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Instructions
Please fill out the form below, and click the SUBMIT button at the bottom of the screen to send us your registration. You will then be taken to the select your trips screen next.
Medical Section
Please fill out this section so we have it in case of emergency. This will ensure proper treatment. Please be as accurate as you can and you should update if there are any changes.
Field Trip Release Form
Agreement of Service
Eligible Guests
We provide Group Respite time in the form of fun and enriching adventures for intellectually challenged individuals. Parents and guardians are not allowed to
attend with our guests unless previously approved by New Vista Community. Events can accommodate 2 people in wheelchairs or using other adaptive devices
please call for information on accessibility for each event. All guests should be a minimum of 60lbs in weight and at least 16 yrs. in age.
Medical Coverage
No medical exam is required to participate but a one page medical form is required to be on file and to be updated if the guest’s medical condition changes.
If a guest needs medications during an event please send only enough medicine for the length of the event and pack the medicine separate from the guests
other possessions and please send the meds in their original prescription bottles clearly marked with the guests name, dose, and instruction for administration.
When checking in the guest please give the meds to a staff member and discuss any special needs or procedures.
Supervision
Trained caring staff and volunteers accompany events on a five to one average ratio. Trained caring staff and volunteers accompany the guests to the events.
Overnight supervision may vary. If there are any special needs please let us know before the trip to see if we can accommodate them. If the guest needs one-on-one care
it may be necessary to have additional staff to enable the guest to go on the event. There will be an additional charge for this one-on-one supervision and additional
expense for trip cost for that staff person.
Occupancy/Weapons/Food and Drinks
Occupancy on trips and vacations (which are the overnight or multi-night trips) is double or quad. Single occupancy may be available at an additional charge,
it must be arranged prior to the event and limits supervision. -For the safety and protection of all, New Vista Community prohibits weapons of any kind to be
taken on any Group Respite. Possession of a weapon is grounds for immediate removal from the group. The individual’s parent or guardian will have to pick up
the person at their own expense or bear the cost of transportation home for the person. - Please don’t pack food or drink for guests, food is provided. Our policy
is no food or drink in the van or other forms of transportation. If you desire additional food or drinks other than the ones we offer they must be purchased at
the destination or rest stop and consumed before reentering the van or other transportation.
Registration/Deposits/Payments
To register for a trip you must sign the agreement of service form and complete the medical form. Sign and send the entire form to New Vista Community with
your deposit (see current brochure for amounts). Deposits should be in separate checks according to the amounts required. If you have several one day events,
only 1 check is necessary totaling the required deposits. Longer trips and vacations have differing amounts required for each event but these should also be in
separate checks. Deposits may also be made in cash if no checking account is available. Registration is on a rolling basis so sending in your forms and deposit
early may ensure your spot on a trip. Payment in full should be made two weeks prior to the trip if you are paying by cash, credit or check. Those paying by DRC
voucher must submit the voucher 1 week prior to the trip to hold the reservation. If it is found that you do not have the funds left on your voucher you
will be responsible for any balance for services rendered (keep track of your voucher balance, you are held accountable). Even if you are paying with a voucher
you must still submit the forms and your deposit according to the above rules. Individuals who can not provide deposits will be placed on a stand-by list for
events and are notified only when a spot becomes open.
Refund Policy
Please read this carefully. Only written cancellations will be accepted. Cancellations made to the answering machine or over the phone will not be accepted.
We will retain a copy of the written cancellation so there are no misconceptions. You must cancel two weeks before the trip date or your deposit will be
forfeited and you will have to provide another to continue on further adventures. Should you sign up for a trip under the two-week deadline and cancel you
will forfeit your deposit. If you miss a trip there are no refunds or credits, it is your responsibility to be at your pick up point on time or provide transportation to
meet up with the group. Payments made are for Group Respite time ONLY. Those times may vary from listed times and the adventures themselves may vary from what’s
listed due to a variety of conditions. You are paying for respite time not the listed event, although we try to stick as closely to our planned schedule as possible but there
are no refunds or credits if the listed activity does not occur unless the Respite time was cancelled by New Vista Community. We are providers of Respite Care and not Tour
Operators or Travel Agents. Please be fully aware of this before entering the program.
Arrivals/Returns/Late Procedures
Our pick up and drop off points are as follows: North- 3201 N. Tenaya Way @ Cheyenne at the Target store. South- The Bass Pro Shop at The Silverton Hotel& Casino. East- R.C. Wiley at Stephanie & 215. West- 5220 W. Charleston west of Decatur, The New Vista Emporium & Corporate Offices. It is the responsibility of the
guest to arrive EARLY. The time of departure is listed in the brochure and you will get a confirmation call 2 days before the trip to confirm your time and pick-up
location (if you don’t get a call it is your responsibility to call and get the correct time). Should you be late, you may join the trip any time but you must provide
your own transportation to meet up with us. We make every effort to arrive on time to the pick up and drop off points. We can’t control weather or traffic so
should we be late for arrival or return the guests and thier transportation are asked to wait. There is no refund or credit if you miss your pick up. We can’t
provide transportation home for guests. We do provide emergency transportation home only if there is no other way to get home. This service is payable in
cash to the driver at a fee of $20.00. This is an EMERGENCY SERVICE ONLY. If there is no other alternatives the guest may be placed with local authorities and
pick up will have to be made at your own cost and time.
Hold Harmless/Photo Release/Authorization Release
1. As the parent or legal guardian of the participant, I authorize the participation of the participant in the activities indicated in the registration section.
2. In the event of an emergency, I authorize, without my prior approval, the rendering of emergency medical treatment to participant during the activity.
3. I, on behalf of the participant, assume all risks and waive any liability of any nature whatsoever against and agree to indemnify and hold harmless
New Vista Community, its members, Board of Trustees, employees , agents and residents with respect to any and all actions, claims or demands that may
be made or brought by participant against New Vista Community, its members, Board of Trustees, employees, agents and residents arising from or in
connection with participation in the activity.
4. New Vista Community assumes no responsibility for participant’s personal property or funds.
I hereby consent to New Vista Community that any photographs, videos, film, narratives or sound recordings of his/her or myself made by New Vista
Community may be used. I understand that the use of aforementioned media may include but is not limited to publication in the
New Vista Community brochure. I understand that I will not be compensated for any use of these media methods. To ensure the privacy of the participant, New Vista
Community will not use the participants name unless authorized by the parent or guardian.
A Word about Deposits
Deposits are in place to hold your spot on one of our group respite adventures. We only take a limited number of guests on each adventure so the spots are
valuable. Since it’s a rolling admission process when the spots are filled the event is considered full. We will not cash a deposit check unless you cancel for the
event under the 2 week deadline, unless otherwise indicated. Up to the two week mark you may remove a guest from an event without penalty. We cash the
deposit check to cover costs of such pre paid items and overhead costs like tickets, hotel rooms, meal vouchers, food and drinks, salaries and administrative time and
paperwork. We understand things happen in every day life such as sickness and emergencies but we need to cover costs we are a non profit agency and if cancellations
were not addressed there would be no adventures for anyone to go on.
Why a deposit if I’m paying with a DRC voucher?
To hold your spot. Remember, the deposit is not cashed unless you do not cancel within the cancellation period.
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