Ballarat Grammar - Mailout One
Updated: Feb 26, 2020
Ballarat Grammar is delighted to partner with Scotch Oakburn College and Ivanhoe Grammar to host the 2020 Australian Round Square conference. Our conference theme of Take Less: Be More will see delegates developing their environmental understanding and being empowered by our keynote speakers and activities, and leave with the skills to lead change in their own Schools. Delegates at the conference will enjoy an authentically Australian Round Square experience; learning to surf or spending a day in the outdoors at the beautiful beaches and environment of the Great Ocean Road, exploring Melbourne from our City Cite Campus. Delegates will gain a unique intercultural insight with every student billeted in an Australian family home and working with local community groups to make a positive social contribution.
The conference will aim to provide opportunities to be more and make a transformational difference in their own communities such that we all move towards sustainability and take less. And we look forward to welcoming you to Ballarat Grammar!
Principal, Ballarat Grammar
About the Conference
Dates: 13th- 18th September 2020
Theme: Sustainability: Take less – Be more
The 2020 Australian Round Square conference will provide delegates with opportunities to be more and make a transformational difference in their own communities such that we all move towards sustainability and take less. With activities aimed to provoke discussion and ideas and thus activate a commitment to sustainability, Round Square students will be empowered to take a stand, and will leave being motivated to strive for change through their own actions to take less and be more.
Delegates will also be able to enjoy our country hospitality, explore the beauty of the Great Ocean Road and explore all that Melbourne has to offer too!
Global Member Schools: a standard delegation of two adults and five students.
Candidate Schools that have applied for Global Membership before 25/02/20: 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).
AUD $1,465 per student delegate
AUD $1,680 per adult delegate
Additional fee of 400 AUD for the 5 nights for adults requiring a single room occupancy.
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 Australia);
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;
Personal spending money (for souvenirs and extra drinks/snacks);
Personal equipment; or
Any pre/post conference trips.
You will be sent an invoice from our College 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.
For students: Home stay billeting with Ballarat Grammar families
For adults: Mecure Ballarat Hotel & Convention Centre. Additional fee of 400 AUD for the 5 nights for adults requiring a single room occupancy.
Arrivals: Arrivals are welcome between 2:00 pm and 6:00 pm on 13th September, 2019
Airport: Melbourne Airport, Tullamarine, around 110 km from the school
Transfer information: Delegates will be met at the airport by representatives from the host schools, and transferred by coach to Ballarat Grammar Wendouree Campus
Departures: Departures any time on the 18th September
Schools visiting Australia 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.
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 6-8 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.
Before making any arrangements we recommend that you ensure you have adequate insurance in place.
Travel Insurance: It is always advisable to arrange travel insurance to protect yourself and all parties in your delegation against delayed flights, lost/stolen luggage and the costs of cancelling, delaying or cutting your trip short.
Medical Insurance: All delegates must have valid personal medical insurance that is valid in all countries you plan to visit before, during and after the conference to cover emergency medical expenses.
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.
By signing and returning the Letter of Commitment you have formally committed your school's attendance AND number of delegates at the 2020 Round Square International Conference.
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 onward 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 2020 will receive a 50% refund;
Cancellations until 31st July 2020 with receive a 25% refund;
From the 1st August 2020 no refunds will be issued.
If you need to cancel or amend your booking please write directly on RSIC2020@bgs.vic.edu.au
Please submit your Letter of Commitment
This section is for formally registering your school's commitment to attend the Round Square International Conference 2020.
Registration Phase One will take 5 minutes to complete.
We kindly ask that your school download and complete a Letter of Commitment to either:
purchase your delegate spaces; or to
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 school's attendance AND number of delegates at the 2020 Round Square International Conference at Ballarat Grammar.
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 required to complete a Letter of Commitment, please select Honorary member from the drop down.
Download: Before completing the below form, the Head Teacher/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 below.
Please submit your Letter of Commitment by 31 March 2020