KELOWNA AQUAJETS TEAM TRAVEL MEET, KELOWNA, BC Dear FSSC Membership: Thursday 12 th Monday 16 th May, 2016 TEAM TRAVEL TRIP Congratulations, your swimmer has been selected to be part of our TEAM TRAVEL TRIP to Kelowna This is a very exciting opportunity for the swimmers to travel, eat and compete as a team. We will travel via motor coach on Thursday 12 th May, 2016. The meet will commence Friday, Saturday and Sunday We will depart on Monday morning. We will arrive back in Okotoks later in the day on Monday 16th May. Travel Itinerary: A detailed travel itinerary can be located in Attachment 1. Parent / Swimmer Check List: A detailed checklist of items each swimmer is required to bring on the trip is in Attachment 2. Hotel and Meal Information: All parents have the following choices to consider: 10 and under swimmers have the choice of the following: a. Swimmer will travel, stay and eat with their parents. Parents responsible for booking their own accommodation. b. With agreement from both coaches and parents. Swimmer can opt to travel, stay and eat with the team. c. Swimmer can travel and/or eat with the team but stay with their parents in their own booked accommodation. 11 and over swimmers must be part of the full Team Travel trip package, but have the choice of the following: a. Swimmer stay with the team in a hotel room with other swimmers. b. Swimmer can opt to stay with their parents. Parents are responsible for booking their own accommodation. The hotel details and the meal plan for all these options are show in Attachment 3. Foothills Stingrays Swim Page 1 of 7 Saskatoon Goldfins Open Invitational Travel Plan & Policy March 23, 2016
Trip Costs: The costs for this meet will consist of Fixed costs and Optional costs. All swimmers attending the swim meet will share fixed costs equally and are mandatory for attending this meet. Optional costs are not mandatory. Parents of swimmers can choose to select an optional cost of riding the bus or not. Table 1 is a summary of the trip cost items and the estimated amounts per swimmer: Table 1: Trip Cost Summary Estimate Description Low Cost (30 swimmers) High Cost (20 swimmers) Notes Fixed Costs (for the entire meet): Bus / Driver / Expenses $197 $294 Based on the number of swimmers only, could be less if more people ride the bus. Coaches x 4 / Chaperones x 2 $106 $158 Divided equally amongst all swimmers. Meet Fees $60 $60 $10.00 per event (Max. 6 events) Meal Plan/Accommodation $288 $288 Based on an average of 3.3 swimmers per room @ $138.00 per night. If you want your child to have their own bed, the additional cost will be approx. $140.00. $30 per day x 4 days for food & snacks. Total Fixed Cost per Swimmer with Accommodation FUND RAISING CREDIT Due to the fund raising efforts from the 2015-2016 season, there will be a total of $3,600 credit, divided amongst swimmers attending. TOTAL $651 $120 $531 $800 $180 $620 10 and under swimmers wishing to travel, stay, eat with the team, must have joint consent between coaches and parents. 11 and over swimmers have the option of staying in a hotel room with their parents. All other costs are fixed. Optional Costs: 1. Bus ride for Non-Swimmers $197 $294 Parents are welcome on the bus; the more people on the bus will lower the cost per individual. Actual cost will be charged once we have confirmed total numbers. Foothills Stingrays Swim Page 2 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy
In the table above, the costs are estimates and will be finalized once the exact number of swimmers attending the meet is known. Also, the cost of the bus ride in Item 1 under optional costs is an estimate for family members wishing to come on the bus trip, providing there is space. The bus cost will be finalized once the total number of people riding the bus is known. The costs for the bus will be split equally by all riders (swimmers and non-swimmers). Cost Breakdown for Meal Plan: The estimated cost per day will be $30.00 per day for each swimmer a total of $120.00 for the 4 days. (Day 5 - swimmers to purchase own food) Parents are to supply enough food and snacks to last the swimmer until they arrive in Kelowna and money for your child to purchase their lunch on the way home. We will have one stop both ways for food and a break. Breakfast is included at hotel. Meals will be catered. All snacks for each session during the meet will be given out to each swimmer by the Chaperones. They have been devised especially for our swimmers in mind. For those swimmers who have special dietary concerns (example: nut-free; gluten-free), please e-mail Abby Knox at avwknox@gmail.com. Permission Forms: Please print off the appropriate permission forms and have them signed and ready by the due date. If you would prefer, please send a request to Todd (todd.melton@hotmail.com) and he will print them off for you. Foothills Stingrays Swim Page 3 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy
Notification Policy: 1. The deadline to notify your Coach if you WILL NOT be attending is MONDAY 4 TH APRIL, 2016 at this time, a non-refundable 50% deposit will be deducted from your family accounts Permission forms will then be due no later than FRIDAY 29 TH APRIL, 2016. 2. Please SELECT A to E on form and notify your coach via e-mail which option you will taking for your child. a. 10 and under with parents b. 10 and under travel or eat or both with Team (please circle) but stay in hotel with parents c. 10 and under with team and stay with team d. 11 and over with team and stay with parents e. 11 and over with team and stay with team. 3. Non-swimmers who wish to ride on the bus must notify Emma Hesterman at emmahesterman@shaw.ca before MONDAY 25 TH APRIL if they wish to ride the bus. Any parent riding the bus are responsible for all their accommodation and food or if you would like to be part of our catering plan, please let me know by this due date. Foothills Stingrays Swim Page 4 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy
Foothills Stingrays Swim ATTACHMENT 1 KELOWNA AQUAJETS MAY LONG COURSE INVITATIONAL Thursday 12 th May Monday 16 th May, 2016 FSSC TEAM TRAVEL TRIP ITINERARY Thursday 12 TH May 6:30-7:30am Practice at pool, get ready and eat breakfast (parents to provide) 8:15am Arrive at rec.centre parking lot ready for loading bus. 8:30am Bus leaves promptly for KELOWNA 12-1pm Stop en-route for break 5:00pm Check-in to Hotel Holiday Inn Express Kelowna Conference Centre 6:30pm Team Dinner 9:00pm Friday 13 th May 5.45am 6:15am Breakfast at hotel 6:40am Load bus for pool 7:00pm 1:00pm Estimated finish time 1:30pm Catered lunch at the hotel 3:30pm Load bus for FINALS 4:00pm 8:00pm Estimated finish time for FINALS 8:30pm Catered dinner at the hotel 9:30pm Saturday 14 th May 5.45am 6:15am Breakfast at hotel 6:40am Load bus for pool 7:00pm 1:00pm Estimated finish time 1:30pm Catered lunch at the hotel 3:30pm Load bus for FINALS 4:00pm 8:00pm Estimated finish time for FINALS 8:30pm Catered dinner at the hotel 9:30pm Sunday 15 th May 5.45am 6:15am Breakfast at hotel 6:40am Load bus for pool 7:00pm 12 noon Estimated finish time 12:30pm Catered lunch at the hotel 1:30pm Load bus for FINALS 2:00pm 5:30pm Estimated finish time for FINALS 6:30pm BBQ and Lake/Beach. 9:30pm Monday 16 th May 7:00am 7:45am Breakfast at Hotel 8:30am Load bus for Calgary 12 noon Stop for a break and lunch 5pm Estimated arrival time in Okotoks. Page 5 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy
ATTACHMENT 2 KELOWNA AQUAJETS MAY LONG COURSE INVITATIONAL Thursday 12 th May Monday 16 th May, 2016 FSSC TEAM TRAVEL TRIP PARENT / SWIMMER CHECK LIST PARENT/SWIMMER CHECKLIST Bus Back pack Swim Bag Suitcase BUS BACK PACK $80.00 Cash (minimum) for additional food on the outbound journey, lunch for return journey and emergency fund money in Kelowna. o Chaperones can look after this money and any extra you wish to supply if preferred. Bagged lunch and snacks to last until arrival in Kelowna. We will stop in en-route to purchase any additional food that the swimmers may need. SUITCASE OR BAG FOR HOTEL Nightwear Wash bag Dry towels Clean clothes 6 bottles of sports drink or equivalent powder (1 per session) Chaperones will insure swimmers pack these each session. SWIM BAG 2 towels per session 1 bottle of Gatorade per session suit Race suit 2 team caps 2 pairs of goggles Team Shirt Team Parker Team Tracksuit Snacks provided each session by Chaperones Foothills Stingrays Swim Page 6 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy
ATTACHMENT 3 KELOWNA AQUAJETS MAY LONG COURSE INVITATIONAL Thursday 12 th May Monday 16 th May, 2016 FSSC TEAM TRAVEL TRIP MEAL & HOTEL INFORMATION Hotel Information Holiday Inn Express Kelowna Conference Centre 2429 Highway 97 North Kelowna BC V1X 4J2 Tel: 250 763 0500 Meal Information Healthy, nutritious meals will catered for our athletes. Nut-Free and Gluten-Free swimmers can be catered for, please contact Abby Knox at avwknox@gmail.com if your swimmer has special dietary concerns. Team Dinner We will have a team dinner on Thursday 7 th May and Sunday 10 th May. Catering Company. Meals will be catered to the hotel as soon as swimmers are finished at the pool Friday lunch, Friday night, Saturday lunch, Saturday dinner, Sunday lunch. Journey to Kelowna Please provide lunch and enough snacks to last until arrival in Kelowna. We will also stop en-route to purchase additional food if needed. Return Journey to Okotoks Please provide money for swimmers to purchase their lunch on the return journey when we stop en-route. Additional snacks and drinks will be supplied by the chaperones during the journey. Foothills Stingrays Swim Page 7 of 7 Kelowna Aquajets Long course Invitational Travel Plan & Policy