How to organise a Trip

Organising a club trip

Any member can run a club trip. The conveners and the committee 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 and advice of the club, be covered by club insurance, have priority gear hire. Carpooling with other members is also a great way to split fuel costs. 

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 our trips calendar), secondary advertising is fine, but it must be in our system
- Inclusive 
- Align with the club purposes
- Open to members of suitable experience and equipment to join in at the time of advertising  (i.e. a trip isn't a club trip if you post it 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) 

Steps for making it happen

1. What/When/Where

Decide on the details, where you want to go, what activity, what time you will leave etc.

2. Talk to convenor and get event setup online

Get an event setup on our calendar. This needs to be done by (or with written approval from)  the activity convenor to ensure the risk management procedures are being followed.  The convenor will use the activity template and add you as an "official" for that event so you can edit details and see all participant details. If you have trouble getting in touch with the convenor, they may be away adventuring, in which case email the president

Getting the event  in our calendar system is the only way to organise a club trip. 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) need to be set up by the Activity convenor of that sport to verify approval by respective conveiner.

3. Enter details into your event

More system specific details here

  • What you will be doing.
  • Fitness level/experience required e.g. Beginner, "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 fuel costs, gear hire, camping fees etc. so people know Ask people to give you their mobile number.
  • Try use the Who/What/When/Where/Cost/Gear/ Other info format.
    Avoid using slang, abbreviations or acronyms! (members who have english second language may have trouble)

Note: Timing for event advertising: Events can be set up at anytime, however if you would like to be included in the email summaries (organised by the committee), ensure you get it in by 6pm Sundays, or 6pm Wednesdays.

4. Contact everyone who replies

When people  fill in the registration form (or in bulk), 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). Once the trip is full, its easy to turn off the signups (or set a limit in the system)

5. Gear

Organize any gear/maps you / others on the trip may need (ie tell people when they can hire gear). If you do not have access to the gear store, the committee can help. Remember to collect a 1st aid kit.

6. On the day

  • When you arrive at uni, check everyone has suitable equipment
  • Before you leave - Make sure everyone going is signed up online, you can add extra people on your phone if they aren't on the list by clicking "add registration" and please also "Mark Attendance" - tick those who are with you (and mark as NO for those who aren't  (don't delete)
  • Have fun!

7. 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 stops required
  • Weather conditions
  • Potential hazards and how group may reduce the risk
  • Key info - may include where is the first aid kit, car keys and mobile phone located
  • Anyone with a medical condition or who may require medication (eg asthma) should be 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

8. Following up

  • Ensure costs are shared including fuel
  • Check in with everyone following the trip, and encourage photos to be uploaded to Social media either via the Trip leader, group chats or by tagging the club. 
  • If people hired gear, remind them to return gear clean, dry and on time. (Make sure gear is returned before the next needs to hire)
  • If there is any issues that need reporting, they can be done online here


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