Running A Trip

1. Get access

Access is required for certain rivers such as the Usk and the Dart. Check well in advance that this has been done. Popular rivers such as the Upper Dart sell out of weekend tickets by the summer before.

2. Find accommodation

Usually in some sort of hut - often Scout huts - so we have somewhere warm(ish!) to come back to after a day's paddling. Try to arrange this at least 3-4 weeks in advance - the club secretary has a list of contact numbers. There is a reason Accomodation Details are not published on this website.

3. Put a trip list up

This needs to be done on or by the Monday of the week you are going away. Information that needs to be included

• Where the trip is to
• The trip dates
• What type of trip it is (surf/river/polo)
• What level of experience is needed (if any)
• What they need to bring
• Where and when to meet (usually at the boathard)
• If they need to bring their own food (usually only on camping trips)
• A contact name and phone number/email address in case of questions/problems
• A list for them to sign up with their name, if they are a veggie, what time they can leave, and what kit they have/need (this will help you decide how much club kit you need)
• A bit of information about the trip (why they should come!)

!!What they need to bring

• Sleeping bag and karimat/thermarest
• Towel
• Plate, mug and cutlery
• Paddling gear or old warm clothes and trainers to paddle in
• Beer and chip money
• Alcohol for the bus! (not any more or drivers will get angry)

(Make sure that everyone has a sleeping bag - if not, i try and borrow for them)

Need a Sign up list? Heres some templates:

• Sign up 1
• Sign up 2

4. Book a bus (and van?)

We don't have a transport secretary any more so it's the trip organiser's job to get this done. Apply for a uni bus or two (you are unlikely to get them every time) and also book back up minibuses (these can be cancelled when you know about uni buses). You will probably want a van too so get that, they come in various sizes; short, medium, high top, long, jumbo. SHB are our usual place for various reasons including price and location. Drivers over 25 can use SHB's own insurance while all other drivers will probably use the university's policy. This needs a form filling and a fee paying at the accounts office in the union which can be done the day of leaving or before hand.

• See George's page on Club Transport for lots of information :-)

5. Persuade people to come!

Take the trip list to the bar on Tuesday and Thursday, to the river session and to the pool and tell people about it at the week's social. Make sure that you have at least 2 drivers for each bus, and that you have enough experienced paddlers to run the trip.

6. Buy the food

This is a major shopping trip so take someone to help you! Although people need plenty of food if they are paddling all day, it is not supposed to be a gourmet weekend, so choose food that everyone will like, but don't go for all top-brand and expensive goods, or the trip is bound to make a loss! A guide is provided HERE with a typical shopping list for a weekend's trip.

7. Get ready to go!

Ensure that one of the drivers will pick up the bus on the Friday afternoon. Make sure that you have enough club kit to supplement those that do not have personal gear, and take a few extra bits and pieces to be sure. Check that the throwlines, first aid kits and other safety gear are put in. It's up to you to decide when you will collect money for the trip, but if you do it before you go it avoids people spending it on the Saturday night! Print off THIS to fill in who's paid and note expenditures.

8. After the trip

If you arrive back late on the Sunday night, arrange to do boat cleaning on the Monday evening. Draw up the accounts for the trip (who has paid, who owes money, how much was spent on food, petrol, etc) and pass them on to the treasurer along with all the receipts for the trip.

And finally ...

It may seem like a lot of hard work, but it can actually be good fun organising a trip, especially if there are two of you. If you've ever got pissed off at the faffing that goes on on some trips, then this is your chance to do something about it! And it earns you the right to come along and moan on other peoples' trips! And of course, people do appreciate your efforts really!