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Confirming Existing Reservations on 2009 California FFA National Convention Trip
Information on this page pertains only to FFA Chapters that are holding reservations on California FFA National Convention trips through Excellence in Presentations as of July 20, 2009. If you are an FFA Chapter Advisor who has made NO reservations on any of the offered trips but now wishes to secure seats, you need to follow the procedures shown at New Seat Requests.
For FFA Chapters holding confirmed reservations, the procedures and needed forms are outlined here for finalizing and guaranteeing seats on the California FFA National Convention Trips offered through Excellence in Presentations. These same instructions and forms were sent out to the Chapter Advisor of record on July 23/24, 2009, for every FFA Chapter holding reservations on any trip. Instructions and forms are duplicated here for your convenience.
Due Date It is in your own best interest to return completed forms and final payment as quickly as possible. The due date is AUGUST 7th. This is not a postmark date. Forms and payment must be IN OUR OFFICE by August 7th. Do not delay! Any confirmed reservations for which we have not received payment and forms by August 7 will be considered delinquent and will have their seats released. If that happens, you will not only lose your seats on the trip, but will also forfeit the $150.00 per seat deposit that was made. DO NOT BE LATE!! All forms and payment must be in our office by August 7, 2009.
Payment All payments must be in the form of checks or money orders made payalbe to: Excellence in Presentations. The ONLY checks that will be accepted are: school checks, FFA or Ag Boosters account checks, bank cashier's checks, and U.S. Money Orders. No other form of payment will be accepted.
Completion of Forms Several forms (all available to download from this page) must be accurately completed and returned with your final payment. Instructions regarding each form are shown below. Please make copies of forms as necessary to provide adequate quantities to cover the participants from your school.
Checklist Print out a copy of the Checklist Form and use it to be absolutely certain you have collected all necessary items before mailing your materials in to our office.
Calculation of Final Payment Owed Form This form can be extremely confusing. Please carefully follow the instructions on the form. This completed form must be returned with your final payment. You must use the "Calculation of Final Payment" form that we sent out to you as it was pre-filled with information specific to your chapter's reservations. If you cannot locate the form that we sent to you, then call our office at (209) 883-2090 to determine the amount your chapter owes or to receive another copy via email.
Participant Information Form This form must be typed on the computer and then printed out for submission to our office. This completed form must be submitted with your final payment. One horizontal line must be completed for each trip participant. All requested information must be completed for each person going on the trip. Be certain to observe the legends shown at the bottom of the form to correctly complete the "Code" and the "Trip" columns. If you are sending in payment for new seats that were not previously reserved, be certain to designate on the Participant Information Form which persons are to occupy the newly requested seats by checking the box in the "New Seat?" column at the left of that individual's name.Click here to open the Participant Information Form. Then, type in the information and print out to submit with final payment.
General Conditions and Non-Liability Agreement This document must be read and signed by each particpant on the trip and the local FFA Chapter Advisor and be returned with the final pament. For each student participant, the parent or legal guardian signature is also required on this form. Adult participants must also submit this form!Click here to download this form. Print out a master from this website, then photocopy an adequate quantity to provide one form to each person from your school who is participating on a trip.
Rules for Participants Form Each student who is traveling on any trip must complete this form. This includes American FFA Degree candidates regardless of his/her age. ALL FFA MEMBERS (regardless of age) and any person for whom a "student" price is being paid must submit this form. These completed forms must accompany the final payment. Click here to download this form. Print out a master from this website, then photocopy an adequate quantity to provide one form to each student from your school who is participating on a trip.
Consent to Medical Treatment Form Each student who is traveling on any trip must complete this form. This includes American FFA Degree candidates regardless of his/her age. ALL FFA MEMBERS (regardless of age) and any person for whom a "student" price is being paid must submit this form. These completed forms must accompany the final payment. This form must first be completed on the computer and then printed out for signatures. The required information must be typed into each gray box that appears on the form before it is printed out. A separate form with unique responses must be completed by each student participating on the trip. Each student on the trip may access the form here at this website, complete the form at home on a personal computer with his/her parents' assistance, then print the form out and secure the necessary signatures. Click here to access this form to type in responses.
New England Security Information Addendum If there are participants from your chapter for the New England pre-convention trip, then one copy of this form must also be completed and submitted with final payment. This form must be typed out on the computer first, and then printed for mailing. Click here to access this form to type in responses.
What to do Next? Carefully complete all items listed. Use your checklist to make sure nothing is overlooked. Then mail in all completed forms and your final payment to: Excellence in Presentations, 6528 Catkin Court, Hughson, CA 95326. These materials must be received in our office by August 7, 2009, to guarantee your seats on the trip.
