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Mailout one: Invitation to Register

Principal's Welcome


The Emerald Heights Family welcomes you all to experience the Indian culture, an amalgamation of different communities and religions. The highlights of the conference will be community service, inspirational speakers, historical visits and activities.


The conference will be arranged in four discreet units to ensure a ‘family feel’ with the all the benefits of a large conference. The idea is to have four mini-conferences within one large conference. The RSIC2019 will have world renowned speakers, barazzas and rikkas and will help bridge individual and cultural differences. During the course of the conference we will provide a platform, where problems faced globally can be discussed and possible solutions identified. We will make a sincere attempt to create an atmosphere that will bring together all young delegates with an unwavering faith in the welfare for all. The conference will feature sessions to understand and discuss implementation of the Round Square Discovery Framework including the RS IDEALS.


The program will also create a community service experience for all delegates. A visit to the city of Mandu, which has great historical significance in India, has also been planned. Every evening there will be a gala theme dinner on campus depicting the different states of India with a local market set up and cuisine specific to that area will be served accompanied by local cultural performances.


As an optional pre-conference experience, we will also be offering delegations the chance to add an additional two-day stay with host families in the city of Indore immediately prior to the conference. This pre-conference add-on experience offers the opportunity to enjoy Indian hospitality and food in a homely atmosphere.

I look forward for you all to come and experience the diverse and unique culture and cuisine of India, during the week when the world celebrates the birth anniversary of Mahatma Gandhi.


Siddharth Singh

Head of School, The Emerald Heights International School



About the Conference


Dates: 2nd October 2019 to 8th October 2019

Theme: Sarvodaya - the world we wish to see

Host school: The Emerald Heights International School


The theme of the conference is Sarvodaya-The world we wish to see. Sarvodaya is a Sanskrit word meaning progress for all. The word is a combination of two terms: ‘Sarva’ meaning one and all and ‘Uday’ meaning welfare or uplift combined the word signifies ‘Universal Uplift’. Very appropriately the conference is scheduled in the week when the world celebrates the Mahatma's 150th Birth Anniversary and the week that follows is dedicated to non-violence and peace. This is in keeping with our school’s philosophy.


Our conference logo is the world being raised up by hands from different parts of the world. It signifies that we should mould the world and ourselves into what we wish to see.



Delegation size


Global Member Schools: a standard delegation of two adults and five students.


Candidate Schools that have applied for Global Membership before 25/02/19: a standard delegation of two adults and five students.


Candidate Schools: a standard delegation of two adults and two students.


Observer Schools (by invitation only): a maximum of two adults and two students.


Waiting list: As with previous years, should you want to secure additional places for your delegation, you may add them to the waiting list. Once the deadline for Letters of Commitment closes, we will release remaining places available to delegates on the waiting list. Delegates on the waiting list are subject to availability.


Student age: At the youngest end of the age range students must at least turn 16 during the academic year (at their own school) in which the RSIC takes place. Delegates that are 15 at the time of the RSIC will only be accepted if they will become 16 before the end of the academic year in which the RSIC falls. Students will be working together in peer groups and the activities are designed for this particular age group. Students under this age will not be accepted.


Please note: Every delegation must include at least as many students as adults and ideally more students than adults. Delegations with more adults than students are not accepted. Schools also have the option to bring a Governor, (as a third adult delegate)



Conference fees


Student fees will be INR 85,000

Adult fees will be INR 100,000


All delegate fees are fixed regardless of the duration of stay (e.g. an adult delegate that participates in the first three days only and then leaves will still pay the full delegate fee as the conference budget is predicated on a fixed number of delegate places).


The above price includes:

  • All meals throughout the duration of the conference;

  • All accommodation throughout the duration of the conference;

  • All transport throughout the duration of the conference (including pick up and drop off to the designated airport in India);

  • All visits and activities throughout the duration of the conference.

The above price does not include:

  • En route flights/transit costs to/from the point of arrival/departure;

  • En route accommodation to/from the point of arrival/departure;

  • Visas;

  • Personal spending money (for souvenirs and extra drinks/snacks);

  • Personal equipment; or

  • Any pre/post conference trips.



Payment details


You will be sent an invoice from our school based on the number of delegates you indicate on your Letter of Commitment. Bank details will be detailed on your invoice. Please reference your payment with the invoice number outlined and provide a proof of payment to the school in order to help us crediting the transfer into the right account.



Accommodation


For students: On campus at Emerald Heights in Boarding Houses


For adults: In hotels



Travel information


Arrivals: Arrivals are welcome on 2nd October 2019 preferably before 2:00 PM


Airport: Devi Ahilya Bai Holkar Airport, around 12 kms from the school


Transfer information: Delegates will be met at the airport by representatives from Emerald Heights, and transferred by coach to school.


Departures: Departures any time on the 8th October



Visas


Schools visiting India should research and apply for the correct visas for all members of your delegation in good time before leaving for the conference. If you require a Letter of Invitation for your visa, please contact us directly. We recommend that you start this process as soon as you have confirmed your delegates.


A letter of Invitation for delegates applying for visas can be downloaded here.



Medical


It is important that all delegates visit a travel medicine specialist or a doctor familiar with travel medicine to answer your questions and make specific recommendations for you. The best time to see the doctor is at least 4-6 weeks before your trip.


Your doctor will be able to give you all the information your require about staying well in country and what precautions to take.



Insurance


Medical Insurance: All delegates must have personal medical insurance that is valid in all countries you plan to visit before, during and after the conference.


Travel Insurance: It is always advisable to arrange travel insurance to protect yourself against delayed flights or lost luggage.


Third Party/Public Liability Insurance: Schools travelling to the conference should have Third Party/Liability Insurance.


Please note: Your school Rep should carry the details of these policies with them at all times during the conference so they are easily accessible should you require them.



Cancellation Policy


By signing and returning the Letter of Commitment you have formally committed your school's attendance AND number of delegates at the 2019 Round Square International Conference at The Emerald Heights International School.

You will be charged for the number of delegates you have indicated in your Letter of Commitment and payment will be required before the outlined deadline in your invoice.


Please note the cancellation dates below before sending your letter of commitment as we will be holding you to the numbers quoted. Please do not submit more than one letter of commitment as only the first letter we receive will be accepted. From that point onwards you must cancel any places that are no longer needed.


To avoid having to pay for unused places, we recommend that you replace delegates who no longer can attend due to unforeseen circumstances as any cancellations will be subject to the below cancellation schedule. Please remember, the conference fee is only transferable to a substitute from the same school.

All cancellations and alterations to your booking are subject to this cancellation schedule:

  • Cancellations until 30th April 2019 will receive a 50% refund;

  • Cancellations until 31st July 2019 with receive a 25% refund;

  • From the 1st August 2019 no refunds will be issued.

If you need to cancel or amend your booking please write to rsic2019@emeraldheights.edu.in




Please submit your Letter of Commitment


This section is for formally registering your schools commitment to attend the Round Square International Conference 2019. Registration Phase One will take 5 minutes to complete. We kindly ask that your school download and complete a Letter of Commitment to either:


1. purchase your delegate spaces; or to

2. indicate that your school is unable to attend.


Before completing the below, please read our Cancellation Policy.


Please note: By signing and returning the Letter of Commitment you formally commit your schools’ attendance AND number of delegates at the 2019 Round Square International Conference at The Emerald Heights International School.

You will be charged for the number of delegates you have indicated in your first Letter of Commitment and payment will be required before the outlined deadline in your invoice. You must make every effort to ensure that you bring your requested delegation size.


Tip: We recommend that you only add the number of delegates that you know you can fill. You can always add places you are unsure about to the waiting list. Once the deadline for Letters of Commitment closes, we will release remaining places available to delegates on the waiting list. Delegates on the waiting list are subject to availability. Once spaces on the waiting list have been confirmed via email, the Cancellation Policy will take effect.


Honorary Members: Round Square Honorary Members are not required to complete a Letter of Commitment, please just register as an Adult Delegate.


Download: Before completing the form, the Headteacher/Principal must download and sign a copy of the Letter of Commitment. The signed copy must then be scanned into a digital format (preferably PDF) and attached to the submission form.


Please submit your Letter of Commitment by 31st March 2019

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