GMS 8th Grade Washington D.C. Trip Information Sheet

Where are we going?

• See this ITINERARY (updated March 12, 2024) 

How many chaperones are going?

• There are 3 chaperones on each bus

• Each chaperone will be responsible for three or four rooms (12-16 students)

• Only DCS staff are allowed to chaperone

What should I pack?

• See THIS LIST of things to pack 

• Remember to pack a lunch for the first day (NUT-FREE).

• Students should pack good walking shoes, warm clothes that can be layered, and necessary toiletries, and a reusable water bottle. 

• They do not need additional spending money but can bring it if desired.

• Students will be given money by the chaperones at each meal stop. This money comes from what you have already paid to Prodigy. There is no need to send extra meal money unless you want to.

• Students are responsible for ALL their belongings including cell phones and money.

What if I have medical concerns/needs?

• There will be a table with a sign for medication drop-off the morning of the trip.  Parents, if you are dropping off medications for the trip, please arrive 15 minutes early to expedite this process.

• Parents need to bring their meds in a ziplock bag (labeled with their student’s name, bus # and chaperone’s name) to their chaperone at the medication drop-off area. 

• All medications must come in its original container from the pharmacy.  Chaperones cannot give unlabeled medications in baggies or pill cases.

• Parents need to make sure the medication has their student’s name on it.  We cannot give meds that belong to a sibling or parent. 

• Any medication added or dose changes after turning in paperwork to Katie Pack can be added with a separate prescription form signed by your doctor.  This does not need to be notarized and we can attach it to the notarized forms.  Please contact the school clinic with any questions at 614-718-8615.

• Before bringing meds, parents PLEASE check to make sure the medication is not expired.

• Students and chaperones cannot share meds.  Chaperones will not have extra medication such as Advil or Tylenol to give to your child.  If you think they might need it, please send it with your child and add the medication to your form.

• Be sure to remove “trainers” from EpiPens and Auvi-Q packages.  

• If your student has a self-carry emergency medication such as an inhaler or EpiPen they do NOT need to turn the medication into the chaperone.  They DO need to tell the chaperone and a close friend where they keep their medication so it can be found if needed. 

• No medications will be taken out of the school clinic for the DC trip.  The school clinic will be locked the morning of the trip with no access to the medication.  Please provide all medications from home.  

• Teachers/staff are trained on EPi-pen and Auvi-Q. 

• Please refrain from sending in vitamins and unnecessary medications for the trip since they are only gone for four days.  

• All snacks sent with students need to be nut-free.  Please discuss this with your student before the trip.  We have a lot of food allergic students.  Students should NOT share food or snacks. 

• Additional F.A.Q. document from the school nurse.

What if I have dietary concerns?

• Prodigy Student Travel (PST) does its best to select meal locations that provide options for students who are vegetarian, gluten-free, and have other dietary restrictions

• Chaperones are made aware of dietary restrictions within their groups before we depart

• Parents may use the most up-to-date itinerary to call ahead and plan options with their child. Please contact PST if you need assistance. (Robert Presley <robert@prodigystudenttravel.com> or Nikki Wimsatt <nikki@prodigystudenttravel.com>)

• All buses are NUT-FREE

What do I need to know about Covid-19?

• Please see the PST COVID Protocol Sheet for up-to-date information on masking, isolation practices should a student become ill, parent responsibility for transporting an ill child, etc.

What do I need to know about forms?

• The District-Sponsored Overnight Trips Medical Permission Form and Responsibility Contract for Overnight Trips are both due BEFORE September 8. Turn in to Katie Pack in the front office

• Include a copy of the front and back of your child’s medical insurance card with the forms if you have one

• Both forms MUST be notarized

• You can make an appointment with Katie Pack in the front office if you need a notary. Email her at pack_katie@dublinschools.net to arrange a date and time

How will roommates be selected?

• Students will sign up for roommates the first week of September at lunch

• Students should try to form groups of 4 as the hotel has a quad occupancy

• Groups of 2 will be paired together

• Groups of 5 are not permitted

• A group may request to be on the same bus as another group, and we will do our best to honor those requests

$795 per student

A non-refundable deposit of $135 is due by Fri., April 5, 2024

Payment Schedule

Fri., May 17. 2023: $165 due

Fri., June 28, 2023: $165 due

Fri., August 9, 2023: $165 due

Fri., September 13, 2023 (final payment of $165)

All payments are made to Prodigy Student Travel.