Planning a trip or tour

In this article we will cover:

Picking a Destination and Activity

Regardless of which Club, Society, or Project you are from the first thing to do is decide where and when you want to go, as well as what you will be doing when you get there.

If you are going on a tour and applying for a tour subsidy you should start thinking about this during the previous term. Details regarding tour funding are given in the Recognition as a tour article.

If you are going on a shorter trip or not applying for tour funding you will need to decide where to go at least two weeks beforehand. Deciding where to go will also allow you to gauge interest amongst your members and discover if there are enough potential participants to make the trip or tour viable.

Overseas Trips and Tours

If you are planning a trip or tour outside of the UK then special arrangements apply to ensure the activity is planned appropriately. There are guidelines and policies in place surrounding when proposals must be submitted to the Union regarding overseas activities. These are outlined in the Overseas Trips & Tours section.

Budgeting

Even if you are not applying for tour subsidy, you should still write a budget. This gives you and your members an accurate estimate of how much the trip or tour will cost. This budget will need to be approved by your Management Group Treasurer and (quite likely) the Deputy President (Finance & Services).

If you want to spend any money before your tour has been approved you must complete an event budget.

Guidance on writing budgets for trips and tours can be found in the Event Budgeting training collection.

Advertising the Trip or Tour

Students have many demands on their time so the earlier you advertise a trip the better. Your CSP members can then plan their time and commit to the trip or tour. You should give as much information about the trip or tour as possible, such as:

  • Any special equipment needed
  • Dates
  • Costs (especially any extra costs that might not be included in the fee you are charging).

Make sure you have a clear process to select people if the trip or tour is oversubscribed.

Using a first come first served system is fine, but it must be clear to avoid disputes. On some trips you will need experienced members to come along, for example first aiders or when a minibus is being used. In these cases individuals with the relevant experience may need to be given priority before other members.

If your trip involves peer-to-peer teaching (i.e. club members are teaching less experienced members) then you must make sure you have a sufficient ratio of instructors to trainees. Be sure to open your trip or tour up to the widest group of people possible though.

No committee members should be given a financial benefit in the form of discounts or free places.

Deposits

By taking deposits for the trip or tour you protect yourself from people pulling out at the last minute and subsequently increasing the price for the other members. Participants must commit financially to the activity in advance, so you have finances to cover payments that will need to be made in advance of departure.

The deposit should cover all the fixed costs (accommodation, travel, and any other bookings you have made). You should accept deposits via your Club, Society or Project’s shop on the Union Website. To find out how to create products see the Online sales page.

Bookings

You should book accommodation, venues, or travel tickets as early as possible to ensure availability. Accommodation and transport also tend to be cheaper the earlier you book them. If you wish to use a Union minibus you should request this as far in advance as possible. For details of using a Union minibus see the Minibuses training pages.

Useful Websites

WebsiteFor?Website address
Foreign & Commonwealth OfficeTravel advicehttps://www.gov.uk/browse/abroad
International OfficeVisa advicehttp://www.imperial.ac.uk/study/international-students/
Hostelling InternationalOverseas hostelshttps://www.hihostels.com/
Lonely PlanetCountry-specific sightseeing https://www.lonelyplanet.com/places
Rough GuidesCountry-specific sightseeinghttps://www.roughguides.com/destinations/
NHS ChoicesVaccinationshttps://www.nhs.uk/conditions/travel-vaccinations/
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