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Summer Travel Survival Guide
By Rhee Gold
 How to turn down the heat on school trips
Each spring
dance school owners across North America are booking hotel
rooms and air tickets, collecting convention and entry fees,
and filling out and sending registration forms-often by
overnight mail because parents were late to pay their fees.
All of this activity is due to a desire to take students and
faculty members to summer programs, conventions, and
competitions that will inspire everyone involved.
At this point
in the season, the journey seems exciting and no one can wait.
However, the reality is that these excursions can be very
stressful for teachers--keeping 30 young dancers and their
parents under control for a week can be a daunting task. Sooner
or later (usually by day two) that little internal voice
always shouts the same message: "Tell me again why I do this?"
or "Remind me not to do this again!"
Through my
experience in running events and traveling with students, I
have discovered that the parents sometimes pose more problems
than the kids! I remember walking through the hallways of a
hotel at 2:00 a.m.
telling parents that they and their coolers full of
beer had to find another place to party. And then there are
the inevitable parents who whine, "I didn't know that," even
though you told them a thousand times. By the time we get
home, we need a vacation!
One way to
make the trip a better experience for your students, their
parents, and you is to cover all the bases with the
information you distribute. Creating a handbook or survival
guide for everyone involved can alleviate a lot of stress, and
the result just might be that you actually feel good when you
arrive home.
Though by no
means comprehensive, the following sample is the kind of
summer survival guide you can create and share with your
students and their parents. I suggest that you call a meeting
to distribute the guide, go over the contents, and open the
floor to questions.
A Summer Travel Guide for Students and Parents
Congratulations! You have been chosen to travel to Orlando to
participate in Dance Extreme National Convention and
Competition, July 3-6 at the Dancehaven Hotel. We will depart
from Boston on July 2 and return on July 7.
For more than
a decade, the ABC School of Dance has provided its students
with opportunities to attend national conventions to take
classes with some of finest master teachers in the country and
perform in national competitions. It is the belief of the ABC
School of Dance faculty that a big part of the dance training
process includes exposure to new dance styles and techniques
from teachers who are nationally recognized for their
expertise in the field of dance education.
We've created
this guide in an effort to make the trip enjoyable for all of
our students and their families. It will also clarify what we
expect from students and supervising adults in terms of
commitments and responsibility.
Please note: All dates and/or expenses listed in this handbook
are subject to change. Please check the bulletin board each
week for updates.
Adult
Supervision
It is not
required that every parent attend the event; however, each
student must be assigned to a responsible adult or guardian
(minimum age 18) who will supervise the child during the
entire trip. A non-traveling parent may designate another
parent who is traveling with the group to be the responsible
adult for their child. Students' siblings or other relatives
under the age of 18 may not act as responsible adults or
guardians.
Each hotel
room booked by the ABC School of Dance must have at least one
responsible adult staying in it.
Travel
All students
and their families must travel with the ABC School of Dance
group from start to finish. This includes, but is not limited
to, airport transportation, flights, hotel rooms, special
events, etc. Please do not ask us to make an exception.
Trip
Itinerary
July 2
10:00
a.m. Bus to
airport departs from the studio. (Please arrive at 9:30
a.m.)
1:00
p.m. Flyaway
Airlines flight #0000.
2:30
p.m. Arrive in
Orlando.
3:00
p.m. Bus to
Dancehaven Hotel.
3:30
p.m. Group
check-in at Dancehaven Hotel.
July 7
8:00
a.m. Bus to
airport departs from Dancehaven Hotel lobby. (Please arrive at
7:30 a.m.)
11:00
a.m. Flyaway
Airlines flight #0000.
12:30
p.m. Arrive in
Boston.
1:00
p.m. Bus departs
for studio.
Classes
Classes constitute the main focus of our trip: to be inspired
by masters in the field. It is expected that all ABC School of
Dance students will take advantage of all classes offered. If
a student has a scheduling conflict and is unable to attend
class, it must be cleared with the director.
Respect for the teachers you take class with is essential.
Listen to their directions and each correction given, whether
it's directed to you or another dancer. A correction is an
honor; it shows you how much a teacher cares about your
progress as a dancer.
Appropriate dance attire, including shoes, is required for all
classes.
Always thank the teacher at the end of class.
Competition
We consider
participation in competitions an important part of our
students' training as dancers and a huge influence them as
people. For students who participate with the right focus, the
experience gained in competition can boost their
self-confidence. Students who feel good about a performance
and understand that they become better each time they go
onstage grow as dancers through the competition experience.
Hitting that
stage and doing the best you can is what it's all about;
whether you win--or which award you win--is secondary. This is
a national competition with very strong talent from across
North America. Our goal is not to beat anyone; instead, we
hope to motivate both our students and faculty by exposing
them to the highest caliber of talent available. For us,
competition is an education!
We are traveling as a team, which means that everyone is
expected to support the other members of the group throughout
the event. All students, whether performing at that time or
not, must attend the competition events when any ABC School of
Dance students are performing.
Enthusiastic applause is appreciated; however, yelling names
or screaming of any kind is not acceptable.
Each time we have attended the
Dance Extreme National Convention and Competition
we have received comments on how respectful and friendly our
school is. We encourage our students to respect all the
dancers participating in the competition, regardless of their
school affiliation. A big part of the ABC School of Dance
philosophy is appreciating everyone who loves to do the same
thing we do--dance!
Mandatory
Rehearsals
Presence at all rehearsals is mandatory (no exceptions). The
spirit of teamwork and the lesson of dedication are a big part
of the educational process.
All dancers
are expected to work hard and arrive early enough to warm up.
Why mandatory rehearsals? All rehearsals are dedicated to
cleaning the choreography. A missing dancer holds back the
progress of the entire group. When we clean choreography, we
may also change it. Dancers who miss a cleaning session may
not be properly prepared for performance and could end up
letting down themselves, their team, or the school.
Rehearsal Schedule
June 20,
21, & 22
10:00
AM--12:00 p.m.
Mini Team (7--9)
12:00--2:00
p.m. Junior Team
(1--12)
2:00--4:00
p.m. Senior Team
(13 & over)
June 27 &
28
10:00
AM--12:00 p.m.
Mini Team (7--9)
12:00--2:00
p.m. Junior Team
(10--12)
2:00--4:00
p.m. Senior Team
(13 & over)
June 29
1:00--5:00
p.m. Complete
run-through and dress rehearsal of all competition
performances (costumes required).
Please note: Additional rehearsals may be scheduled at the
discretion of the teacher or choreographer.
All dancers are required to participate.
Costumes
Please pack all costumes and accessories in protective garment
bags. All hats, props, etc. must be packed in a hatbox or
something similar to protect them while traveling.
Parents should check for any costume adjustments that need to
be made prior to departure. Split seams, missing trim, loose
threads, etc. should be fixed prior to departure.
-
Place
student's name in all costumes, accessories, and shoes.
-
Pack at
least two extra pair of tights in each color with costumes.
Please purchase tights prior to departure to avoid the
stress of trying to find the correct style and color in an
unfamiliar city.
-
Bring a
handheld steam iron to remove wrinkles before the
performance.
-
A portable
costume rack is recommended but not required.
Expenses
(due April 15)
This list does not include food, sightseeing, or personal
expenses.
Convention
fee: $200
Airfare: $296
Hotel: $155 +
tax per night (5 nights)
Bus
transportation (studio to airport): $10
Bus
transportation (Orlando airport to hotel): $10
Award banquet
ticket* (July 6): $50
Bus
transportation (hotel to airport): $10
Bus
transportation (airport to studio): $10
Competition
entry fees
-
Solo: $65
each
-
Duo/trio:
$35 each
-
Group (4--8
dancers): $30 each
-
Class (9--15
dancers): $28 each
-
Production
(16 or more dancers): $26 each
*All ABC School of Dance students are required to attend the
awards banquet. Parents and family are invited but not
required to attend. Banquet tickets must be ordered by May 1
and are not available for purchase at the event.
Hotel
Information
The ABC School of Dance has reserved 25 rooms at the
Dancehaven Hotel in Orlando. The deadline for reservations is
May 1. Please contact the ABC School of Dance office to
reserve your room. When calling, please have your credit card
information available. Rooms are $155 plus tax.
The Dancehaven Hotel
555 Any Street, Orlando, FL 55555
555-555-5555
www.website.com
Medical
Release Form
Included in
this handbook is a medical release form (see sidebar). All
students traveling without a parent or guardian must submit
this form by May 1. The form must be notarized, so please
allow enough time to comply with the due date.
Morning
Meetings
All students and supervising adults are required to attend
morning meetings on July 3, 4, 5, and 6, at 9:00
a.m. in an area
designated by the director. At this meeting we will confirm
the day's schedule and address any questions or concerns.
General
Policies for Students
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Arrive for classes at least 15 minutes early.
-
Never leave a class unless it is an emergency.
-
Arrive for competition performances at least 1 hour prior to
your scheduled time, unless otherwise advised by your
teachers.
-
Be sure you are properly warmed up.
-
Present yourself in a professional manner, with costumes
pressed, shoes cleaned, and all accessories accounted for.
General
Policies for Supervising Adults
The success of our trip relies on
a positive atmosphere for all involved. Cooperation between
all parents and other supervising adults is expected. Showing
respect for the other parents and adults, students, and
faculty members makes an important impression on the children.
You are a role model for your child or the students assigned
to you and as such are expected to demonstrate appropriate
interaction with others in a professional setting.
-
Please be sure that your child/assigned student attends all
classes, scheduled meetings, rehearsals, and performances
and is monitored throughout the event.
-
Showing respect for other parents and their children is
essential to preserving team spirit.
-
Please do not socialize in the hotel hallways.
Please keep the following in mind:
-
We never speak negatively about teachers, dancers, or
parents from other schools.
-
We never create conflict with the directors or judges of
events in which we participate.
-
No parent or dancer may call or question the directors of
any event. If you have a concern, please contact the ABC
School director, who handles all communication with the
event directors.
We look
forward to an exciting, rewarding trip!
Note: This is a sample form and not intended for official use.
Please consult an attorney to create a release that complies
with regulations and laws in your state.
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MEDICAL RELEASE FORM |
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As the parent/legal guardian of _______________________, I
request that in my absence the above-named minor be
admitted to any hospital or medical facility for diagnosis
and treatment. I request and authorize physicians,
dentists, and staff, duly licensed as Doctors of Medicine
or Doctors of Dentistry or other such licensed technicians
or nurses, to perform any diagnostic procedures, treatment
procedures, operative procedures, and X-ray treatment of
the above minor. I have not been given a guarantee as to
the results of examination or treatment. I authorize the
hospital or medical facility to dispose of any specimen or
tissue taken from the above-named minor.
|
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Date of
Minor's Birth
_____/_____/_____
Month Day Year
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Date of Minor's Last Tetanus Booster
_____/_____/_____
Month Day Year
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Known
allergies, including any allergies to medicine:
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Any
existing medical problems: |
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Physician's name: |
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Physician's phone: |
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Physician's email: |
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Name of
parent/guardian: |
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Address: |
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City/State/Zip: |
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Home
phone: |
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Work
phone: |
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Cell
phone: |
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Email: |
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Person to
notify if parent/guardian is unavailable: |
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Relationship: |
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Home
phone: |
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Work
phone: |
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Cell
phone: |
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Email: |
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Insurance
carrier |
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Policy
number |
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Authorization to Treat/Administer Medication:
I hereby
authorize medical or surgical treatment of
if any emergency should arise. I give permission for
decisions to be made by the teacher in charge and/or the
ABC School of Dance representative. |
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Signature
of parent/guardian: |
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Notary
info: |
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STATE OF
______________________ |
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COUNTY
OF_____________________ |
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Sworn to
and subscribed before me on the __________ day of
_________________, 20______. |
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__________________________________________________________
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Notary
Public in and for the State of
_____________________________ |
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Commission expires ____________________________
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