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Mailout two: a reminder

Please return your Letter of Commitment


If you haven’t already done so, please submit your Letter of Commitment. We kindly ask that all schools complete a Letter of Commitment to either:

  • reserve your delegate spaces;

  • or to indicate that your school is unable to attend.

Your invoice will be calculated based on the number of delegate spaces you reserve. Please be aware the deadline for the LoC is the 31st March 2019.




A reminder of delegation size


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


Candidate Schools that have applied for Global Membership before 03/03/19: a standard delegation of two adults and five students (with the option of a third adult if there will be more than three students in the delegation).


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


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


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.

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.

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.

If you would like to bring additional delegates, please indicate your desired number on your Letter of Commitment. These delegates will be added to the 'waiting list'.



Please start registering your delegate details


Once you have completed your Letter of Commitment, you kindly ask that you now start registering your individual delegates when you know who is attending.


Register a student delegate here Register an adult delegate here Once you submit the details and register, you will not be able to amend these details, so be sure all details are correct BEFORE submitting.



A reminder of conference fees


INR 85,000 per student delegate

INR 100,000 per adult delegate


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;

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

The above price does not include:

  • travel 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.



Bursaries of up to £1,000 each available for student delegates


Round Square is offering nine bursaries of up to £1,000 each to students from Round Square Global Member Schools who wish to attend RSIC2019 in India.

These bursaries are intended to support the participation of those students whose financial circumstances mean that they could not otherwise access the conference. Please log into their web site for more information on bursaries available to students. The closing date for bursary applications for the conference is 31st March 2019.

Students that wish to make an application can do so by clicking here.



Please ensure your invoice is paid within 30 days from the issue date


Invoices will be sent shortly to all schools who have submitted their Letter of Commitment.

Details for payment will be outlined on your invoice. Please reference your payment with an invoice number/purpose of payment or the school name in order to help us crediting the transfer into the right account.



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

Train Station: Indore Railway Station, around 10 kms from the school.

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

Departures: Departures any time on the 8th October



Do you require a Letter of Invitation/Visa Letter?


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.



Accommodation


For students: On campus at Emerald Heights in Boarding Houses

For adults: In hotels



Waivers to be completed


Please download the waivers, sign and bring a hard copy for each delegate with you to the conference.

Reps' will be asked to electronically sign to confirm that they have received all the required waivers from the parents / guardians of the students in their delegation.

A copy of the conference waivers can be downloaded from here.


Key Dates

  • Arrivals welcome: 2nd October 2019

  • Check in: 2nd October 2019

  • Welcome to Round Square workshop for first time adult attendees: 2nd October 2019

  • Flag ceremony rehearsal: Evening 2nd October 2019

  • Official Opening Ceremony: 3rd October 2019

  • Adult programme: 3rd and 4th October 2019

  • Student Cultural Performance rehearsals: TBC

  • Service day: 5th and 6th October 2019

  • Adventure day: 5th and 6th October 2019

  • Student Cultural Performance: 3rd to 6th October 2019

  • Official Closing Ceremony: Evening of 7th October 2019

  • Departure times: 8th October 2019


Adult Programme


Whilst the RSIC is first-and-foremost a student conference, we always include a dedicated programme for adult delegates front-loaded to the first few days of the Conference in order to enable those that are unable to stay for the duration (and are not required to stay to ensure appropriate duty of care for the student delegation) to leave after the adult programme concludes. This year will be no exception, and, taking note of feedback from 2018 we are already starting to plan a rich and engaging programme of workshops and discussion forums tailored to the individual adult audiences, and their particular interests, as well as an extended good-practice-sharing carousel, building on the success of this session in previous years.



Enter the Roy McComish Art Competition


All Round Square students (not just delegates attending the conference) are invited to submit artwork for the annual Roy McComish Art Competition.


Students are asked to submit artwork that best captures the theme of “Sarvodaya - the world we wish to see”. Students can use any medium to best capture the theme.


There will be awards for 1st, 2nd and 3rd prizes and will be showcased during either the Official Opening or Closing Ceremony. Judges will look for creativity, skill and interpretation of the theme.

  • Students can use any medium but only photos

  • Any student attending a Round Square school can enter

  • Student can be any age

  • Students can enter up to three submissions

  • Videos should be no longer than two minutes

  • Your artwork must be in a digital format to upload to the site

  • Images should be no larger than 10Mb and in JPEG format.

  • Your file name must follow this format: STUDENT NAME. NAME OF SCHOOL

Closing Date: 31st August 2019


Visit the website for more details.


Book your Pre/Post Conference Trip


Schools in the South Asia and Gulf Region have planned a range of exciting Pre and Post Conference Tours to bookend the RSIC 2019 Conference.


See available trips


A reminder on the Cancellations/Refunds 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 31s 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





Access the website

For full details and to submit your Letter of Commitment, please go to www.rsic2019.org and use the password: RSIC2019

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