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Informational Meeting Wednesday November 20, 2013 DC Trip Coordinator: Bill Meehan.

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Presentation on theme: "Informational Meeting Wednesday November 20, 2013 DC Trip Coordinator: Bill Meehan."— Presentation transcript:


2 Informational Meeting Wednesday November 20, 2013 DC Trip Coordinator: Bill Meehan

3 200 Merrimack Street, Suite 401 Haverhill, MA 01830 (978) 373-9140 Tour Coordinators:  Ron Cormier  Judy Lalumiere

4  Leave Hopkinton on Tuesday, June 10 6am bus departure from Middle School  Spend 4 days and 3 nights in Washington, D.C.  Arrive home at HMS on Friday, June 13 Estimated 8pm – 9pm arrival

5 The students will board five deluxe motor coaches with air conditioning, DVD viewing, and lavatory facilities.

6 We will be staying at the Key Bridge Marriott in Fairfax, VA.  The hotel is in a centralized, safe location, best suited for our comfort and touring demands.  A section of the hotel will be designated for Hopkinton Middle School only.  Boys and Girls will be on separate floors or wings.  Security will be on duty during the night hours, patrolling the hallways during our three nights stay.  We will be taping doors at night. Key Bridge Marriott 1402 Lee Highway Fairfax, VA 22209

7 All meals are organized by Capital Tours. Kids must have money for lunch on the first and last days as we travel to and from D.C. The kids will be eating breakfast, buffet style, at the Key Bridge Marriott. Lunch and dinner tickets will be given out to the kids to be used in designated areas that we will all stop at together, mostly food-court type areas. It is highly recommended that the kids bring extra money with them for snacks and water.

8 Washington, DC Itinerary Day 16:00 AMDeparture from School (Lunch enroute - personal expense) 3:00 PMMeet with guides at Arlington National Cemetery 5:00 PMDinner at Pentagon City Mall 6:30 PMAir Force Memorial 7:30 PMPentagon 911 Memorial 8:30 PM Check in at the Key Bridge Marriott Day 27:00 AMBreakfast at Key Bridge Marriott 8:15 AMFDR Memorial, Jefferson Memorial, Martin Luther King Jr. Memorial 11:00 PMWhite House for photo taking 11:45 PMLunch at the Ronald Reagan Building 12:45PMLincoln Memorial, Vietnam Memorial, Korean War Memorial 3:00 PMWorld War II Memorial 4:15 PMDinner at National Place 6:30 PMTwilight Tattoo 8:30 PMIwo Jima Memorial Day 37:00 AMBreakfast at Key Bridge Marriott 9:15 AMGroup photo at Capitol Building (exterior tour) 10:00 AM National Air & Space Museum (lunch) 12:30 PMMuseum of Natural History, Museum of American History 5:00 PMReturn to Hotel 7:00 PMDinner and DJ Dance at Phillips Flagship Restaurant Day 47:30 AMHotel Checkout, load buses, breakfast at Bridge Marriott 9:00 AM Newseum 11:00 AMDepart Washington, DC 1:00 PMLunch enroute (personal expense) 8:00 PMEstimated time of arrival

9 Chaperones and Safety There will be a 1 to 10 chaperone to student ratio Eighteen of our chaperones last year were members of the Middle School Faculty. Each bus will have an escort/guide provided by Capital Tours while in D.C. The chaperone rooms will be evenly dispersed throughout our section of the hotel for full coverage of student rooms. Nurses will be with the Hopkinton students at ALL times for the entirety of the trip to monitor the health of the students. Two nurses and five chaperones with emergency-response training attended last year’s trip.

10 WASHINGTON, DC PACKING TIPS/GUIDELINES Suitcase – You are limited to one suitcase and one backpack. Please have identification on the outside and inside of all bags. Snacks - Place any snacks in your carry-on bag. No peanuts please. We’ll be stopping for food so don’t feel the need to overindulge. Water only on the bus, no energy drinks, soda, etc. Students are encouraged to donate cases of water for their buses. Music players – Music players will be allowed on the buses to and from Washington, DC. Once in the city, they must be kept in hotel rooms or backpacks. No portable DVD players. No laptops. Hats – It is customary and respectful to remove hats at Arlington National Cemetery, memorials and other sites. Dinner Dance – Dress is casual. This is not a formal event. Sun dresses, skirts, capris, and dress pants are perfect for girls. Collared shirts and khakis are just right for boys. Dress code rules apply. Clothing – Because you are representing HMS, the dress code still applies in DC. Please keep the following in mind: * No rips, tears, or swears. * Words should be limited to appropriate logos. * Appropriate shorts and tops only – dress code applies. Sunscreen – You will want to bring some since we are out in the sun a lot.

11 WASHINGTON, DC TIPS (Cont.) Rainwear – We are outside, rain or shine, so bring a raincoat – please, no umbrellas!!! HMS Anti-blister Protection – * Bring extra socks and a second pair of shoes/sneakers. * Sneakers are best footwear. Wear new footwear several times before the trip. Bring DVDs for the bus (It’s a long ride.). All videos must not exceed a PG-13 rating. Bus Seating - Boys will sit on one side of the bus, girls on the other. Spending Money - $50 to $60 suggested. Tip Collection – $10 per student will be collected upon departure which will be divided to tip our tour guides, the hotel room service, and bus drivers. Cell Phones – Cell phones are allowed, but restrictions will apply during tours. No cell phone use (includes texting) when tour guides are speaking. PLEASE NOTE: It is highly recommended that for security all bags and other personal items (such as cameras, music players, phones, etc.) be labeled.

12 Important information regarding Medication Parents MUST bring all prescription and over-the-counter medications to the Middle School BEFORE the trip. Students may NOT bring in their own medications. PLEASE NOTE: Tylenol, Motrin, Benadryl, and Tums will be provided. If student requires other OTC meds, parents must provide these. All medicines must be in their original bottles. Please provide only enough medicine for the duration of the trip. Place all medication bottles in a single zip-lock baggie. Baggies must be labeled with the student's full name printed clearly on a strip of masking tape. IMPORTANT: Students should carry their own EPI-Pens and inhalers. Gray medication form (Form JLCD-R1) must be signed and turned in EVEN IF your child doesn’t take prescription medications. Just sign and write “N/A” if that is the case. Bottom of Emergency Data Sheet MUST be signed in order for nurses to dispense OTC medications to your children. Please drop off medications at the following times: Monday, June 3, thru Friday, June 7, from 7:30 AM – 2:00 PM in the Nurse’s Office or Thursday, June 6, from 5:00 to 7:00.

13 Here are of some of the exciting things we’ll see and do along our journey…

14 *Lincoln Memorial * FDR Memorial * Capital Building * Air and Space Museum * Arlington National Cemetery *

15 Museum of Natural History * Museum of American History * Vietnam Wall

16 * White House * WWII Memorial * Twilight Tattoo * Korean War Memorial * Washington Monument

17 …And students will create lasting bonds and friendships through this eye-opening, educational tour of our Nation’s Capital.


19 The Washington DC trip is not a right; it is a privilege for the students to attend. Any student who is suspended from school, receives a 4 in conduct, or is subject to multiple disciplinary incidents during the school year will be subject to a review process in order to determine that student’s eligibility. We must be able to trust that each student will follow directions and cooperate in all situations.

20 $621.00 This price includes EVERYTHING except spending money for souvenirs, bottled water, snacks, tips for bus drivers/tour guides ($10.00), and the lunches on the first and last days.

21 Important Dates: Checks payable to Capital Tours, Inc. December 13, 2013: registration and $250.00 deposit due. April 28, 2013: Final payment of $371.00 due May, 2013: There will be a mandatory meeting scheduled the end of May to finalize details. Do not forward payments to the school but to Capital Tours, 200 Merrimack St., Suite 401, Haverhill, MA 01830

22 Roommates Each person fills out an index card like this: Your Name (skip a space) Name of person you want to room with ONE You are only guaranteed ONE person from your list of three.

23 The Morning of Departure Arrival Time: 5:10 a.m. Lot by water towers. Do not park in the lane along the sidewalk. Parents say their goodbyes prior to students entering the building. We need to keep cars moving so please do not gather. Students will bring their one bag/backpack into the gym and then head into the auditorium. Students will have their luggage sign-off sheets with them. Students will be called to their buses from the auditorium.

24 Luggage, Carry-On, Persons Check Possession of contraband (e.g. weapons, narcotics, alcohol, etc.) is not permissible. Possession of contraband is illegal and inconsistent with school policy; therefore, students may be searched if they are suspected of having such contraband on their persons. Please refer to the student handbook for all issues of policy and compliance. *We ask that a parent of each student conduct an extensive luggage, carry-on, and persons check prior to the boarding of buses the morning of departure on June 5. This form is to be signed and handed to your child’s chaperone just prior to the packing of luggage and prior to your child boarding the bus. *Failure to have this signed form will result in a search of your child’s belongings by a member of the administrative staff. ____________________________________________________________ I have conducted an extensive search of my child’s luggage, carry-on bag, and person and to the best of my knowledge verify that all contents are in compliance with school regulations. Print: ______________________________________ Sign: ______________________________________ Student’s Name: _____________________________

25 Thank you for your time and support! If you are interested in chaperoning, please email me and include if you are in the medical profession. All chaperones must complete a CORI.

26 200 Merrimack Street, Suite 401 Haverhill, MA 01830 (978) 373-9140 Tour Coordinators:  Ron Cormier  Judy Lalumiere

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