BEING A GREAT TRIP LEADERCRESCENT SKI COUNCIL TRAINING

TRIP STAGES

SelectionPromotionPre-trip AdministrationSki WeekPost-trip Activities

SELECTION

Ask for inputWhere do members want to go? WHY?Where do members NOT want to go? WHY NOT?What is important to members (lodging, slope

access, night life, air accessibility, restaurant variety, price, etc.)?

Use member input when selecting choices from CSC long list of eligible destinations

SELECTION

Review Ski Week finalists with membersMake sure you understand the various

components of each trip offering; ask for clarifications from CSC Trips Chair

Provide as much information as possible, preferably as handouts or in Powerpoint

Show any presentations provided by CSC Trips Chair

Cast club vote at CSC Fall Conference

PROMOTIONWork with TO to get club-specific trip fliers,

posters, registration forms, and presentationsShow presentation to members; convert it to

PDF and email it to membershipDistribute fliers at meetings, parties, and other

eventsAnswer all questions! If you don’t know the

answer, get it from TO or CSC Trips Chair ASAP!

PROMOTION BONUS #1

Attract new members**Place posters around townPut trip details on club’s Facebook page and web

siteHave articles in local newspapers, bulletins, etc.

**Seek help from members to accomplish these activities. The trip leader should not be expected to do all of this alone.

PROMOTION BONUS #2Earn a prorated reimbursement of land

package costs, less CSC’s upcharge, for TL’s clubBased upon number of participants from TL’s clubPotential reimbursements, based upon funds

availability, are:8 – 16 participants: 1/3rd 17 – 24 participants: 2/3rd 25 or more participants: 100%

PROMOTION BONUS #2

Club determines how to use reimbursementSpend on club participants during trip (group

dinner, other social events, etc.)Give portion or all to club TLFund other club activities

TL must work during Ski Week events to meet IRS requirements pertaining to TL reimbursements

PRE-TRIP ADMINISTRATIONObtain, through TO, any available group airDetermine registration method(s)

Paper registration formsEntry in TO database by individual members or TL

Review routinely even if entry is by membersNo database? Process registrations through TL who

needs to keep EXCEL spreadsheet with all pertinent information.

(A demonstration of a TO database and registration process is available as a Youtube tutorial video at www.sportsamerica.com/online/demo.)

PRE-TRIP ADMINISTRATION

Determine price and payment processingAny upcharge by clubPayment made to club or TO

Let everyone know which club members have registered and who needs a roommate. Assist in arranging roommates / condomates.

Provide periodic updates of lodging and group air availability and total CSC participation

PRE-TRIP ADMINISTRATION

Track payment statusSend reminders when payments are dueFollow up on what appears to be late payments

(not paid, lost in the mail, slow processing by TO?)Encourage all to complete the Emergency

Medical Information form; collect forms in advance or at airport

PRE-TRIP ADMINISTRATION

Review registration details with each participantLodging selectionRoommates / condomatesNumber of days skiingSki rentalsClothing sizeTravel arrangements (dates & times, transfers, etc.)Other group activities (tours, skiing elsewhere, etc.)Total cost; payments made

PRE-TRIP ADMINISTRATION

Have each participant initial and date registration details sheetIf participant is not available locally, send data via

email and ask for confirmation of accuracyAdvise TO of any errors in registration detailsAdvise local airline personnel if using group air

from a small airport

PRE-TRIP ADMINISTRATION

Give everyone your cell phone number and ask for theirs

Give everyone your travel scheduleIf you are not flying with the group, find a

volunteer to oversee flight / transfer activities

SKI WEEKArrive at the airport first and greet / assist

others as they arriveAccount for everyone; locate stragglers; get all

onboard (This is repeated if the group’s itinerary includes plane changes.)

Advise TO of flight delays; transfers may be impacted

Speak with transfer contact upon landing and advise members where, and when, to go

SKI WEEKAssist members with lost luggage claimsAccount for everyone included in the group

transfer; locate stragglers; get all onboardEnsure members know what to do upon arrival

at lodging check-inAccount for those members who were not part

of the group transfer; if any are delayed, make sure TO knows

SKI WEEKAttend Crescent Trip Leader meeting

Take notes as CSC TL reviews week’s activitiesReceive door duty and other assignmentsGive Emergency Medical forms to TO or CSC TL

Relay important data from CSC TL meeting to ALL members in a timely manner

Greet everyone the first morning Are they settled in?Any problems or special needs?

SKI WEEK

POST-TRIP ACTIVITYReturn sealed Emergency Medical formsConfirm any refunds due to trip adjustments

with TO; advise members of amounts to be received

Send email to participants asking for feedback: price (value of trip), tour operator, travel experience, accommodations, social events, skiing (terrain, conditions), etc. Forward all responses ANONYMOUSLY to CSC Trips Chair.

MOST IMPORTANT TASKCOMMUNICATIONS!

Always keep your members informedUse the forum that works best to stay in touch

Electronically (email, social media, web site, phone, newsletters, etc.)

Face-to-face (meetings, parties, other events)When you learn something (from TO, news

reports, articles, etc.), SHARE IT!Offer assistance at every step of the process:

registration, travel, arrival, events, departure

Words of Wisdom(from experienced trip leaders)

Listening is just as important as speaking!

Smile! Be Patient! Be Positive!All problems can be solved!!

Have fun! After all, it is a vacation!