Trips and Tours

When going on a trip or tour, most student groups will choose to go through a tour operator. However, you must still notify the students’ union within the required notice periods. No trip organised by an affiliated group may proceed without written approval from the Union. 

Every tour or trip requires the organising group to complete a Trip / Tours Request Form at least one month prior to the departure date for trips in the United Kingdom and two months prior to the departure date for trips abroad. 

You can find the full Trips and Tours Policy here.

The Trip Notification Form can be found here!

 

Below you can find a step by step guide to support you to plan your tour or trip.

1. Outline Planning
   1. Build in lots of planning time- at least 2-3 months- but preferably longer, in order to keep prices affordable. (The Trips and Tours Policy outlines the Union requires at least 1 months’ notice of trips in the UK and 2 months for trips abroad.)
   2. Your trip notification form should contain:
      1. Full details of the planned trip, including location, accommodation, travel arrangements, proposed activities / itinerary, and any other relevant information.  
      2. A risk assessment identifying hazards, level of risk and measures to mitigate risk. 
      3. A detailed budget proposal.
   3. Think about when and where you want to go? Consider the objectives of your trip – is it educational or purely social? Ask your members what they want.
   4. Work closely with your Treasurer and research places & dates with prices in mind.
   5. Decide from the beginning which committee members are responsible for which aspects. If committee members can’t afford to attend, they may still be able to help to plan your trip.

 

1. Budgeting and Finance
   1. All trip-related income and expenditure must go through your group’s account. Familiarise yourself with the finance section of the Committee Hub. Finance (csgsu.co.uk)
   2. Always underestimate ticket sales and build in some flexibility when you set your price - this will ensure you can break-even even if some costs rise unexpectedly. You’ll need to budget carefully (speak to the Communities Team if you’re unsure) as you’ll only be able to pay for your trip if the money is in your account.
   3. Put your tickets on sale before you purchase any flights, coaches, accommodation or entertainment.
   4. Tickets should be sold through the students’ union website.

1. Health and Safety

As committee members, there are specific health and safety aspects to consider.

1. Make sure to submit your trip notification form within the required notice periods.
2. Your risk assessment must be submitted and approved before departure.
3. All participants must have their own medical/travel insurance as the Union does not insure trip participants.
4. Hold an event briefing and send guidance to attendees in advance to provide information.

 

1. Planning
   1. Come up with ideas of what to do in advance, looking online for recommendations and including activities that are free or low-cost.
   2. Decide how much of the trip you want to be ‘organised’ and how much ‘free time’ you want participants to have.

 

Key things to remember before your trip:

• Before booking anything, find out the country’s risk: http://www.fco.gov.uk/- there are some high risk areas advised against by the government (e.g. due to political instability).
• Check the visa requirements either through your tour operator or the embassy of the country you’re going to visit (if you’re organising the trip yourselves). There may be occasions where international student members need a specific visa. Please visit the Student Support Hub if you’re an international student and you have questions for the visa compliance team.
• Consider your activities while you’re abroad - how high risk are they? Large socials involving alcohol have an enhanced risk - e.g. bar crawls, paintballing. This will need to be assessed in your risk assessment.
• Ensure you complete the trip notification form within the required notice periods. (1 month UK trip and 2 month trip abroad)
• Collect a list of participants, their mobile numbers and registration numbers. Find out about any medical and/or disability issues and seek advice from students’ union staff if necessary. Make sure to provide the Union with a detailed passenger list and proof of travel insurance for all participants.
• If it’s a large trip, pack a First Aid kit (the Communities Team can lend you one) 

 

Key things to remember during the trip:

• Provide all travelling members with key information including your contact details, address of your accommodation, and your departure times/location.
• Perform headcounts in situations where everyone is expected to be there, e.g. on arrival to the accommodation, on the transport back to the airport/ferry, at arrivals etc.
• Keep a list of all participants and their contact details with you at all times.
• On nights out ensure at least one trip leader must remain sober – you’re the key contact in case of a problem or emergency.
• All students should follow the code of conduct.
• Committee members are responsible for the implementation of the risk assessment and measures.

 

You can find a template risk assessment for a trip or tour here.