2. Volunteer Activity & School Field Trip Request Form

   Field Trips 

   Before your next visit to a CVRD park or trail, we ask that you provide the details of your trip so that we can ensure you have the best experience possible.  The information received about your visit allows us to schedule maintenance around your activities where possible, notify you of any conflicts (i.e. construction, closures, events, etc.) and also allows us to track park use so that we can adapt our service levels as needed.  We appreciate your cooperation! 

   Volunteer Activities 

   Help make a difference across CVRD Parks & Trails! Please complete and submit a Volunteer Activity & School Field Trip Request Form to begin planning a collaborative volunteer opportunity! 

6. Please check one of the following request types: *

   1. School Field Trip

   1. Volunteer Activity

10. Applicant Information

12. Date of Application
    Date of Application
14. Name of School or Organization:*
16. Name of Organizer: *

    *Person on-site during activities 

18. Contact Email:*
19. Contact Phone: *

23. Event Information

25. Name of Park or Trail being visited:*
27. Location within Park:*
29. Activities Planned/Requested:*
31. Is Any Set Up or Special Equipment Being Used?*

    1. Yes

    1. No
32. If yes, please describe:
34. Site or Route Map Included?

    1. Yes

    1. No

38. Event Logistics

40. Date & Time of Visit:*
    Date & Time of Visit:

    Date & Time of Visit:

44. Please provide information based on your group type

46. School/Youth Groups:

47. Organizations:

49. Number of Students Attending
50. Number of Participants
52. Number of Teachers or Supervisors
53. Number of Persons with a Valid First Aid Certificate
55. Total Number of Attendees

    Including students, teachers and any supervisors or parents. 

56. Number of Vehicles Associated with Visit
58. Number of Teachers/Supervisors/Parents with a Valid First Aid Certificate
60. Number and Type of Vehicles Associated with Visit

    Eg. School Bus 

64. Insurance 

66. Please note, all schools and organizations planning a visit to a CVRD Park or Trail, as well as any subcontractor providing services, must obtain comprehensive general liability insurance protecting the Cowichan Valley Regional District against liability for bodily injury, death or property damage, arising out of the event. Minimum limit of $2,000,000 commercial general liability insurance against third party claims for bodily injury, death, property and loss of use (Note: a higher limit of liability insurance might be required depending on event details). Maximum deductible $5,000 per occurrence, with a cross liability clause. A certificate of insurance naming the Cowichan Valley Regional District as additional insured must be received before final approval of an event. CVRD retains the right to cancel an event if a certificate of insurance is not received before the event date. By submitting this request, the applicant acknowledges sole responsibility for obtaining whatever coverage the CVRD deems necessary. Insurance can be obtained through any insurance agent. 

68. Proof of Current Insurance Coverage Included with Application?*

    1. Yes

    1. No
70. Upload Certificate of Insurance

74. Terms and Conditions

76. • CVRD Park Bylaw #738 must be adhered to.
    • The natural environment of parks must be respected. 
    • No natural features are to be collected or damaged. All rocks, sticks, leaves, shells, etc. should be left in place as habitat. 
    • Built infrastructure in parks including trails, buildings etc. must not be damaged or altered. 
    • No waste shall be left behind. All garbage, recycling and compost must be placed in the appropriate bin or taken with the group when leaving the park. 
    • Planned activities should not interfere with the enjoyment of the park by other park users. 
    • The size of group must be planned to match the capacity of the park (i.e. number of toilets, amount of parking, sensitivity of the ecosystem). 
    • The organizer(s) is/are responsible for ensuring that planned activities are conducted in a safe, orderly manner, with no damage to the park or disturbance to other park users and that all park facilities and grounds are left in the same condition as when the group arrived. 
    • The CVRD reserves the right to cancel an event or activity due to unforeseen circumstances and shall not be responsible for any costs or damages to the school/organization or others as a result of such cancellation. 
    • Failure to follow the terms and conditions will result in the denial of any further Volunteer Activity & School Group Field Trip Requests from the applicant.

80. Application Submission

82. It is recommended that requests are submitted to the CVRD Parks & Trails Division no less than 30 days prior to the proposed visit. Please note that last minute requests may not be accommodated. Applications can be submitted via this online form, by email to Parks.Events@cvrd.bc.ca or in person at 175 Ingram Street, Duncan BC, V9L 1N8. Please direct any inquiries to this email address or by phone to 250.746.2660.

86. Waiver

88. Waiver *

    The visiting group will use the park at their own risk and agrees that the CVRD has made no warrants or representations respecting the suitability or condition of the facilities.

    By signing this application, the applicant acknowledges and agrees to abide by the code of conduct and that the information provided is accurate and correct.

    1. I Agree

    1. I Do Not Agree
90. Volunteer Activity ONLY: Photo Consent

    I give the Cowichan Valley Regional District the right and permission to utilize photographs, film or other images taken of the group participating in parks-related activities. I understand that my photograph/image may be used in promotional materials including but not limited to posters, website, social media, brochures, newsletters, and newspaper articles

    1. I Agree

    1. I Do Not Agree

94. CVRD INTERNAL USE

    
    

    
    

    ______________________________
                    CVRD Approval 

Leave This Blank:


96. 1. Receive an email copy of this form.
97. Email address

    This field is not part of the form submission.

98. Submit

* indicates a required field