HJ SIGNATURE CAMP FAQ s

Transcription

1 HJ SIGNATURE CAMP FAQ s University of Virginia - Charlottesville, VA July 18-22, 2016 Expert Day July 22, signaturecamps@herffjones.com Welcome to the Herff Jones Signature Camp inaugural summer! We are excited that you will be joining other yearbook staff members from the across the region at the University of Virginia in Charlottesville, VA. Enclosed in this camp packet is all the detailed information you need for a successful yearbook camp experience. Please read everything in this document as it contains important information. DIRECTIONS TO CAMPUS The University of Virginia is located at 571 McCormick Road. Directions can be found at Dobie+House,+571+McCormick+Rd,+Charlottesville,+VA+22904/@ , ,14z/data=!4m8!4m7!1m0!1m5!1m1!1s0x89b f7:0xe f892d1!2m2!1d !2d All transportation arrangements are the sole responsibility of the attending school, adviser/chaperone and/or participant. REGISTRATION Registration will run from 9 a.m. to 11 a.m. on July 18 and will take place in the lobby of the camp designated residence hall, Balz-Dobie House. Only advisers/chaperones need to check in their schools. Please have all medical release forms completed and ready to hand in. During registration, you will be given housing information and keys, parking directions, a Signature Camp schedule, t-shirts and adviser goodies. A campus map is enclosed for your reference. RELEASE/WAIVER FORMS (MEDICAL RELEASE FORMS) A Signature Camp Release/Waiver form must be fully completed by each participant and adult attending camp before arriving. Please make photocopies of the forms as needed and distribute to each person attending camp. The originals must be turned in at registration so we can maintain an accurate record of individual attendance at camp and so necessary and/or required medical treatment can be provided. Please ensure that all sections are complete and accurate, and that the form is signed by the parent or legal guardian. No camp attendee (participate or adult) will be able to register without a completed, signed form. DO NOT MAIL THESE FORMS TO THE HERFF JONES OFFICE. YOU MUST TURN THEM IN AT REGISTRATION AND WILL BE ASKED TO RE-FILL THEM OUT IF THEY WERE PREVIOUSLY MAILED. CAMP ACCIDENT INSURANCE POLICY We offer an accident insurance policy to all camp attendees for a $5 premium per person (cash or check paid at registration separate from any camp balance). The policy has no deductible and pays up to $1,000 of medical expenses, regardless of other insurance coverage (charges due to illness and pre-existing injuries are

2 not covered and will be billed directly to the parent and/or attendee). All camp attendees who do not have insurance must purchase the camp accident policy. This policy or other proof of insurance is usually required to obtain medical treatment and we strictly adhere to this insurance requirement. FIRST AID/MEDICAL There will be a Herff Jones Camp Administration Manager and First Aider available 24/7. All Camp Managers are CPR certified and all First Aiders are CPR and First Aid certified. First Aiders will only provide basic supplies (band aids, gauze, etc.) for injuries or accidents that happen during camp. First Aiders will not provide supplies for pre-existing injuries. If the injury is of a more serious nature, the Camp Administration will notify the nearest hospital and the parent/legal guardian of the minor. Herff Jones Camp Administration and Herff Jones employees will not supply or administer any type of medication at camp. MEALS Meals will take place in the Observatory Hill Dining Hall. All meals beginning with dinner on Monday, July 18 through breakfast on Thursday, July 21 are included in your registration fees. If staying for the Expert Day, dinner on Thursday, July 21 and breakfast on Friday, July 22 are included as well. Lunch on Monday and Thursday (Expert Day) will need to be purchased on your own. Any dietary restrictions need to be remitted in writing to Herff Jones Signature Camps prior to camp. Vegan and vegetarian options will be available in the dining hall. Suggested local restaurants and delivery options will be provided at registration. PARKING One parking pass per registered school is included with your registration and will be given to you at registration. Any necessary extra passes will need to be purchased. Please adhere to ALL no parking signs and designated handicapped spaces. During registration on Wednesday and check out on Saturday, you will be allowed to park close to the dorms to unload and load. Any other time, you are required to park in designated lots only. Herff Jones is not responsible for any parking violations, including but not limited to, parking tickets and/or towed cars. HOUSING Advisers are required to submit a room roster to Signature Camps prior to camp. All camp attendees will be housed in Balz-Dobie House accordingly by Herff Jones Camp Administration and the university staff. All male and female attendees will be housed on separate floors. Males will not be allowed in any area of a female-occupied floor and females will not be allowed in any area of a male-occupied floor. Two attendees will occupy each room. Advisers/chaperones will be housed on the same floor as their participants unless of the opposite sex. No linens will be provided. Please bring your own twin bed sheets, blanket, pillow, towel, wash cloths and soap. KEY DEPOSIT/FEE Key deposits are NOT required. However, lost keys are subject to a charge of $100 per key and lost access cards a charge of $25 per card. Any fees will be billed accordingly to the school after the end of the camp. DAMAGES The individual(s) housed in a room are responsible for any damages that occur during your stay. Upon checkin at registration, the adviser/chaperone will be given a Damage Report. You should inspect each room and

3 bathroom assigned to your group and report all damages observed. Any damages assessed upon your departure not recorded on this report will be charged accordingly to the school. The Damage Report needs to be completed and turned in by the end of the first day of camp. CAMP RULES These rules are in place to ensure that everyone has a safe and fun camp experience. Any violation of these rules by any member of your staff can result in the entire staff s dismissal from camp at their own expense. School officials may also be contacted pertaining to violations of the above rules. Anyone dismissed from camp is not eligible for a refund. You will be given a copy of these rules at registration and asked to go over them with your staff and have each person sign the back. Return the signed copy to a Herff Jones Camp administrator by the end of the first day. GENERAL CAMP RULES 1. Participants must be in attendance and on time to all classes and camp functions. 2. Herff Jones is not responsible for lost or stolen items. Valuables should be left at home. 3. Participants who must go to a clinic or hospital should contact a member of Herff Jones Camp Administration prior to leaving camp. 4. No bullying, initiations or hazing of any type are allowed at camp. 5. The use of illegal substances is prohibited. No smoking at camp. 6. Fireworks, guns and other weapons are prohibited. 7. The use of cameras, imaging and digital devices by adults and/or minors is permitted only in areas where privacy is not expected. 8. If an emergency occurs, contact the appropriate emergency number for your location and notify a member of Herff Jones Camp Administration. 9. No hanging signs without permission from Herff Jones Camp Administration. 10. Walk in groups of two or more. 11. Participants may not leave campus for any reason, unless prearranged and signed out with Herff Jones Camp Administration. An adult must accompany any minor who leaves campus for any reason. 12. Adviser/chaperone will be responsible for participants outside of scheduled class times (free time) including but not limited to swimming, beach activities, free time at event site, university campus or hotel. 13. Herff Jones is not responsible for participants outside scheduled class times. OVERNIGHT CAMP RULES 1. Participants may not ride in cars while at camp, unless prior approval is given by Herff Jones, or approved by Herff Jones Camp Administration. Participants are asked to walk with their advisers/chaperones to all camp functions. If participants bring their own cars, they are asked to park their car and give the keys to Herff Jones Camp Administration. 2. Participants are required to wear their camp identification at all times (given to you at registration). 3. No running, horseplay or unnecessary noise in the dorm/hotel. 4. All windows are to remain closed in the air-conditioned dorms/hotels. In dorms/hotels without airconditioning, windows may be left open but screens must be left on. Do not lean out of the windows. 5. Any damage to the dorm/hotel room will be charged to your school. Leave your room in the same condition as you found it, including the placement of furniture. 6. Keep track of your room keys to avoid being charged for them; the charge for lost keys is $100.

4 7. Evening hours requirements: a. 9:30 p.m. in the dorm/hotel b. 10 p.m. on appropriate floor assigned to school c. 10:30 p.m. in room assigned to participant d. 11 p.m. in bed and lights out 8. Always lock your door after you leave the room and when you are in the room. Do not prop doors open. 9. No one of the opposite sex will be allowed in the rooms or on the dorm floor. No boyfriends/girlfriends or friends are allowed in the dorm. Only relatives will be allowed in the dorm common areas. 10. Advisers/chaperones must follow all University/Resort housing rules. 11. We encourage participants not to fraternize with other groups on the university campus or in the hotel that are not associated with Herff Jones Signature Camp. 12. Participants may not go back to the dorm/hotel during classes without approval from Herff Jones Camp Administration or the faculty. 13. It is up to the discretion of the school appointed adviser/chaperone as to whether or not participants are allowed to go off university/resort premises. Notify Herff Jones Camp Administration if applicable. 14. An adult chaperone, 21 years of age or older, must attend camp with overnight participants. CAMP COMMENCEMENT Camp will conclude after the Achievement & Recognition session on Thursday, July 21 at approximately 11:30 a.m. Check out will be from 9:30 a.m.-10:15 a.m. You must turn in your dorm room key and/or any access cards or you will be subject to a lost key fee. If a participant needs to leave at any time before the end of camp, they will need to be accompanied by an adult and signed out by Herff Jones Camp Administration. A valid I.D. and signature of the adult accompanying the participant is required unless previous arrangements have been made in writing to Herff Jones Signature Camps. If staying for the additional Expert Day, camp will conclude at noon on Friday, July 22. Check-out will be from 6:30 a.m.-8 a.m. WHAT TO BRING Please refer to the What to Bring to Yearbook Camp form enclosed in this packet. COMPLIANCE REQUIREMENT The University of Virginia requires that any adult (including but not limited to advisers, chaperones, camp directors, reps and administrative staff) that will be interacting with minors on University owned or managed property receive a background check within 12 months of the camp start date. This can be completed at the The cost of this background check is paid for by Herff Jones Signature Camps. In order for you to attend camps, you must complete this process by July 1, If you have any questions specific to the background check or if you do not receive an from First Choice with the link for you to print your background check, please signaturecamps@herffjones.com. Please download a copy of your background check when you receive the link. If you need the background check for purposes outside of the Signature Camp, you will need to maintain a copy. REFUNDS/CANCELLATION FEES Please refer to the Terms and Conditions located online.

5 University of Virginia Signature Camp Map E4 Alderman Road Residence Area (3) E3 Balz-Dobie House (G) F3 Observatory Hill Dining (13) D3 Slaughter Recreation Center (17)

6 WHAT TO BRING TO YEARBOOK CAMP! ONE LAPTOP & CHARGER More is preferred if they are available to you.! LAST YEAR S YEARBOOK Along with book sales history.! ALL COMPLETED RELEASE AND WAIVER FORMS For each person, this includes advisers, chaperones and participants. Turn in at the registration table at camp check-in. Herff Jones must have the original copies. DO NOT send forms to the Herff Jones office.! MAGAZINES, BROCHURES, OR OTHER PRINT MEDIA These will be cut up so don t bring anything that needs to be returned in good condition.! ADVISER/CHAPERONE COMPLIANCE REQUIREMENT Refer to your camp packet for the compliance requirement for your camp. PER PARTICIPANT! HERFF JONES USERNAME/PASSWORD FOR edesign & ebusiness! CAMERA, CHARGER & MEMORY CARD! PHONE & CHARGER! NOTEBOOK & PEN Bring daily to all sessions.! BED LINENS & TOWELS Twin bed sheets, blanket, pillow.! TOILETRIES! SHOWER FLIP FLOPS! ANY NECESSARY MEDICATION All camps will have first aid personnel on duty; however, Herff Jones and Varsity Spirit are not allowed to administer any medicine at camp.! CAMP WEAR Comfortable clothes to allow you to sit through sessions and work freely with your staff. Don t forget your PJ s!! HEALTHY SNACKS & WATER! MONEY FOR CAMP MERCHANDISE & LATE NIGHT SNACKS! UMBRELLA & RAINCOAT

7 SIGNATURE CAMPS ADULT RELEASE/WAIVER ADVISER CHAPERONE Name Cell Phone Number Location where you will attend camp Address City, State, Zip Home Phone Number Address School Name School Address School City, State, Zip School Phone Number Camp s Check here if you are the adviser Check here if you are a chaperone Check here if you are over 21 Check here if you are employed by the school or district Yes, you have my permission to send me updates/ newsletters from Herff Jones, LLC LIABILITY RELEASE For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, I agree to participate in the above Camp to be conducted by Varsity Spirit LLC ( Varsity Spirit ), Herff Jones, LLC. I further agree to release and to hold harmless Varsity Spirit, Herff Jones, LLC, Varsity Spirit s Corporate Sponsors, Herff Jones Corporate Sponsors (hereinafter Sponsors ), the Hosting Site, (university, hotel, convention center, high school) on whose premises the Camp will occur, (hereinafter the Location ) the affiliates of Varsity Spirit, Herff Jones, LLC the Location, and the respective directors, officers, representatives, members, agents, and employees of Varsity Spirit, Herff Jones, LLC Sponsors, the Location and their respective affiliates(hereinafter collectively Releasees ) from any and all liability, whether caused by the negligence of the Releasees or otherwise for any claim, judgement, loss, liability, cost and expenses (including, without limitations, attorney s fees and costs) arising out of or connected with the Camp, including any claim arising out of or connected with any illness or injury (minimal, serious, catastrophic, and/or death) that I may incur or sustain during the Camp, all activities associated with the Camp and while traveling to and from the site for the Camp whether or not the Camp actually occurs. I further expressly agree to indemnify and hold harmless Releasees and Releasees heirs, successors, assigns, executors and administrators against loss from any further claims, demands or actions that may subsequently be brought by me or by any other persons on the account of damages of any character resulting to me in any way from the foregoing activities. I further agree to reimburse and to make good to Releasees any loss of costs Releasees may have to pay as a result of any such action, claim, or demand. I hereby warrant that I have read this Liability Release in its entirety and fully understand its contents. I am aware that this Liability Release releases Releasees from liability and contains an acknowledgement of my voluntary and knowing assumption of risk of injury or illness. I further acknowledge that nothing in this Liability Release constitutes a guarantee that the Camp will occur. I have signed this document voluntarily and of my own free will. Signature of Adult MEDICAL RELEASE I acknowledge and agree that such participation subjects me to possibility of physical illness or injury (minimal, serious, catastrophic and/or death) and that I acknowledge that I am assuming the risk of such illness or injury by participating in the camp. In the event of such illness or injury, I authorize Varsity Spirit and Herff Jones, LLC to obtain necessary medical treatment for me and hereby release and hold harmless Releasees in the exercises of this authority. I further acknowledge and understand that I will be responsible for any and all medical and related bills that may be incurred by me for any illness or injury that I may sustain during the Camp and while traveling to and from the site for the Camp whether or not the Camp actually occurs. APPEARANCE AGREEMENT I understand that Varsity Spirit LLC and Herff Jones, LLC from time to time produces promotional material relating to its programs. I understand that as a participant in and/or a spectator at the Camp, I may be included in videotapes, photographs, DVD s, Podcasts and videocasts taken during the camp. Therefore, without reservation or limitations, I hereby assign, transfer and grant to Varsity Spirit and Herff Jones, LLC its successors, assignees, licensees, sponsors, any television networks, and all other commercial exhibitors the exclusive right to photograph and/or videotape me and to utilize such videotapes and photographs and my name, face, likeness, voice and appearance as part of the Camp, in advertising and promoting the Camp or in advertising and promoting similar future events. I further understand that neither Varsity Spirit, Herff Jones, LLC nor any third party is under any obligation to exercise any of the foregoing rights, licenses and privileges. I waive any right to inspect or approve the copies of any promotional materials related thereto. CAMP RULES I further acknowledge and understand that Varsity Spirit LLC, Herff Jones, LLC has established rules and regulations pertaining to conduct, behavior and activities of all Camp participants by which I agree to abide during the Camp and that I will be responsible for my failure to abide by those rules and regulations. I have received, read, and understand the Camp rules. I understand that violation of the rules can result in dismissal from Camp with no refund. I understand that Sponsors may distribute samples of their products at camp. INSURANCE AND PAYMENT We offer an accident policy to all students for a $5.00 premium. The policy has no deductible and pays up to $1000 of accident medical expenses, regardless of other insurance coverage (charges due to illness and preexisting injuries are not covered and will be billed directly to the parent). All students who do not have other insurance must purchase the Camp accident policy. This policy, or other proof of insurance is usually required to obtain medical treatment as we strictly adhere to this insurance requirement. Please check one of the following: Yes, I want the camper s accident insurance policy and I will bring $5.00 premium to registration at Camp. No, I elect not to purchase the camper s accident policy and my insurance company, in the event of an accident, is listed below. If no is checked, complete the information below. WE MUST HAVE THE POLICY NUMBER. Insurance Company Insurance Company Address Medical Insurance Policy Number I represent that any medication to which I am allergic or medications that I am currently taking are listed below. I agree that I shall bring medications which I am currently taking with me to camp and that I shall consume the prescribed dosage for such medications. Varsity Spirit LLC and Herff Jones, LLC will not administer or supply any type of medication at camp. Medications (if any) Allergic to (if any) I acknowledge that I suffer from the following conditions Family Doctor Phone Number ( ) Birthdate Emergency Information Name Address Daytime Phone ( ) City, State, Zip Evening Phone ( ) I hereby warrant that I have read this Adult Release and Waiver Form in its entirety and fully understand its contents. I am aware that this Adult Release and Waiver Form releases Releasees from liability and contains an acknowledgement of my voluntary and knowing assumption of the risk of injury or illness. I further acknowledge that nothing in this Adult Release and Waiver Form constitutes a guarantee that the camp will occur and have signed this document voluntarily and of my own free will. I understand that Sponsors may distribute samples of their products at camp. Signature of Adult Signature of Witness Witness Address

8 SIGNATURE CAMPS PARTICIPANT RELEASE/WAIVER Every Participant must have a completed and signed release form to turn in at registration on the first day of camp in order to participate. Minor s Name Name of Parent/Legal Guardian Location where you will attend camp Address Parent/Legal Guardian Cell Phone Number Camp s City, State, Zip Parent/Legal Guardian Address School/Group Phone Number Parent/Legal Guardian Home Phone Number School/Group Address Address Yes, you have my permission to send me updates/newsletters from Herff Jones, LLC School/Group City, State, Zip LIABILITY RELEASE For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, I, as a parent or legal guardian of, a minor (hereinafter Minor ), hereby grant the permission necessary to allow Minor to participate in the above Camp to be conducted by Varsity Spirit LLC ( Varsity Spirit ) and Herff Jones, LLC. I, in my own behalf and on behalf of Minor, further agree to release and to hold harmless Varsity Spirit, Herff Jones, LLC, Varsity Spirit s Corporate Sponsors, Herff Jones, LLC Corporate Sponsors (hereinafter Sponsors ), the Hosting Site, (university, hotel, convention center, high school) on whose premises the Camp will occur, (hereinafter the Location ) the affiliates of Varsity Spirit, Herff Jones, LLC, the Location, and the respective directors, officers, representatives, members, agents, and employees of Varsity Spirit, Herff Jones, LLC, Sponsors, the Location and their respective affiliates (hereinafter collectively Releasees ) from any and all liability, whether caused by the negligence of the Releasees or otherwise for any claim, judgement, loss, liability, cost and expenses (including, without limitations, attorney s fees and costs) arising out of or connected with the Camp, including any claim arising out of or connected with any illness or injury (minimal, serious, catastrophic, and/or death) that Minor may incur or sustain during the Camp, all activities associated with the Camp and while traveling to and from the site for the Camp whether or not the Camp actually occurs. I further expressly agree to indemnify and hold harmless Releasees and Releasees heirs, successors, assigns, executors and administrators against loss from any further claims, demands or actions that may subsequently be brought by Minor or by any other persons on the account of damages of any character resulting to Minor in any way from the foregoing activities. I further agree to reimburse and to make good to Releasees any loss of costs Releasees may have to pay as a result of any such action, claim, or demand. I hereby warrant that I have read this Liability Release in its entirety and fully understand its contents. I am aware that this Liability Release releases Releasees from liability and contains an acknowledgement of my voluntary and knowing assumption of risk of injury or illness. I further acknowledge that nothing in this Liability Release constitutes a guarantee that the Camp will occur. I have signed this document voluntarily and of my own free will. Signature of Parent or Legal Guardian MEDICAL RELEASE I, in my own behalf and on behalf of Minor, acknowledge and agree that such participation subjects Minor to possibility of physical illness or injury (minimal, serious, catastrophic and/or death) and that I, in my own behalf and on behalf of Minor, acknowledge that Minor is assuming the risk of such illness or injury by participating in the camp. In the event of such illness or injury, I authorize Varsity Spirit and Herff Jones, LLC to obtain necessary medical treatment of Minor and hereby, in my own behalf and on behalf of Minor, release and hold harmless Releasees in the exercises of this authority. I further acknowledge and understand that I will be responsible for any and all medical and related bills that may be incurred on behalf of Minor for any illness or injury that Minor may sustain during the Camp and while traveling to and from the site for the Camp whether or not the Camp actually occurs. APPEARANCE AGREEMENT I understand that Varsity Spirit and Herff Jones, LLC from time to time produce promotional material relating to its programs. I understand that as a participant in and/or a spectator at the Camp, Minor may be included in videotapes, photographs, DVD s, Podcasts and videocasts taken during the camp. Therefore, without reservation or limitations, I, in my own behalf and on behalf of the Minor, hereby assign, transfer and grant to Varsity Spirit d/b/a Herff Jones, its successors, assignees, licensees, sponsors, any television networks, and all other commercial exhibitors the exclusive right to photograph and/or videotape Minor and to utilize such videotapes and photographs and Minor s name, face, likeness, voice and appearance as part of the Camp, in advertising and promoting the Camp or in advertising and promoting similar future events. I further understand that neither Varsity Spirit, Herff Jones, LLC nor any third party is under any obligation to exercise any of the foregoing rights, licenses and privileges. I, in my own behalf and on behalf of the Minor, waive any right to inspect or approve any materials related thereto. CAMP RULES I further acknowledge and understand that Varsity Spirit and Herff Jones, LLC has established rules and regulations pertaining to conduct, behavior and activities of all Camp participants by which Minor and I agree to abide during the Camp and that Minor and I will be responsible for her/his/my failure to abide by those rules and regulations. Minor and I have received, read, and understand the Camp rules. Minor and I understand that violation of the rules can result in dismissal from Camp with no refund. Minor and I understand that Sponsors may distribute samples of their products at camp. INSURANCE AND PAYMENT We offer an accident policy to all students for a $5.00 premium. The policy has no deductible and pays up to $1,000 of medical expenses, regardless of other insurance coverage (charges due to illness and preexisting injuries are not covered and will be billed directly to the parent). All students who do not have insurance must purchase the Camp accident policy. This policy or other proof of insurance, is usually required to obtain medical treatment as we strictly adhere to this insurance requirement. Please check one of the following: Yes, I want the camper s accident insurance policy and I will bring $5.00 premium to registration at Camp. No, I elect not to purchase the camper s accident policy and my insurance company, in the event of an accident, is listed below. If no is checked, complete the information below. WE MUST HAVE THE POLICY NUMBER. Insurance Company Insurance Company Address Medical Insurance Policy Number I represent that any medication to which Minor is allergic or medications that Minor is currently taking are listed below. I agree that Minor shall bring medications which Minor is currently taking with him/her to the Camp and that he/she shall consume the prescribed dosage for such medications. Varsity and Herff Jones, LLC will not administer or supply any type of medication at camp. Medications (if any) Allergic to (if any) I acknowledge that Minor suffer from the following conditions Family Doctor Phone Number ( ) Minor Birthdate Emergency Information Name Address Daytime Phone ( ) City, State, Zip Evening Phone ( ) I, in my own behalf and on behalf of Minor, hereby warrant that I have read this Participant Release and Waiver Form in its entirety and fully understand its contents. I, in my own behalf and on behalf of Minor, am aware that this Participant Release and Waiver Form releases Releasees from liability and contains an acknowledgement of my voluntary and knowing assumption of the risk of injury or illness. I, in my own behalf and on behalf of Minor, further acknowledge that nothing in this Participant Release and Waiver Form constitutes a guarantee that the Camp will occur. I, in my own behalf and on behalf of Minor, have signed this document voluntarily and of my own free will. Minor and I understand that Sponsors may distribute samples of their products at camp. Signature of Parent or Legal Guardian Relationship to Minor I, identified above as Minor, acknowledge that I have read this Release and Waiver form. Signature of Minor Witness Signature Address