include travel by Skytrain, city bus, taxi or Uber.

Return Monday, Oct. 23 Travel by Uber or Skytrain to Vancouver international airport.

Return Flight: Porter PD 304 departing YVR at 10:45 AM arriving terminal 3, YYZ at 6:15 PM. Please check the displays for the arrival gate.

Students will be dismissed from YYZ and should be met upon arrival. Please check our flight status for precise arrival time.

Group Involved (Include approximate number) Group Leader and any other Staff Involved Destination Address

3 Students Rob Burkett Crofton House School: 3200 W 41st Ave, Vancouver

Sutton Place Hotel: 845 Burrard St, Vancouver

Activity Description and Educational Rationale

Participate in the International Independent Schools Public Speaking Competition, a qualifier for Worlds.

Service Provider(s) Emergency Contact Information

Crofton House School Rob Burkett: 416-820-9050 Sutton Place Hotel: (604) 682-5511 Crofton House School: (604) 263-3255 $1000

Approximate Cost 2023 | 2024

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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.

Cost includes: hotel, tournament registration, most meals (see itinerary below), transportation to and from the venue and from Vancouver airport to the hotel.

Cost does not include: Flights (except for Hayden +$400), all meals on the travelling days, snacks, entry to any museums or activities not included as part of the tournament, taxis/ubers to the airport or other destinations, e.g. UBC, Vancouver Art Gallery, visit to Stanley Park (students to choose between for the first evening based on the weather and their interest and energy level).

To pay for the above, students should bring either a credit/debit card or cash ($140 recommended).

Costs will be levied to student accounts after the excursion.

Return Level II VO Form via YorkNet by What to Bring

Friday, Oct. 13 Comfortable clothing for the travel days and smart-casual for non-competition activities.

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.

Hat, sunscreen and water bottle.

Computer if required to complete homework.

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 a passport or driver's licence to use as ID at the airport as well as your OHIP card and additional health insurance certificate.

Activities to be undertaken by students: The tournament itinerary can be found HERE. The only substantial block of free time is on our arrival day.

Depending on weather and the students’ interest and energy level, Mr. Burkett can provide a tour of UBC (his alma mater), or take students to the Vancouver Art Gallery and Robson street, which is a short walk from our hotel.

Student preparation for excursion: Students have been practising their events since the start of the school year.

Follow-up: Debrief and review of results to improve at future competitions.

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Risk Assessment Specific Risks Identified: The below list of risks is not comprehensive but provides an overview of the types of risks this trip involves and is in accordance with the MOU The York School has signed with Crofton House School. ● General Risks and Hazards: Risk of unavoidable slips and falls leading to physical injury, disability or death. ● Exposure to large public spaces: Risk of emotional response due to unfamiliar interaction, physical or otherwise, with the public. Students will be adequately supervised and, in the event of an incident, emergency processes will be followed. ● Meal Arrangements: Risk of allergic reactions or illness or discomfort due to food related allergens or labelling errors. ● Medical or Social/Emotional Concerns: Risk of sudden illness, medical episode (sudden cardiac arrest), allergic reaction or mental health crisis. ● Inappropriate student behaviour: Risk of student becoming lost, injury to participant or death. ● Lost/Stolen Items: Risk of additional cost due to replacement of lost or stolen items. Inconvenience associated with lost or stolen items. ● Communicable Disease Risks: Viral transmission resulting from close contact with an infected individual, poor hand hygiene, and/or sharing food. Students will be adequately supervised and, in the event of an incident, emergency processes will be followed. ● Risks associated with travel, including but not limited to the risk of injury or death due to accidents when travelling by taxi/Uber, city bus, coach, school bus, SkyTrain as well as the risks associated with flying.

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. Students will be oriented to new sites. Boundaries and out-of-bound areas will also be described. Mr. Burkett will carry a cell phone, medical and contact information for their groups and first aid kits. Mr. Burkett is trained in first aid. Students will be expected to only travel in a group of three.

Precautions to reduce exposure to COVID-19: There will be no specific precautions taken by York or the host school. Students should feel free to wear a mask. Frequent hand washing/sanitising will be encouraged.

Location of nearest Emergency Medical Service: There are several hospitals located close to Crofton House School (e.g. Vancouver General) as well as St. Paul’s Hospital at 1081 Burrard St, Vancouver, very close to the hotel.

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 2023 | 2024

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supervise the group. The York teacher will keep in contact with The York School and parents will be kept updated on the incident.

Tournament Schedule: The detailed tournament schedule can be found HERE.

SPECIFIC EXCURSION RULES In addition to the expectations set out in The York School’s Code of Conduct, students are required to uphold the Code of Conduct for the tournament as set out on the tournament website HERE. The following rules will also apply during this trip: Students are expected to abide by the curfew set by Mr. Burkett. Students are expected to make all meeting times and respect boundaries set out for excursions organised by the host school and for any free time around the hotel. Students 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 competing and for the banquet, students will be in business attire; for travel and non-school activities, 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 flight 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 an overview of the area and geographic limits will be identified for students. When given the opportunity to venture away from the group, students 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

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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 Vancouver, BC for the IISPSC on Oct 18-23, 2023.

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, SkyTrain travel, taxis/Ubers, 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:

● General Risks and Hazards: Risk of unavoidable slips and falls leading to physical injury, disability or death. ● Exposure to large public spaces: Risk of emotional response due to unfamiliar interaction, physical or otherwise, with the public. Students will be adequately supervised and, in the event of an incident, emergency processes will be followed. ● Meal Arrangements: Risk of allergic reactions or illness or discomfort due to food related allergens or labelling errors. ● Medical or Social/Emotional Concerns: Risk of sudden illness, medical episode (sudden cardiac arrest), allergic reaction or mental health crisis. ● Inappropriate student behaviour: Risk of student becoming lost, injury to participant or death. ● Lost/Stolen Items: Risk of additional cost due to replacement of lost or stolen items. Inconvenience associated with lost or stolen items. ● Communicable Disease Risks: Viral transmission resulting from close contact with an infected individual, poor hand hygiene, and/or sharing food. Students will be adequately supervised and, in the event of an incident, emergency processes will be followed.

● Risks associated with travel, including but not limited to the risk of injury or death due to accidents when travelling by taxi/Uber, city bus, coach, school bus, SkyTrain as well as the risks associated with flying.

I/We, the undersigned, grant the trip supervisor 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 behaviour, consequences for misbehaviour, and the details of the trip, including 2023 | 2024

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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.

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