Organising Trips & Tours

Types of Tours Domestic (With an overnight stay) International Sport/Activity Focused Social Same procedure needs to be followed! Only exception is a day trip where you JUST have a coach/transport cost. They don’t need planning packs.

Procedures -Please make sure you follow the SU procedures when planning a Trip/Tour -This is to ensure that all bases are covered - Remember you are representing the university and the SU! -We need to be kept in the loop in case anything goes wrong as we won’t be able to help if we aren’t in the know. -The reason we stress this is to remove liability from you as exec

What Forms are needed? All of these can be found on the Exec Resources > Forms section of the SU Website… Event Planning Pack Financial Planner Risk Assessment Event Ticketing Form Trip Leader Form (at least a week before you leave)

Tour Operators Even when using a Tour Company, we still need you to fill in an Event Planning Pack We’d recommend going through a Tour Operator Prices and itinerary are set Easier to get through the Event Planning process

DIY Tours Can be good to tailor your Tour. Be aware we’ll need provisional quotes for EVERYTHING before Event Planning Flight prices will go up, so include a buffer in your Financial Planner…? Pre-book as much as you can (provisionally), so that it can be included in ticket prices. Be realistic with your projected attendance. In passing events, we might look at your membership base, previous tours etc. You need to try to break-even at 65% - massive losses are risky and less likely to be approved. Please note you can’t book flights/accommodation etc. until you’ve actually SOLD TICKETS FIRST.

Booking Transport - For Society transport bookings: - We’d recommend going through the SU as we have a transport supplier and you can pay after the event - You can find a private company, however we will not be able to help if something goes wrong

Payment Money from your online ticket sales go straight into your society account. This is what you use this to pay for the Tour. Large Payments (Hostel Deposits, Flights, etc.) – Complete a Money Request Form and attach the invoice, which can be paid via BACS or the SU Credit Card. Smaller Payments can be paid by yourself and then reimbursed at a later date

Health & Safety There must be at least one person responsible for safety There also needs to be at least one person who is First-Aid trained Advise individuals to get travel insurance – It is logistically difficult to include this in the package, some Tour Operators may have it included Make sure members have their EHIC cards If going further afield, check for any medical requirements!

Travel Issues Visas – It’s the members responsibility to make sure they have the correct documentation/VISA to travel! Travel Insurance – Recommended. Up to the individuals to purchase their own insurance. Make sure this is clear to people attending. Vaccinations – Avoid countries that need jabs (RAG treks are an exception)

Duty of Care Training Online training found in the Training section of the Exec Resources At least one Exec Member will need to complete this before you travel.

Contact Details Book a meeting and see me in person if you want advice before then! If you have any queries, or need any advice, please don’t hesitate to get in touch!