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Pre-Departure Meeting. French Exchange Program Eastridge High School March 30, 2010. Materials. Please pick up: Final Departure Packet Required Forms Pen Refreshments Please initial the “sign-in” sheet (student AND parent/guardian). Agenda – 6:30-7:30.

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Pre departure meeting

Pre-Departure Meeting

French Exchange Program

Eastridge High School

March 30, 2010


  • Please pick up:

    • Final Departure Packet

    • Required Forms

    • Pen

    • Refreshments

  • Please initial the “sign-in” sheet (student AND parent/guardian)

Agenda 6 30 7 30
Agenda – 6:30-7:30

  • Welcome, Introduction, Materials (2 min.)

  • Contents of Pre-Departure Packet (30 min.)

  • Forms processing (15 min.)

  • Questions & Answers (13 min.)

Welcome introductions
Welcome & Introductions

  • Candie Black, Trip Organizer

    • (585) 356-0951 (cell) before 4/5/08

    • (585) 339-1450 ext. 4013 (work)

    • (585) 339-1555 ext. 4522 (voicemail)

    • [email protected]

  • Additional chaperones

    • Ellice Amendolare (teacher)

    • Mary Di Muro (parent)

Contact information!

American participants
American participants

  • 16 students

    • 2 sophomores

    • 6 juniors

    • 8 seniors

  • 3 chaperones

French participants
French participants

  • 16 host students

  • 4 students w/o American visitors

  • 2 chaperones

School lyc e saint martin
School – Lycée Saint Martin

  • 31, rue d’Antrain, 35706 Rennes FRANCE

  • Telephone: 001-33-2-99-84-16-16

  • Email: [email protected]

  • Website:

Travel itinerary overview
Travel Itinerary – Overview

  • 4/11 – Depart Rochester

  • 4/12-4/17 – Rennes

  • 4/17-4/20 – Paris

  • 4/20 – Return Rochester

Monday 4 11 11
Monday – 4/11/11

  • Arrive at the Rochester International Airport – upper “departures” level 12:45 p.m. with luggage & passport

  • Check luggage @ airline counter

  • Goodbyes & security check

  • 2:55 p.m. - Depart flight #4346N, Rochester-Chicago – arrive 3:50 p.m

  • Early dinner @ airport

  • 5:55 p.m. – depart flight #42N, Chicago-Paris, arrive the next day 9:20 a.m.

Tuesday 4 12 11
Tuesday – 4/12/11

  • Deplane, baggage claim, customs

  • Transfer to train station at airport

  • Depart Paris train station TGV #5214 @ 10:28 a.m. to Rennes

  • Lunch on train

  • Arrive at Rennes train station @ 1:27 p.m.

Tuesday 4 12 111
Tuesday – 4/12/11

  • French students to pick up Americans at train station – take metro to drop suitcases off @ the high school

  • 2:00 p.m. “Crêperie” + walking tour of downtown Rennes and the Thabor park (French students go to class.)

  • 5:00-6:00 p.m. French students will pick up Americans and their suitcases and bring them home. Dinner, unpack, shower, sleep

Wednesday 4 13 11
Wednesday – 4/13/11

  • 8:00 a.m. – students arrive at the high school – debriefing

  • 8:30 – French and American students leave by bus to visit the seaside town of St. Malo (fortified city, ramparts, Sillon beaches)

Wednesday 4 13 111
Wednesday – 4/13/11

  • Picnic lunch in St. Malo

  • Afternoon visit to the Mont St. Michel (fortress built on a mountain)

  • 6:00 p.m. – students return to high school

  • Evening with families

Thursday 4 14 11
Thursday – 4/14/11

  • 8:00 – Welcome breakfast at the high school

  • 9:00-10:00 American students go to classes

  • 11:00 Mayoral reception at city hall

Thursday 4 14 111
Thursday – 4/14/11

  • 12:00 Lunch

  • 1:00-? American students go to classes

  • Evening with families

Friday 4 15 11
Friday – 4/15/11

  • 8:30 – Americans leave for a tour of the Normandy coast (American Cemetery, the D-day beach)

  • Picnic lunch

  • 6:00 p.m. – students return to high school

  • Evening with families

Saturday 4 16 11
Saturday – 4/16/11

  • Family day – suggested activities include the public market (Marché des Lices) in downtown Rennes, Cancale, Dinan, etc…

  • American students pack their suitcases this evening

Sunday 4 17 11
Sunday – 4/17/11

  • 7:30 a.m. – French and American students meet at the Rennes train station with luggage and passports

  • Final goodbyes

  • 8:05 a.m. – train leaves Rennes for Paris – TGV 8014

Sunday 4 17 111
Sunday – 4/17/11

  • 10:25 – train arrives Paris (Montparnasse station)

  • Transfer to hotel via metro/walking

  • Check-in/relax

  • Lunch (packed lunch)

  • Siteseeing in Paris

  • Dinner

Monday tuesday 4 18 19
Monday & Tuesday – 4/18-19

  • Breakfast by 8:00 a.m. each morning

  • Students down in lobby by 9:00 a.m. each morning

  • Sightseeing as determined by students from 9:00-12:00

  • Lunch together

Monday tuesday 4 18 191
Monday & Tuesday – 4/18-19

  • Free time for shopping

  • Sightseeing

  • Dinner

  • Sightseeing

  • Return to hotel by 11:00 p.m.

  • Students in their own rooms and QUIET by midnight

Wednesday 4 20
Wednesday – 4/20

  • 8:00 - breakfast with bags packed the prior evening

  • 9:00 - depart hotel via metro for airport

  • 12:15 p.m. - flight #41N, Paris-Chicago

  • 2:25 p.m. - plane arrives at the Chicago airport

Wednesday 4 201
Wednesday – 4/20

  • Deplane, baggage claim, customs

  • Dinner in airport

  • 4:55 p.m. – flight #3917N, Chicago-Rochester, arrives 7:30 p.m.

  • Families pick up their students @ baggage claim

Hotel aviatic 4 17 20
Hotel Aviatic – 4/17-20

  • 10, rue Brezin, Paris

  • Telephone: 011-33-1-45-40-59-75

  • Fax: 011-33-1-45-40-67-48

  • E-mail: [email protected]


Emergency contact s
Emergency Contact #s

  • In the event of an emergency, the 1st person to contact in the event of an emergency is: Candie Black

    • Now until 4/11: (585) 356-0951 (Verizon cell – anytime, day or night)

    • From 4/12-4/16: Christèle Josso (English speaker) 011-33-2-99-55-35-12.

Emergency contact s1
Emergency Contact #s

  • If you are unable to reach me in the event of an emergency, the secondary contact is: Ellice Amendolare

    • From 4/12-4/16: Annie Frioux (English speaker) 011-33-2-99-00-18-53

Emergency contact s2
Emergency Contact #s

  • You may call Mrs. Mary Grow, our principal, during regular school hours (585) 339-1450 and she will be able to get in touch with me.

Emergency contact s3
Emergency Contact #s

  • From 4/17-4/20, the only method of getting in touch with us is email or by calling the hotel directly at:



Calling tree
Calling tree

  • When the calling tree needs to be used (for instance, to indicate a change in any travel plans) I will call the 1st person’s parent (Bri Bailey), who will, in turn, call the next person, and so forth and so on.

Calling tree1
Calling tree

  • Please do not break the chain. If the person you are calling does not answer, leave a message (if possible) and then call the next person on the list.

  • Please keep the calling tree in a safe and convenient place (such as on the refrigerator).

  • In the event of an emergency in France, I will start the calling tree with any pertinent information.

How to call france
How to call France

  • French phone numbers have 8 digits (to call within France) separated by periods (and 10 when the city code is added).

  • To get out of the U.S., you dial 011…

  • …next the country code (France = 33)..

  • …next the city code (Paris = 1, Rennes = 2)*

  • …the 8 digit #

    *often the number is quoted with a zero before the city code - omit this when dialing.

011 – 33 – 2 – 99 – 55 – 35 - 12

How to call france1
How to call France

  • When the French person answers the phone, he/she will say “Allô?”

    • If you can speak French, do so. “Bonjour. Je voudrais parler à Megan, s’il vous plaît.”

    • Remember there is a 6-hour time difference between the US & France, so if you are calling at 6:00 p.m., it is midnight in France.

How to call france2
How to call France

  • If you can’t speak French, just say your student’s name - the family will understand that you are calling from the U.S. and will get your student if he/she is home.

  • “Emily n’est pas là.” (pronounced Em-MEE-lee nay pa la) is what the person answering the phone will say if your student is not at home.

How to call france3
How to call France

  • Students should NOT use the family’s phone OR their hotel room phones to call the U.S.!

  • The ONLY exception is that the French family will allow their American students to call home briefly on the day they arrive to confirm with you that he/she has arrived safely.

How to call france4
How to call France

  • If the student needs to speak with their American family during the trip, they should purchase phone cards available in France to use in public phones.

  • Best option: EMAIL YOUR FAMILY and enjoy the absence of the cell phone!!

Weather in rennes paris
Weather in Rennes/Paris


Insert weather graphic from this site the Monday before the meeting.

Weather in rennes paris1
Weather in Rennes/Paris

Usually 10 degrees warmer than Rochester in early to mid spring.

Students should dress in layers that can be easily added or removed depending on the weather & activity.

A jacket and a sweatshirt are musts! Scarves are a great idea (and very chic for both men and women).

Packing list
Packing list

  • 1 checked piece of luggage (preferably with wheels) that the student can manage carrying moderate distances.

    • RULE: If a student CANNOT carry the piece of luggage up a flight of stairs by himself/herself fairly easily, it is TOO HEAVY – take some things OUT!

    • Weight limit applies: lbs

Packing list1
Packing list

  • 1 carry-on

    • Book, iPod/mp3 player, snacks, medication

    • Must fit under seat or in overhead bin of plane

    • Should contain valuables (money, passport) and one change of clothing in case luggage is lost.

General packing recommendations
General packing recommendations

  • Bring comfortable clothes & shoes

  • Do NOT bring anything that you would be heartbroken if lost.

  • Bring as little as possible (mix-n-match)

  • Try to avoid clothing that broadcasts your nationality (USA sweatshirts)


  • Camera - yes (digital or regular)

  • Music device - maybe (mp3 player/iPod)

  • Laptop – only after careful deliberation and verification that your homeowner’s insurance will cover damage or loss during the trip (including damage due to the electric current difference).


  • Other appliances – hair dryer / flat iron

    • Try to avoid bringing these unless absolutely necessary

    • They require a special electrical current converter and plug adaptor


  • The LESS you bring, the HAPPIER you will be.

  • You will be traveling with your luggage from airports to trains to metro stations and then on foot for short distances.

  • Layout everything you want to bring and then only pack HALF!


  • How much?

    • $200 or more (this is for spending only - all other costs are prepaid)

  • What will my student spend money on?

    • Gifts for family & friends back home

    • Souvenirs


  • What form?

    • Pre-paid card (such as a Visa bucks card) or bank credit card

      • Be sure to read the fine print – Can the card be used outside of the U.S.?

      • If you want to be able to take money out of an ATM, you will need to request a PIN (personal identification number).


  • Advantages/disadvantages

    + Can be cancelled if lost or stolen

    + Can be reloaded with additional funds by parents in U.S. for use in France.


  • What form?

    • Traveler’s checks

      + can be cancelled if lost/stolen

      - Requires passport to cash/use


  • What form?

    • Currency

      + most acceptable

      • easy to lose/cannot be replaced

      • fee to change back to dollars


  • Your passport is the only proof you have of your valuable American citizenship.

  • Know where it is at all times.


  • All students have provided me with a copy of their passports and should put another copy in their checked luggage.

  • A third copy should be kept by your parents.


  • I will hold on to students’ passports from the time we touch down in France to the time we leave.

  • Exception – students who bring traveler’s checks need to carry their passports when cashing a check.


Insert budget spreadsheet

Required forms
Required Forms

  • There are 7 forms that you need to have on record with me prior to departure

    • Emergency Contact form

    • FT-3: Permission to participate

    • FT-4A: Field Medical Trip Waiver

    • FT-4B: Medical Permission for Overnight Field Trip – Parent

    • FT-4C: Medical Permission for Overnight Field Trip – Physician

    • FT-7: Field Trip Permission / Private Transportation

    • FT-8: Student Conduct


  • Emergency Contact form

    • Check all information for accuracy

    • Fill in any blank information

  • Purpose – contact information in case of emergency


  • FT-3: Permission to participate in a field trip

    • Fill out top ½

  • Purpose – gives permission for your student to participate in field trip


  • FT-4A: Field Medical Trip Waiver

  • Purpose – gives permission to receive medical care while on the field trip.


  • FT-4B: Medical Permission for Overnight Field Trip – Parent

  • Purpose – gives permission to receive medical care while on an overnight field trip.


  • FT-4C: Medical Permission for Overnight Field Trip – Physician

  • Purpose – gives permission to carry/administer medication while on an overnight field trip.


  • FT-7: Field Trip Permission / Private Transportation

  • Purpose – gives permission for student to travel in private via non-district transportation (private & public).

Emergency medical treatment
Emergency Medical Treatment

  • If student requires medical attention during trip, every attempt will be made to contact you (as well as the others listed on your Emergency Contact Form) immediately.

  • If medical services are needed, they will be paid for and then you will reimburse me immediately upon return to U.S. (and then you will go through your insurance company to be reimbursed).


  • FT-8: Student Conduct

  • Purpose – clarify expectations for student behavior while on trip

Code of conduct
Code of Conduct

  • Student will participate in activities with their French hosts.

  • Student will be mature & courteous.

  • Student will obey family/school rules.

  • Student will NOT drive any vehicles.

  • Student will not purchase, use or have in their possession cigarettes, cigars, or other tobacco products.

Code of conduct1
Code of Conduct

Student will not purchase, use or have in their possession any drug/narcotic, unless prescribed by a medical professional.

Student will not purchase, abuse or have in their possession any alcoholic drinks.


  • Your student WILL be offered wine at dinner by their host families as part of the cultural experience.

  • Your student IS of legal age in France to purchase and consume alcoholic beverages.

  • The school has a zero tolerance policy for abuse of alcohol, drugs and tobacco products while on school trips.

It happened in fairport
It happened in Fairport…

Moral of the story: Your parents and you have worked hard and paid a lot of money for you to participate in this trip. Don’t ruin it by breaking school rules that you knew about ahead of time!


  • So how we will reconcile such a situation?

    (1) You must make your expectations extremely clear to your student about the consumption of alcoholic beverages during this trip.


(2) Students found to have abused tobacco products, alcohol, or drugs during the trip will be referred to the principal for a Superintendent’s hearing that will result in disciplinary consequences as if the student had consumed said products on school grounds.

Other behaviors
Other behaviors…

Faced with sudden freedom, your student may be tempted to engage in other behaviors, that while not specifically addressed in the code of conduct or school policy, should nonetheless be discussed between parents and students prior to departure including, but not limited to, getting tattoos or body piercing.

Other behaviors1
Other behaviors…

These behaviors are inherently dangerous and neither the school district nor any of the chaperones accompanying the group take any responsibility, financial or otherwise, if a student engages in them while on the trip.



  • In the event your student engages in inappropriate behavior during the trip at any time, you will be contacted IMMEDIATELY, regardless of the time of day.

Inappropriate behavior
Inappropriate behavior


abusing alcohol of ANY kind,

abusing a controlled substance,

engaging in sexual behavior,

causing bodily harm to another individual or damage to another’s property,

being insubordinate towards a chaperone or disrespectful to another member of the group.


These actions committed once are grounds for disciplinary action and will be reported to Mrs. Grow, the Board of Education and the Superintendent upon our return!!!

Addendum a france
Addendum A - France

  • Paris

  • Brittany

  • Normandy