Tour Information Form - West Sussex Music

Student details

Student Name(Required)

Prefix First Middle Last

Student's Date of Birth(Required)

DD slash MM slash YYYY

Age on date of travel (23 July 2025)

Passport information

Passport Number

Country of Issue

Date of Issue

Day

Month

Year

Expiry date

Day

Month

Year

Please attach scan / image of your child's passport.

Max. file size: 32 MB.

Global Health Insurance Card (GHIC) Number

Please input the long 20 digit number. If you haven't got a Global Health Insurance Card please apply via: https://www.gov.uk/global-health-insurance-card

GHIC Expiry Date

Day

Month

Year

Please attach scan / image of your child's GHIC Card.

Max. file size: 32 MB.

Parent/Carer Details

Name(Required)

Prefix First Last

Mobile Phone contact(Required)

Home Phone number

Work Phone number (optional)

Additional emergency contact number(Required)

(*this should be for another family member / close friend)

Name of emergency contact

Please state relation to child (i.e. another family member / close friend)

Contact information(Required)

I confirm that to the best of my knowledge all contact information provided is correct. I confirm that I will notify West Sussex Music with any changes to my contact information.

Photo of my child(Required)

Max. file size: 32 MB.

Please attach an image to clearly identify your child in the event of an emergency.

Student mobile phone number

to be used only in case of emergency

Medical / Pastoral information

Does student have any medical or mental health conditions / dietary requirements / special educational or pastoral needs?(Required)

Yes

Dietary Requirements

Please ensure that we have up to date dietary requirements (including vegetarian/vegan/pescatarian/allergies/intolerances) so that alternative meals can be provided. Please note: We will not be able to cater to dislikes.

Name of condition / needs

Describe medical/pastoral needs?

Give details of child's symptoms, triggers, signs of illness, treatments, daily care requirements, environmental issues etc.

Name of Medicine

(as described on the container)

Medication expiry date

DD slash MM slash YYYY

Name of GP & Surgery

(please give if relevant)

Name of Hospital

(please give if relevant)

Dosage, Method & Frequency

Please give details of how much should be given, how often and how the medicine should be administered.

Are there any side effects / additional information we may need to be aware of?

Can student administer their own medication?

Any further information it would be helpful for us to know?:

Medication Permission

I recognise that West Sussex Music cannot take any responsibility if my son/daughter does not explain, when asked, if she/he has taken any tablets/medication prior to this request. This permission will take effect when my child has checked in on the coach until they leave the coach at the end of the trip. All medication will be given as per the packaging/instructions provided and a record will be kept in the medication log.

Instruments

My child will be bringing an instrument.

Yes

Instrument

Instrument Make

Instrument Model

Instrument Serial Number

Replacement Cost

Other instrument details

Consent

Whilst every effort will be made to handle my child's instrument with the utmost care, I accept that West Sussex Music cannot be held responsible for any damages that occur and my child's instrument should be adequately covered by my own insurance.

Insurance documents

Drop files here or

Max. file size: 32 MB.

Consent

I give permission for West Sussex Music to give my daughter/son the following medication if required (tick as appropriate):

Paracetamol

Travel sickness tablets (Kwells)

Antihistamine; Loratadine (one a day hayfever relief)

Antihistamine; Cetirizine (one a day hayfever relief)

Piriton; Allergy relief

Gaviscon tablets

Sickness/diarrhoea relief tablets

Dextrose Energy Tablets

Recovery Effervescent Powder

Photo / footage consent

Photo/video permissions (I agree to photographs and videos being taken that include my child. I understand that these pictures may be used for normal publicity purposes - including publication on the establishment's website and social media platforms.)

Consent

I agree to the privacy policy. (https://www.westsussexmusic.co.uk/privacy-notice/)

Consent

I accept that the information provided on this form may need to be shared with relevant persons involved in the trip.

Consent

I, the Young person, agree to the code of conduct.

Code of Conduct for the West Sussex Music Tour

For this visit to be beneficial, enjoyable and safe for all, you are expected to follow our code of conduct.

In general, you will be expected to:
• behave responsibly at all times and show consideration for others.
• comply with all instructions at all times.
• take responsibility for your own possessions.
• keep all facilities clean, tidy and undamaged.
• abide by all host facility rules and regulations.
• be aware of all emergency procedures.
• in the event of an emergency, follow emergency procedure instructions.
• understand that UK rules apply concerning the purchase, possession and consumption of alcohol & tobacco/vaping products.
• understand that the possession and use of non-prescribed drugs and/or illegal substances is strictly forbidden.
• inform staff of any relevant medical conditions or injuries.
• inform a member of staff of any hazards and report any damaged or unsafe equipment.
• wear appropriate clothing.
• return all borrowed equipment in the same condition in which you received it.
• safeguard personal belongings and borrowed equipment.

On the coach
• Remain in your seat, unless given permission to do otherwise.
• Wear your seat belt whilst being transported in a minibus or coach.
• Personal items should not block the aisle and be kept on the luggage rack or under the seat.
• Litter should be put in the bags provided.
• Do not distract the driver – no shouting out, no flash photography etc.
• If you begin to feel travel sick, inform a member of staff.
• When disembarking, be aware of traffic movement and direction
• Arrive on time for all journeys.

Motorway service stops
• Follow instructions from staff regarding where you are allowed go and how long you may spend in the service station.
• Remain inside the service area for the duration of the stop and ensure that you are back on the coach at the given time.

On the ferry
• Ensure you understand the importance of remaining in your group at these busy locations.
• Ensure that you understand that timings are vital.
• Ensure that you understand security arrangements and limitations.
• Follow instructions from staff and ferry crew members.
• Understand that students are not allowed on the boat decks.
• Visit shops in groups - never alone.
• Remember where the group is based and how to locate staff.

Staying in the hostel
• Ensure that you read all notices and understand all instructions regarding fire and safety procedures.
• Ensure that you understand the location of duty staff.
• Ensure that you understand any instructions regarding permission to leave the hostel.
• Ensure that you understand any instructions, which limit your access to parts of the hostel. e.g. bar, casino, swimming pool.
• Ensure that you understand the dangers of balconies and any instructions regarding access.
• Ensure that you understand all instructions regarding access to other peoples’ bedrooms.
• Ensure that you arrive on time for meals and meetings.
• Ensure that you understand any restrictions regarding the use of mobile telephones, taking pictures, internet access and viewing videos and DVDs.
• Understand that parents are responsible for restricting usage time & internet accessibility on any mobile devices.
• There is to be no sharing or downloading of photos or files whilst on the trip. Inappropriate use may result in the device being confiscated for the remainder of the trip.

Excursions
• Remain in your designated group.
• Know which member of staff is your nominated leader.
• When unaccompanied by staff, ensure that you understand any instructions and limitations.
• Ensure that you always carry your emergency contact card.

Failure to comply with this Code of Conduct may result in sanctions which could include being sent home and any associated costs being passed on to parent/guardians.

Consent

I, the Parent/Guardian, accept that my child must abide by the Code of Conduct

Tour 2025 - Information form

Student details

Passport information

Parent/Carer Details

Medical / Pastoral information

Instruments

Consent