Organising Trips

Trips can often be a great attraction for potential Society members, as well as giving everyone the chance to explore new places and learn new things. Trips can be a simple excursion to the theatre, a weekend trip to the Shetlands, or a week abroad in a foreign city.

Your trip should have some relevance to your Society aims – Big Band might arrange a trip to Glasgow for a concert, the Harry Potter Society could take a group to visit the film studios in London, or Eurotalk could take their members to Berlin to practice their German language skills.

Follow the steps below to plan a successful trip:

Where will you go and when? Winter and Spring vacation periods can be a good time for going away for a few days, but may be more expensive.

How much will the trip cost? Think about transport, accommodation, tickets to attractions, food and drink, and travel insurance. Once outgoings per person have been calculated, figure out if the Society can (and wants to!) cover all the costs, or if it can subsidise the price for each member, or if members should pay the full costs themselves.

* Arrange a meeting with the President for Societies and Community to discuss the trip and your budget. *

Advertise the trip and get sign ups – Give members at least a few weeks’ notice about trips - the more money a member will need to pay, the further in advance it should be advertised. Have an Office Holder maintain a spreadsheet of who has paid, along with each attendee’s personal details.

Emergency details – Collect emergency contact details for each person going on your trip, and make sure the Committee know if anyone has medical issues or needs that may be relevant to them receiving medical attention.

Itinerary – Create an itinerary for your trip. For a local visit this may be quite simple, but for a week abroad you will need to put some thought into logisitics and planning, and may want to circulate the itinerary to Society members in advance.

Preparation – Ensure Society members know what to bring on the trip. If going abroad, make sure everyone has a passport and get visas sorted out in advance. Provide guidance on any kit or spare cash the Society expect people to bring.

Running the trip – Allocate roles to certain people, such as counting heads to make sure everyone is on a coach before it leaves, checking everyone into a hotel, or guiding the group to their destination. Trip organisers need to know where the group is going and how, especially when abroad. Write a detailed plan for each day, including meal times, so organisers can control the situation and provide information to attendees.

Post-trip analysis – Meet up to discuss what went well and what has been learnt from this experience. Was the trip good value for money? Did people have fun? Could this become an annual event for the Society?

Olumuyiwa Opaleye
President for Societies & Community
President Societies Community

Olumuyiwa is ENSA’s President for Societies & Community. If you need any information or advice about anything relating to societies at Edinburgh Napier, contact Olumuyiwa and he will tell you all you need to know.

E-mail Olumuyiwa