YOUTH & CHAPERONE TRAVEL POLICY

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1 YOUTH & CHAPERONE TRAVEL POLICY Christopher Johnson Membership Service Chair Elven Hickmon Business Manager

2 PERFORMOUTKC TRAVEL POLICIES INTRODUCTION The following policies have been approved by the Board of Directors of PerformOUTKC addressing matters relating to travel and to establish a level of standardization. SECTION 1: DEFINITIONS 1.1 Travel: Travel is the participation by a members, volunteers staff, and/or board in an event, which is conducted both inside and outside the Kansas City Metropolitan area Participation of any kind, including travel to and from events and participation in events not sanctioned by a State Association, is entirely the responsibility of those deciding to participate, No person, group, or entity shall by affirmative misrepresentation or by the failure to disclose material facts mislead any other person into believing that travel to or participation in events is authorized or approved by the Organization. Section 2: REQUIRED DOCUMENTS FOR TRAVEL The following documents shall be available for review by the organization. It is the responsibility of the members and volunteer/chaperone to provide these items A validated membership roster, as issued in the manner approved by Business Manager of PerformOUTKC An authorization properly executed with original signatures to allow emergency medical treatment of each member or volunteer/chaperone Copies of any required permissions for individuals traveling with PerformOUTKC who is listed as a guest The organization shall carry a list of contact numbers for members, parents/guardians, volunteers/chaperones and

3 board directors who may be contacted in the event of an emergency. Section 3: RETENTION OF TRAVEL RECORDS PerformOUTKC will comply with its local and/or state regulations regarding the retention of travel applications and related information for insurance, risk management or corporate records retention purposes in the event of organization travel. Section 4: ENFORCEMENT AND PENALTIES Failure by members and volunteers/chaperons to follow the policies of PerformOUTKC with which they are validated may result in the ground of dismissal from the organization and possibly revoked of their membership. Section 5: EXCLUSIONS There a no exclusions within the Travel policy. All members, volunteers/chaperons, staff and board directors will adhere to these policies while travelling with PerformOUTKC.

4 TRAVEL RULES & GUIDELINES The organization does not pay for entertainment activities (unless pre-approved) like: o Rented movies or games o Arcades or amusement parks o Sports related events or activities. o Published materials. o Excessive cost or theme type restaurants. The organization will not pay for personal clothing or hygiene items, reading materials, entertainment or gaming items unless they were damaged during the course of normal business while traveling and with the approval from the Board of Directors or the Business Manager. The maximum food expenses per individual, for a normal travel day, are to total no more than $25.00 per day depending on the city and availability of low cost alternatives to event food. If you elect to spend more on a given meal, or in a given day, the maximum you will be reimbursed for by the organization will be $ (Figures are subject to change at the approval of the Finance committee and will depend on specific trips and destinations) o Breakfast = $5.00 o Lunch = $5.00 o Snack = $3.00 o Dinner = $12.00 o You have a total of $25.00 to spend. If you elect to skip a meal, or do not use all of the allowance for a given meal; you can use the balance for another meal as long as the total for the day does not exceed $ o Τhe same total amount and rules also applies to any business or organizational related quests. o PerformOUTKC will pay for a maximum of 2 quests for meals unless previously approved by the Board of Directors or Business Manager. o Expenses or the use of alcohol are not allowed during travel with PerformOUTKC. o Τhe organization will not reimburse food expenses for parents/guardian or other family members unless previously approved by the Board of Directors or Business Manager. Meal expenses are only covered for those that are validated as volunteers or chaperones.

5 TRAVEL RULES & GUIDELINES (CON T) o On outings you represent our organization, community, friends and families. Your actions show your character. Please be appropriate. o The use of drugs or alcohol, any infractions of the law, weapons, or sexually related activities will not be permitted at any PerformOUTKC activities. o Any youth who is 18 years or older and is still participating in PerformOUTKC as a performing member is required to follow all the rules of a minor. If a specific individual(s) is identified who has broken this policy, will receive written warning by Artistic Staff and Business Manager

6 FOR OFFICE USE ONLY Date/Time Received Travel Commitment Form Name: Date: Event Attending: Location: Date(s) of Event: Amount Disbursed: $ Purpose of Funds: I hereby certify that I am the person who plans on attending the aforementioned event. If I am unable to attend the event 30 days prior and funds have been allocated and paid on my behalf, I am responsible for reimbursing a proportional amount within 30 days prior to the event. I plan to stay up to date with all pertinent travel information and details. I have read and understand the travel policy, rules and guidelines set forth by PerformOUTKC. Student Signature Date Parent/Guardian Date Artistic Director or Business Manager Date

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