How To Run a Trip

Any member can run a club trip. The conveners are there to give advice and offer assistance, so feel free to contact them.

Why organise a club trip?
Lots of reasons!
We are a club, organising club trips is the whole reason for our existence! You will have a group of people ready to go do fun stuff with, the support of the club, be covered by club insurance, have priority gear hire.

What is a club trip?
Club trips and personal trips are two different things and its important to keep in mind the difference.

Club trips are
- Advertised to all members (through the club email list), secondary advertising is fine, but the email must go out to the club.
- Inclusive
- Align with the club purposes
- Open to members of suitable experience and equipment to join in at the time of advertising to the email list (i.e. a trip isn't a club trip if you send an email out but its already full - that's not in the club spirit!)
- Organized by a current club member
- Not be in conflict with the clubs constitution, policies or risk management guidelines (see Downloads) (the convenor approval process deals with this bit)

… Here's how to do it.

1. Decide on the details, where you want to go, what activity, what time you will leave etc.
2. Write an email, including the following details

  • Where and when you will meet. Club trips generally meet in the corner of Car park 6, or at the boat shed (i.e. paddling and mountain biking).
  • What you will be doing.
  • Fitness level/experience required e.g. Been to pool session, or can ride a bike, or advanced paddlers confident kayaking class IV rapids etc.
  • If you require extra drivers/cars
  • What people will need to bring eg. comfortable clothes, shoes, if gear is available for hire from the club
  • Approximate cost (give an estimate of petrol costs, gear hire, camping fees etc. so people know approximately how much to expect to pay).
  • Ask people to give you their mobile number.

3. Send email to ua.ude.ebortal.vrestsil|CMUL#ua.ude.ebortal.vrestsil|CMUL Note: this address is moderated, the email may not be sent out immediately Trips where specific skills are required (eg. Outdoor climbing, Caving, Kayaking etc) or where there is a heightened duty of care (eg taking people who wouldn't have the appropriate skills to be doing the activity on their own) will need to get ticked off by the convenor before the email gets sent out- it will help if you are planning on running one of these trips if you have already talked to them). Try use the Who/What/When/Where/Cost/Gear/ Other info format
4. When people respond to your email- reply, let them know if there is space, and give them extra details. Give them your mobile number (in case people are running late and need to let you know). Check they are club members
5. Organize any gear/maps you may need. If you do not have access to the gear store, the committee can help
6. On the day

  • When you arrive at uni, check everyone has suitable equipment
  • Have fun!

Activity introduction

At the start of a trip, the group should discuss the plan including;

  • The plan for the day - look at maps, where are you going, what are you doing etc
  • Anticipated end times / agree on rest periods
  • Weather conditions
  • Potential hazards and how group may reduce the risk
  • Where is the first aid kit, car keys and mobile phone located
  • Anyone with a medical condition who may require medication (eg asthma) is encouraged to tell the rest of the group where their medication is located and how it should be given if required.
  • Agree to continue to monitor and adjust plan as required

Useful links for trip planning

BOM District forecast
BOM river levels
Parks Victoria (National Parks)
State Forests
EPA Yarra Watch (water quality)
Planned Burns
Vic Emergency
CFA Total Fire Ban

Unless otherwise stated, the content of this page is licensed under Creative Commons Attribution-ShareAlike 3.0 License