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BEING A GREAT TRIP LEADER

BEING A GREAT TRIP LEADER. CRESCENT SKI COUNCIL TRAINING. TRIP STAGES. Selection Promotion Pre-trip Administration Ski Week Post-trip Activities. SELECTION. Ask for input Where do members want to go? WHY? Where do members NOT want to go? WHY NOT?

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BEING A GREAT TRIP LEADER

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  1. BEING A GREAT TRIP LEADER CRESCENT SKI COUNCIL TRAINING

  2. TRIP STAGES • Selection • Promotion • Pre-trip Administration • Ski Week • Post-trip Activities

  3. SELECTION • Ask for input • Where 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

  4. SELECTION • Review Ski Week finalists with members • Make 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

  5. PROMOTION • Work with TO to get club-specific trip fliers, posters, registration forms, and presentations • Show presentation to members; convert it to PDF and email it to membership • Distribute fliers at meetings, parties, and other events • Answer all questions! If you don’t know the answer, get it from TO or CSC Trips Chair ASAP!

  6. PROMOTION BONUS #1 • Attract new members** • Place posters around town • Put trip details on club’s Facebook page and web site • Have 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.

  7. PROMOTION BONUS #2 • Earn a prorated reimbursement of land package costs, less CSC’s upcharge, for TL’s club • Based upon number of participants from TL’s club • Potential reimbursements, based upon funds availability, are: • 8 – 16 participants: 1/3rd • 17 – 24 participants: 2/3rd • 25 or more participants: 100%

  8. PROMOTION BONUS #2 • Club determines how to use reimbursement • Spend on club participants during trip (group dinner, other social events, etc.) • Give portion or all to club TL • Fund other club activities • TL must work during Ski Week events to meet IRS requirements pertaining to TL reimbursements

  9. PRE-TRIP ADMINISTRATION • Obtain, through TO, any available group air • Determine registration method(s) • Paper registration forms • Entry in TO database by individual members or TL • Review routinely even if entry is by members • No 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.)

  10. PRE-TRIP ADMINISTRATION • Determine price and payment processing • Any upcharge by club • Payment 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

  11. PRE-TRIP ADMINISTRATION • Track payment status • Send reminders when payments are due • Follow 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

  12. PRE-TRIP ADMINISTRATION • Review registration details with each participant • Lodging selection • Roommates / condomates • Number of days skiing • Ski rentals • Clothing size • Travel arrangements (dates & times, transfers, etc.) • Other group activities (tours, skiing elsewhere, etc.) • Total cost; payments made

  13. PRE-TRIP ADMINISTRATION • Have each participant initial and date registration details sheet • If participant is not available locally, send data via email and ask for confirmation of accuracy • Advise TO of any errors in registration details • Advise local airline personnel if using group air from a small airport

  14. PRE-TRIP ADMINISTRATION • Give everyone your cell phone number and ask for theirs • Give everyone your travel schedule • If you are not flying with the group, find a volunteer to oversee flight / transfer activities

  15. SKI WEEK • Arrive at the airport first and greet / assist others as they arrive • Account 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

  16. SKI WEEK • Assist members with lost luggage claims • Account for everyone included in the group transfer; locate stragglers; get all onboard • Ensure members know what to do upon arrival at lodging check-in • Account for those members who were not part of the group transfer; if any are delayed, make sure TO knows

  17. SKI WEEK • Attend Crescent Trip Leader meeting • Take notes as CSC TL reviews week’s activities • Receive door duty and other assignments • Give 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?

  18. SKI WEEK • Minglewith all membersduringweek • Ask how things are going • Offer to help withanyproblems • Provide information to TO & CSC TL relating to injuries and workwith TO tofacilitateanymedical transportation needs • Account for all memberswho are part of the group departuretransfer to airport • Assistmembers in gettingcheckedin atairport

  19. POST-TRIP ACTIVITY • Return sealed Emergency Medical forms • Confirm 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.

  20. MOST IMPORTANT TASKCOMMUNICATIONS! • Always keep your members informed • Use 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

  21. 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!

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