Banks Washington, D.C. Trip Update

We are less than two weeks away from our departure for the annual 8th grade class trip to Washington, D.C. and Gettysburg. If you missed the parent meeting, this will be a source for you to get a lot of the information you may need to prepare your student for the trip.

All students attending the trip will be attending a pre-trip meeting on Monday, April 20 during 1st & 2nd hour that is similar to the parent meeting and will include going over some trip expectations. Additional updates will be shared as needed as we approach our departure date, along with an updated weather forecast the weekend before we leave. As always, if you have questions about the trip, please feel free to email me at TorryYu@wlcsd.org.

Thank you,

Mr. Torry Yu

Sarah Banks D.C. Trip Coordinator

• Torry Yu (bus leader) - torryyu@wlcsd.org
• Jennifer VanWagnen (administrator) - jennifervanwagnen@wlcsd.org
• Beatrice Birdsong
• Crystal Gillespie
• Lauren Manney
• Kathren O'Brien
• Laura Schippa
• Aaron Mertig (Academic Expeditions Tour Manager)

• Meagan Clancy (bus leader) - meaganclancy@wlcsd.org
• JoElla Bickel
• Tina Chung
• Nancy Krull
• Bob Meyer

• Paula Mather (bus leader) - paulamather@icloud.com
• Denise Becker
• Patrick Becker
• Teresa Cirihal
• Jennifer Dean
• Kaysie Stassi

• Claire Smith (bus leader) - clairesmith@wlcsd.org
• Sarajane Eppley
• Ashley Sand
• Laura Shipes
• Jeff Snody
• Mike Towns

• Alex Rickens (bus leader) - alexrickens@wlcsd.org
• Carrie Danforth
• John Danforth
• Erika Nelson
• Kelly Sharpe
• Amy Yee

Students will have their carry-on bag with all times on the bus. Anything that your student will need during the day should be in the carry-on bag, along with any necessary items for sleeping/resting on the bus.

Suggested Items:

• Rain coat/jacket
• Poncho/umbrellas (we will have some disposable ponchos)
• Hoodie
• Snacks
• Wallet & Money
• Cell phone + charger
• Headphones/ear buds
• Light blanket/pillow (neck pillows are recommended)
• Comfortable shoes

Students will be able to bring a duffle bag or suitcase to keep their items. It is important to note that these items will be stored under the bus and will not be accessible until we arrive to the hotel on Tuesday night.

Suggested items:

• Pajamas
• 4 pairs of pants
• 4 pair of underwear
• 4 pair of socks
• Bathroom items (shampoo, soap, wash cloth, toothbrush, toothpaste, brush, etc.)
• Days 2, 3, 4 D.C. T-Shirts
• Long sleeve shirts to wear under t-shirt in case it is cold
• Deodorant

When packing clothes - please pack for all types of weather and keeping in mind that the school dress code is still in effect.

SUGGESTION...check your student's luggage before you leave your home! There are always students who pack items that are not needed for the trip, including video game consoles. Please be assured your student will be busy throughout the day and will need their rest each night so they are not needed.

As a reminder, students are responsible for their belongings. Sarah Banks Middle School and Academic Expeditions are not responsible for any lost, stolen, or broken items.

Students are asked to drop off their students at Banks on the gymnasium side of the building between 4:00am-4:30am. Please park in the parking lot and not in the bus loop as our buses will be loading there. In order to keep with our itinerary, our buses need to leave Banks by 4:30am.

When you enter the gymnasium, there will be tables where you and your student should check-in with their bus. We will be giving them their luggage tag and name badge, and medication (in a ziploc bag) can be dropped off at that time, if not dropped off earlier.

Upon checking in, students can wait in the gymnasium until we board the bus. Chaperones will board the bus first and load the snacks, water, and student luggage on the bus. Families are welcome to stay to take pictures and wave goodbye as the buses roll out. Or you are welcome to head home so you can get some additional sleep! :-)

Similar to dropping off, parents will meet on the gymnasium side of the building until we arrive. Again, please park in the parking lot and not in the bus loop. Our estimated return time is 10:30pm. When we are 45 minutes to an hour away from Banks, chaperones will have students call home to make sure they have a ride home. Please be prompt!

Students will not be released from the bus until the bus is cleaned up and personal belongings have been packed. Any lost & found items will be kept with Mr. Yu and can be claimed on Monday.

Included in the trip cost are 4 t-shirts the students and chaperones are expected to wear each day of the trip. Everyone wears the same t-shirt on a given day as an added safety component so all chaperones are able to spot our students. Don't worry...chaperones will be reminding students which shirt to wear each day.

T-shirts will be distributed to students at the student pre-trip meeting on Monday, April 20.

The cost of all meals are covered in the trip cost. Students will be given a debit card to be kept in their name badge that will have $17 food stipends for each food stop we make, with the exception of breakfast at the hotels and dinners each night.

Students are expected to arrive to school on Tuesday, April 21 having ate breakfast, packed in their carry-on bag, or pre-ordered from the school cafeteria. A Google Form is available on the D.C. trip Google Classroom for students who want to order from the school (at no cost). These will be distributed on the buses on Tuesday morning. Breakfast orders are due by Monday, April 13 at 3pm. If your student does not want to order breakfast from school, they do not need to complete the form.

For students who want to plan ahead their meal options, please see the links below:

• Tuesday lunch: Chick-fil-A Pre-Ordered Box Lunch
• Tuesday dinner: The Farmhouse Restaurant, Gettysburg, PA
• Wednesday-Friday breakfast: full American breakfast buffet at the hotel
• Wednesday lunch: TBD - typically a food court, will share as we get closer
• Wednesday dinner: Nighthawk Pizza, Arlington VA (CHANGE FROM FALL MEETING)
• Thursday lunch: TBD - typically a food court, will share as we get closer
• Thursday dinner: Smokey Glen Farm
• Friday lunch: TA Breezewood Food Court
• Friday dinner: Jersey Mike's Subs Pre-Ordered Box Lunch

Please note: we are not allowed to accept food deliveries from students or parents at the hotel or at any time on our trip.

Academic Expeditions will be in contact with families who noted on their registration about their student having a dietary restriction or allergy. If you missed this information, please feel free to contact Mr. Yu prior to the trip so we can come up with a plan.

There will be water & nut-free snacks available on the bus and students are welcome to pack additional snacks. Students will not be able to purchase food or drinks from rest stops in order to keep us on schedule (with the exception of our scheduled day 1 lunch).

Students needing to take medication should have completed a medication form that was signed from their doctor and turned into the main office by March 24. If there are any students who have not completed this form, please turn that in to the office or email to Mr. Yu (TorryYu@wlcsd.org) as soon as possible so we can have medication schedules created. Mrs. Becker (DeniseBecker@wlcsd.org) is our D.C. trip medication leader and will notify students and families if any forms are missing information.

Medication can be dropped off to Mrs. Dean in the attendance office beginning Monday, April 13, and up to the morning we depart in it's original container in a ziploc bag. Parents can drop the medication off in the office during normal office hours. Students should not be bringing medication themselves to school. Additionally, students who have medication held at school will be passed on to each bus. While medication held at the school will be passed on to D.C. Trip chaperones, it is important to remember that an updated medication form will need to be filled out and signed by a physician if there are changes to account for morning and evening doses.

Every bus will have a medication leader who will discreetly dispense the medication (as directed on the medication form) at the directed time, or as needed, with another chaperone as a witness. The medication leader on each bus will carry the medication backpack at all times which will include first aid items, over-the-counter medication (see below), feminine hygiene products, and all medication forms.

Students who are not prescribed to take regular medication, but may need over-the-counter medication as needed have the choice of supplying their own (must have a completed medication form signed by a doctor) OR utilizing the stock medication that each bus will have on hand (signed consent form below). Each bus will have ibuprofen (Motrin/Advil), acetaminophen (Tylenol), Tums, Benadryl, and non-drowsy meclizine (Dramamine) for students who may need it. We will be following the instructions on the box and will make a phone call home before administering the medication.

Families are asked to complete the form below and return it to Mr. Yu or Mrs. Becker as soon as possible.

We are representing Sarah G. Banks Middle School. Perfect behavior is expected. Students may not go anywhere alone. If you go into the bathroom, you have to take your buddy after they tell their chaperone where they are going. Chaperones should always know where their groups are located.

Students are expected to have the utmost respect for bus drivers, tour guides, hotel personnel, personnel inside buildings, and especially their chaperones. The tour guides and bus drivers are full of information and knowledge to share.

Consequences for misbehavior include:

• Loss of privileges,
• Remaining on the bus with a chaperone,
• Phone call home,
• Having Mrs. VanWagnen as their personal chaperone,
• Parent pick-up from Washington, D.C.,
• And/or additional consequences upon returning to school.

All students are expected to demonstrate our school behavior expectations (Be Safe, Be Respectful, and Be Responsible) at all times. Mrs. VanWagnen does not have a group of students and will be handling any discipline issues that may arise.

We know safety is always at the top of mind for parents and students. Here are safety and security protocols we have set in place:

Students:

• Students wear the same t-shirts each day so we are able to identify them in large groups.
• Students and chaperones have a method of contact with each other.
• Students are told and reminded that they are never to be alone! At all times, they need to be with a buddy (even when going to the restroom).
• During check-in, students will be given a lanyard that they must wear the entire trip that has a safety number for Academic Expeditions in the event they are separated from the group.
• We practice fire, severe weather, and ALICE drills regularly at Banks and students are reminded that those skills learned can be transferred to the Washington, D.C. trip.
  

Chaperones:

• Chaperones have a group chat with the other chaperones to communicate any important information.
• All chaperones have a photo list of the students on the trip in the event a student is separated from the group that we can show to security & law enforcement.
• Before we leave any stop, each bus will do a headcount to ensure all students are accounted. We will not leave until all five buses are set.
• At curfew, chaperones will be coming around to each student room to do a room check and a headcount to ensure all students are accounted for.
  

Additional Measures:

• At the hotel, we have security guards hired specifically for Sarah Banks Middle School on each floor who patrol the floors during the overnight hours. They tape the room doors to make sure students stay in their rooms. Any issues, they will alert the trip leaders.
• Many of our trip stops, as they are government buildings, have security checks before entering.
• Academic Expeditions routinely monitors official government bulletins for travel advisories. Tour leaders are in contact with different travel groups and providers for information, such as avoiding protest areas and focusing on places that are well-patrolled.
• Our bus drivers are only allowed to drive a certain amount of miles and time in a given trip/day. We stop halfway in Pennsylvania to change drivers, along with stopping every 2-3 hours to stretch and take a break. Bus drivers are also only allowed to drive so many hours within a day.

Please make sure you are checking out our DC photo album. Chaperones and students will all have the link so they can post the fun we are having while in Washington, D.C. Due to new ADA compliance standards for school websites, the link to view the album is only posted on the D.C. Trip Google Classroom or in the email sent by Mr. Yu post-parent meeting.

Included in the trip cost is a panoramic photo for every student. These will arrive about 2-3 weeks after we return from Washington, D.C. The photos will be distributed during social studies classes.

How much money should my child pack for the trip? All costs that students may need are included in the total trip costs (i.e. meals, hotels, admission, tour guide tips). However, students may want additional money to purchase souvenirs and if they exceed their allotted budget for meal stops. We recommend no more than $100.

What hotel are you staying at? We are staying at the Hotel Belvoir (6550 Loisdale Road, Springfield, VA).

Do students have to follow a curfew? Yes. We do require students stay in their hotel rooms after a certain time and hopefully fall asleep. Our days in DC are packed with a lot of sightseeing and we want the kids to get some sleep so they are ready for the next day.

Can students visit other rooms at the hotel? The hotel is hosting our large Sarah Banks group, along with other schools and the general public. We do not allow students to visit other rooms to help in supervision of all of our students, along with ensuring that we are being respectful of all hotel guests.

What amenities are available at the hotel? Students will have a refrigerator and microwave in their hotel rooms. There are ice machines on each floor of the hotel. If a student needs additional items (i.e. soap, towels), are expected to contact their chaperone - not the front desk. In addition, the gym and pool are off limits for students.

What are the seating arrangements on the bus? The bus will be separated by gender; girls in the front and boys in the back (or vice versa). We will have chaperones spread out throughout the bus and a dividing line between the boys and the girls. Students are expected to stay in the same seat throughout the entire trip.

What amenities are on the bus? Buses will have charging outlets at every seat (if not every seat - every other seat), WiFi (which can be spotty), and a DVD player that chaperones may use to show movies. There is also a restroom at the back of the bus for emergencies. We will be stopping every two to three hours at a rest stop.

Can we bring food and drink on the bus? Part of your trip cost is snacks and water on the bus. After years of being on this trip I assure you no one will go hungry or thirsty. Every year we end up with extra snacks at the end of this trip. That being said, students can bring small snacks on the bus that can be closed tightly. Drinks with screw top lids are just fine, but nothing else. Students are expected to clean up any messes made on the bus.

Can students bring their cell phones on the trip? Absolutely! There are a lot of great photo opportunities and down time on the bus. We also want to make sure they are able to communicate with their chaperones, group members, and home (they will miss you!). Students are reminded that some stops we visit may not allow cell phones or flash photography, but we will give them the heads up beforehand. Also, we will have tour guides on our buses and we expect students to be paying full attention on the guides when they are on as they have a lot of great information to share.

What if someone becomes ill on the trip? We will contact the listed emergency contact and take whatever action is needed.

What about allergies? We will be going off of the completed permission slips for allergy information. If anything was missed, please contact Mr. Yu. A list of restaurants and rest stops are provided above to help students plan where they will eat at various food courts. Stops we make with set meals will have alternate menus for those with allergies and as long as we know those needs, we will do our best to accommodate.

Can we order food to be delivered to students on the trip? Students will have plenty of opportunities to eat meals and snacks they will enjoy. There will be no need for food to be delivered. DoorDash, GrubHub, and other food deliveries will not be accepted at any point on the trip.

We have family in the Washington, D.C. area. Are they able to take my child for a little bit? No, students traveling with Sarah Banks Middle School must stay with the group at all times. The itinerary is attached and they can meet to say "hi", but the itinerary is scheduled to change depending on weather, traffic, and schedules.