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Colchester Public Schools
scHooLs Application for Approval of Field Trip
Overview : This Form must be completed by all staff to request approval of a Field Trip
Directions
1. Complete the form with all applicable documentation and submit to your Department Head (BA only) and your Administrator. The
Form must be submitted at least 2 weeks prior to the Field Trip for ln-State Trips and l0 weeks prior to the Field Trip for Oufof-State Trips.
2. lf approved by your Administrator, the form must be sent to the Assistant Superintendent for approval.
3. lf approved by the Assistant Superintendent, the form will be sent to the Superintendent for approval.
4. lf the Trip is Out-of-State, it will be brought to the Board of Education at their next scheduled Meeting for approval and flnal decision
I Focus
ls this directly related to curriculum? No Curriculum Unit:L{ ? I
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Field Trip lnformation I
Applicant Name
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School Bus Service Number
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& NumberofStudents: 7 1bD
Date(s) of Number of of
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Destination Phone Number
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Time of Departure from School Clothing / Equipment Required r '
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1. Name CellPhone
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2. Name CellPhone r{
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List all Adult Chaperones: Ratio of adult to students must be at least :5 for Grades K-2, 1 :8 for
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for Grades 6-8 nd 1 5 for Grades 9- 2 ( 1 day trips or ,
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Chair (BA Date Approved Denied
Princi pal/Ad min istrator Date Denied
Assistant Su Date Denied
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Board of Education Date Approved Denied
Page 1 Updated October 2024
Field lnstru Plan
Field Trip Location
Reference Check Site On OR Spoke with J
Name of Staff Com Form I .A,A
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lnstructional Focus Field Trip
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Assessment of Student Leaming:
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Bus lnformation
Bus Reservation Date Price of Bus(es) g .y I I 0
Page2 Updated October 2024
School Board
Presentotion
2025
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by WortdStrides.
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SCHOOL BOARD PRESENTATION
Costa Rican Adventure
April 11,2026 - April 18, 2026
CONTENTS
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Safety information 6
Payment options B
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Welcome to Explorica
by WorldStrides and
thank you for your +
interest in student travel!
As a licensed tour operator, Explorica by WorldStrides is proud to be able to give your students the
opportunity of a lifetime! When your school travels with Explorica, classroom lessons come to life and
offer your students valuable exposure to the world outside of their hometown. lt's an educational
adventure for all!
Before we begin, here's a little more about us:
WorldStrides has over 55 years of experience partnering with teachers to create authentic, interactive,
and safe educationaltravel programs. We specialize in connecting teachers and students to new
cultures, languages, and people on specialized tours across the globe.
We believe we can create a better world by immersing every student within new cultural experiences
through travel. We aim to be the industry leader in educational travel, helping teachers and students
discover the wonders of the world through safe and reliable experiences.
Every Explorica by WorldStrides program includes round-trip flight or bus transportation,
accommodations, on-tour transportation, most meals and the services of an expert, fulltime Tour
Director dedicated to your group. As a member of the WorldStrides family, we enjoy a global network of
more than 45 offices. And with our veteran Program Consultants, Customer Care Representatives, and
comprehensive, user-friendly website, we're always here to support you.
WorldStrides has helped change the lives of 10 million+ students through our educationat
experiences. Join us!
Happy travels!
4XpLORTCF
by WortdStrides 3
Hotels
When you travel with Explorica by WorldStrides, you stay in clean, safe, attractive hotels that provide
modern amenities and easy access to major attractions.
It is Explorica's policy to accommodate students in hotels that prioritize safety and meet our "three
C" standards-clean, comfortable, and convenient. Upgraded hotels are available upon request.
The selection of our hotels is based on proximity to itinerary sights, comfort, quality, and safety
Students are roomed in either triple or quad accommodations based on hotel availability.
Students have the option to upgrade to twin rooming for $45 per night. Paying adults (23 or older)
are roomed in twin/double accommodations and a $45 per night double/twin rooming supplement is
included in the adult total cost. Adults have the option to upgrade to a single room for an additional
$40 per night.
HOTEL SA/'IPLE SPECIFIC TO COSTA RICA
El Establo Mountain Hotel, Monteverde
Standard hotel
Hotel description
"Nestled in the misty cloud forest of Monteverde, El Establo offers the best quali$ services
that will make your trip an unforgettable experience: The area's best view, heated indoor
pools, spa, restaurants, caf6-bars, special events center, internet access, souvenirs shop,
tennis court, basketball court, mini soccer court, hiking trails, canopy tour and the most
charming staff."
Group leader evaluations
"El Establo was above and beyond. We really enjoyed staying here. The food was
excellent! The students were very happy here."
Meals
Explorica by WorldStrides provides breakfast and dinner daily on all tours, unless otherwise indicated on
your itinerary. We make sure all travelers have the opportunity to experience local cuisine, whether
that's buttery lobster rolls in Boston or the best pizza in Rome.
Tour Director
Your Tour Director is responsible for organizing trip logistics. They will be with you from the beginning of
the tour until the end to oversee the arrangements for all transportation, meals, accommodations, and
sightseeing. Your Tour Director can also provide suggestions for your free time. Local guides are your
resource for detailed destination information.
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Health & Safety
All traveling participants on WorldStrides programs have the support of our 2417 WorldAssist emergency
response team and access to Doctors on Call. Our exclusive relationship with The George Washington
University Medical Faculty Associates provides 2417 access to medical care. Telehealth consultation with a
mental health professional is also available through our relationship with AXA Behavioral Health.
Being a WorldStrides Tour Director is an extremely competitive position. All of our Tour Directors come
highly recommended with at least five years of experience in the industry and are trained extensively on
our emergency procedures.
Explorica by WorldStrides has a $50 million Liability lnsurance Policy and we can have your school
information printed on the certificate before traveling.
We are a member of USTOA: United States Tour Operators Association's $1 Million Travelers Assistance
Program. As an Active Member of USTOA, Explorica, lnc. is required to post $1 million with USTOA to be
used to reimburse, in accordance with the terms and conditions of the USTOA Travelers Assistance
Program, the advance payments of Explorica, lnc. customers in the unlikely event of Explorica, lnc.
bankruptcy, insolvency or cessation of business. Further, the $1 million posted by Explorica, lnc. may be
sufficient to provide only a partial recovery of the advance payments received by Explorica, lnc. Complete
details of the USTOA Travelers Assistance Program may be obtained by writing to USTOA at 275 Madison
Avenue, Suite 2014, New York, New York 10016, by email to information@ustoa.com, or by visiting their
website at www. USTOA.com.
ln addition to the USTOA, Explorica is affiliated with the following notable organizations: Student Youth
Travel Association (SYTA), National Tour Association (NTA), European Tour Operators Association
(ETOA), Better Business Bureau (BBB), lnternational Air Transportation Association (IATA), World Youth
Student & Educational (WYSE) Travel Confederation, British Educational TravelAssociation (BETA).
Explorica also offers each traveler the option to purchase the Travel Protection Plan at $12tday or the
Travel Protection Plan PIus at $18/day.
4XpLOBTCF
by WortdStrides' 5
Liability policy
To Whom lt May Concern,
We understand that many school officials have expressed concern about allowing their students to
travel. We want to assure you that the safety of the tour participants is Explorica's number one priority
and that we have policies and procedures in place to protect the school, school district, teachers and
participants involved with this tour.
Explorica has a $50 million liability policy that protects third parties and tour participants (students,
teachers, chaperones) for injuries and damages resulting from Explorica's negligence. We know that
school officials should not have to assume responsibility for the safety of their students while on tour.
Explorica has taken all precautions to best protect the students and other tour participants.
We of course share your concern for the students'safety and peace of mind. Our optional Cancel for Any
Reason travel protection plan provides medical, baggage and cancellation insurance coverage for our
travelers. We also have a network of support staff in the United States as well as a 24-hour emergency
service for groups and their families. We offer additional peace of mind for parents and friends of our
travelers by providing an online Tour Diary that is updated with pictures and journal
entries by the Tour Director throughout the trip.
lf you would like to discuss this matter further, we would be happy to speak with you at any time
Please call us at 1.888.310.7120.
Sincerely,
Tim Sweeney
Chief Product Delivery Officer
Explorica by WorldStrides
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Payment Plans
FULL PAYMENT
Pay in full at time of enrollment.
MONTHLYAUTOMATED PLAN
Pay a $50 deposit, plus any travel protection plan fees, with a credit card or checking account upon
enrollment. The balance of the tour fee will be automatically charged to the card on file or debited from
the linked checking account in equal monthly installments until 35 days prior to departure.
Please note: all payments must be made by credit card, debit card or checking account. lf two
consecutive payments are returned NSF or declined, payment plan will update automatically to the 4-
Step Manual Plan.
4.STEP MANUAL PLAN
Pay a $99 deposit upon enrollment. $500 toward the balance is due 30 days later. At 1 10 days prior to
departure, 75% of the balance is due. At 65 days prior to departure, the remainder of the balance is due.
Each payment must be made manually.
GENERAL PAYMENT INFORMATION
We accept MasterCard, Visa, ACH checking account payments, money orders and personal checks.
Ivlonthly payment plans require the use of a credit card or ACH payment.
Please note: personal checks cannot be accepted within 75 days prior to departure. ACH payments
cannot be accepted within 65 days prior to departure.
Participants not enrolled in an automatic payment plan will receive email reminders of payments due
approximately two weeks in advance of the due date. Payment reminders are sent only through email.
Late payments are subject to an additional $50 fee. Participants that remain unpaid in full within 75 days
prior to departure, or who do not meet the conditions of their payment plan, will have their reservation
cancelled in keeping with our standard cancellation policy.
Payments rejected due to insufficient funds, returned to us by the bank-including bounced checks,
returned due to a stop-payment order, or that are otherwise in dispute are subject to an additional g35
non-refundable fee. We reserve the right to cancel reservations for any participant who does not meet
their contractually obligated payment schedule.
4XPLOBICa+
by WortdStrides' 7
Insurance
Four out of every five Explorica by WorldStrides travelers protect their investment through our
partnership with Trip Mate, our third-party travel protection plan provider.
EXPLORICA'S TRAVEL PROTECTION PLAN
Our standard travel protection plan provides coverage for participants experiencing
. The injury, sickness, or death of a student or family member
. Documented theft of a passport or visa
. Flight cancellations due to strike or bad weather
. Loss of luggage and personal effects
. Medical expenses incurred while traveling
. And much more...
EXPLORICA'S TRAVEL PROTECTION PLAN PLUS
Along with the benefits provided by the standard plan, you have the option to upgrade to the Explorica
Travel Protection Plan Plus which includes our exclusive Cancel For Any Reason waiver. With Cancel
For Any Reason, participants that cancel their trip reservation for any reason not otherwise covered by
the protection plan will receive reimbursementfor 75o/o of trip fees, excluding certain non-refundable fees,
provided:
1) Payment for this plan is received by Explorica within 14 days of the initial deposiVpayment for the
trip; and
2) The trip is cancelled at least 2 days prior to the scheduled trip departure date.
This Cancel For Any Reason waiver does not cover penalties associated with any air or other travel
arrangements not provided by Explorica. This waiver is provided by Explorica and is not an insurance
benefit underwritten by United States Fire lnsurance Company.
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by WortdStrides' 8
Insurance
Our protection plans also provide coverage for on-tour contingencies, including
TRIP INTERRUPTION
Participants that have their Explorica by WorldStrides trip interrupted after departure due to a covered
reason (see previous slide for examples)can be reimbursed for unused travel arrangements as well as
the additional transport costs for participants either returning home or rejoining their group.
MISSED CONNECTION
Participants that are delayed from arriving at their scheduled destination by 3+ hours due to a covered
reason can receive reimbursement for unused travel arrangements as well as the additional transport
costs to join their group.
TRAVEL DELAY
Participants that experience significant travel delays (12+ hours) due to a covered reason will receive
reimbursement for additional accommodation, meal, and local transportation expenses.
M EDICAL EXPENSE/EMERGENCY ASSISTANCE
Participants that require medical assistance while traveling will have the cost of transportation to an
appropriate medical facility covered.
BAGGAGE & PERSONAL EFFECTS
Participants will receive reimbursement if their personal belongings or baggage are damaged, lost, or
stolen while traveling.
BAGGAGE DELAY
Participants that experience a significant baggage delay (24+ hours) can be reimbursed for the purchase
of necessities, including clothing and personal articles.
4XPLOBTCh
by WortdStrides' 9
Insurance
PRE.EXISTING CONDITIONS WAIVER
Participants that purchase a travel protection plan within 14 days of their initial deposit and/or trip
payment and who are not disabled from travel at the time of protection plan payment can waive the plan
exclusion for pre-existing conditions.
A Gertificate of Coverage provides complete details of the travel protection plan, including conditions,
exclusions, and limitations is available on our website or at any time by request to our team.
The Explorica Travel Protection Plan benefits are administered by: Trip Mate, lnc. (ln California, dba Trip
Mate lnsurance Agency),9225 Ward Parkway, Suite 200, Kansas City, Missouri 64114; tel.
1.800.888.7292.
The Explorica Travel Protection Plan is underwritten by United States Fire lnsurance Company,
Morristown, NJ.
The cost for Explorica's Travel Protection Plan and Explorica's Travel Protection Plan Plus is based
on your program's total price and provided at enrollment. The estimated cost for your program will be
provided in advance. This plan should be purchased at the time of enrollment. You have ten (10) days
from the date of purchase to review and cancel your plan for a full refund. After that period, the.cost of
the plan is non-refundable.
4xpLoRIcE{
by WortdStrides' 1_0
From Our Program Leaders
After every tour, Explorica by WorldStrides asks our Program Leaders to evaluate our overall pre-tour,
during tour, and post-tour performance as a company.
66
"l thought the whole process was terrific! The best way I think that one can judge how
successful the trip was is by how the students felt about the trip. Every one of our students
enjoyed the experience. We all felt the experience had a positive impact on us and something
that we will remember forever. Our Tour Director was beyond great. He attended to all our
needs and wanted nothing more than for our experience to be a positive one. The students
and adults allfelt comfortable with him and he was always available to answer our questions
and take care of our needs. I believe Explorica hit a home run. I've used Explorica for the last
4 years and have found it to be very rewarding and professional. I plan to continue to use
Explorica in the future because I believe they are the best out there for the price."
From Bradley E. - Lanstng, KS
66
"l have been travelling with Explorica for several years and have been on a variety of tours
with this company. I would not travel with anyone else. I feelthey work hard to give the
students the best experiences for the best value."
FromNancy B. -Tower CitA, PA
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From Our Program Leaders
66
"The tour director and bus driver were fantastic!! The tour guide was extremely knowledgeable
of the sites and understanding of teenage quirks. Additionally, both he and the bus driver were
very accommodating to our needs and requests. The bus driver was great navigating the busy
streets of the cities and also a wealth of information! We hope to travel with Explorica again!"
From Jennifer B. - Chicogo,IL
66
"Explorica did it again! Every trip is befter than the last. We covered a lot of territory in a week.
The success to a good trip besides Explorica's organization and support is excellent tour
guides. We had two of the best. This is a super adventure at an affordable price. lt was very
easy to organize with the people at Explorica so accommodating and friendly."
From Patty S. - Elk Point, SD
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Costa Rican Adventure
{
6 t
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April 11,2026 - April 18,2026
See turtle nesting grounds, massive
manatees and giant iguanas in
Tortuguero, relax in hot springs and kayak
on crystalline lakes in Arena!, and travel
up to Monteverde to spot howler monkeys
and colorfultree frogs hidden under a \{
cover of clouds.
/
Costa Rican Adventure
ITINERARY
Day 1 Hola San Jos6
(groups flying from the west coast may be
required to depart day 0)
, [\4eet your tour director and check into
hotel
Day 2 San Jos6--Tortuguero
Travel to Tortuguero
. Caribbean Conservation Cooperation
lVluseum visit
Day 3 Tortuguero
, Tortuguero wildlife boat tour
Tortuguero National Park visit
Day 4 Tortuguero--Arenal
Travel to Arenal
Hot springs visit
Day 5 Arenal*Monteverde
, Lake Arenal kayaking tour
Travel to Monteverde
, Optional Horseback ride $45
Day 6 Monteverde
' Canopy zipline tour
' Santa Elena Biological Reserve visit
Day 7 Monteverde--San Jos6
, Monteverde Butterfly Garden visit
. Ecological farm visit
,Travel to San Jos6
, Plant your own tree
Day I Flight home from San Jos6
L4
Costa Rican Adventure
TOUR INVESTMENT: TOUR INCLUDES:
Travelers under 23 years $2,971.00* . Roundtrip transportation
Travelers 23 and above $3,411.00. ' 7 overnight stays in hotels (8 with
extension)
.Sign up by Nov 23,2025 to receive this , Breakfast, lunch and dinner daily
discounted price! Full{ime services of a professional Tour
Director
, Guided sightseeing tours and city walks
as per itinerary
, Overnight security chaperone
, Note: Tour cost does not include airline-
imposed baggage fees, or fees for any
required passport or visa. Optional
excursions, optional pre-paid Tour
{ Director and multi-day bus driver tipping,
..8 among other individual and group
customizations will be listed as separate
line items in the total trip cost, if included
Tour Diarym
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4XpL0RlCA+
by WortdStrides"
WorldStrides has over 55 years of experience as the global leader in
educational travel, both in the U.S. and abroad. Accredited by regional
and national educational certifying bodies since L996, our portfolio of
transformative programs offers life-changing moments for everyone-
students, parents, and educators alike.
Web: explorica.com
Phone: 1.888.310.7120
701 E. Water Street, Suite 200
Charlottesvil le, VA 22902 @2025 WorldStrides, lnc. All Rights Reserved. EXP-2025-855600