Off-Site Activity Information and Procedures Calgary Young Writers' Conference April 25th, 2015
March 2015
ATTENTION: Principals and Teachers registering C.B.E. students for the Young Writers' Conference.
To be held on Saturday, April 25, 2015 at Crescent Heights High School. 1019 1st ST NW Calgary, AB
Direction to Schools:
The attendance of C.B.E. students and teachers at the Saturday, April 25, 2015 Calgary Young Writers' Conference requires that each school attending the Conference follow the field trip procedures as outlined in the Off-Site Activity Procedures Manual (2012-2013) (see link below for latest version): https://portal.cbe.ab.ca/staffinsite/Forms%20%20Manuals/Off- Site_Procedures_Manual.pdf
The Young Writers' Conference organizing committee has put together an information package to assist you in informing parents and organizing your school for registration. The teacher coordinator at each school must distribute this package. Please read all documents carefully.
The Teacher Coordinator for each school will:
Read all of this information carefully, fully complete areas required for the “A Off-Site Single Activity” form and the “Consent of Parent/Guardian Acknowledgement of Risk” form before submitting a copy to your principal for approval no later than one week prior to the conference. Note: Departure Time is the time you ask your parents to meet you. Return Time is the time you ask your parents to pick up their child.
Be on site at Crescent Heights High School for the duration of the conference (8:00 a.m. to 3:15 p.m.) You will need to make a plan to meet your students when they arrive, supervise them during the lunch and bookstore times and ensure that a parent picks up each child at the conclusion of the conference.
o NOTE: Coordinating Teachers are asked to remain inside the school building during the lunch period with their students in order that they can be located in case of an emergency. We keep school doors closed and locked for security reasons.
Notify parents of the event and ensure that each parent has signed the permission form and Acknowledgment of Risk Form for his/her child to attend the conference. Parents attending must also complete the Consent of Volunteer and Acknowledgement of Risk Form, and have an up-to-date Security Clearance on file at your school. Parents cannot attend the conference or be in Crescent Heights High School (except to drop off and pick up their child) unless they have paid the fee to attend sessions and completed the Consent of Volunteer form and security clearance. All forms must be kept by the teacher throughout the conference.
Provide the destination to parents (Crescent Heights High School, 1019 1st ST NW) and dates and times of the conference (April 25th, 2015, 8:00 a.m. to 3:15 p.m.).
Clearly communicate that parents are responsible for their own child's transportation to and from the conference. Parking is available in the school parking lots.
Inform parents of the $50.00 Conference cost for each student. Note: if they are not attending sessions, Teacher Coordinators do not pay the fee. Collect payment in the form of cheques made out to your school. Submit full payment for all students and adults attending sessions to the YWC Registrar with one school cheque (less the deposit and scholarships if applicable).
Information regarding school seating plans in the gym for the keynote speaker and lunch groups will be updated closer to the conference date.
Please ensure that students bring a lunch. Students must eat with their supervising teacher during their designated time.
Page 2 of 3 Provide emergency conference contact numbers to parents: Crescent Heights High School 403-276-5521 Conference Chair Alyson Zwack 403-680-0081
Inform parents that Red Cross attendants will be on site. It is your responsibility to inform these medical people of any students with severe allergies or significant medical issues upon arrival at the conference April 25, 2015.
NOTE: You may need to provide additional information specific to students and parents of your school, such as information regarding car pool arrangements and the meeting locations of your students upon their arrival at Crescent Heights.
Page 3 of 3