SUN SNOW AND SURF SKI CLUB
Guidance for Trip Captains
(May 7, 2009 Revision)
TRIP MANAGEMENT
1. Trips will normally
be run by two members unless an exemption is granted by the Trip Planning
Committee and the Board of Governors.
One of the two trip leaders should have previously served as a ski trip
captain or co-captain.
2. Trips may not be
canceled, nor may trip prices be materially altered, without the permission of
the Board of Governors. Trip captains must be aware of the cancellation policy
with the travel agent or lodge, the transportation facility, and the ski area.
Based on this, they must establish a cancellation schedule for participants and
provide each person with a copy that clearly delineates the participant’s
responsibilities.
3. The Club will be
responsible for any single supplement lodging charges incurred for members who
have signed up (made a deposit) for a trip on or before: a) the date that the
trip is full and/or b) the date specified by the trip contract for initiation
of a lodging cancellation penalty. Members who sign up after either of those
dates and then constitute an “odd man out” lodging situation (e.g. a single
person for a lodge with all double rooms, or a couple for a 4 person condo)
should be informed by the trip leader that their space on the trip is
contingent upon either a) additional sign ups which correct the situation, or
b) payment by the person or couple of any single/lodging supplements. The trip
leader will be responsible for ensuring lodging will accommodate all trip
participants, and should consult with the Chair of the Ski Trip Planning
Committee concerning resolution of any lodging problems.
4. The Club treasurer
will report to the Board on the financial status of all trips. When there is a
difference between the income and the expenses for a trip, the trip leader and
treasurer shall recommend a solution concerning the disposition of “extra”
income to the Board for approval.
5. Collection for
gifts for trip leaders/assistant leaders is neither expected nor encouraged.
6. There will be a
charge, which is the greater of $25.00, or the banks’ fees, for any members’
check returned to the Club due to insufficient funds.
7. It is the policy of the Club that members who
wish to sign up for trips which include air travel, must purchase the complete
club package (i.e. land and air portions) if they are flying from
Baltimore-Washington DC airports on the outbound leg of the trip, on the same
day as the club trip. The intent of this
policy is to discourage the purchase of trip land packages solely in order to
make use of personal frequent flier miles.
This policy does not apply to those who are permanently or temporarily
residing out of the Baltimore/Washington commuting area.
TRIP COMPENSATION
1. One free trip
(transportation/lodging/lift tickets or equivalent) shall be divided between
the co-captains. A free trip, or “comp” is equal to the advertised price of the
trip. Any additional perks or bonuses
realized as a result of the trip shall be used to benefit all of the trip
participants.
One full free trip shall be provided to each of the
two trip captains for the annual drive-to family trip.
2. In the event that
there is only one trip leader, one half of a free trip will be normally
provided. The rule of thumb is half a free trip for each trip leader.
3. In the event a trip
earns more than one comp, the trip leader shall recommend an option to the
Board for approval. Options for using the additional comp include but are not limited to: a) split between
the trip leaders, b) use to support a third trip leader, if needed, or c) use
to reduce the cost to trip participants.
4. In the event a trip
does not have sufficient participants to earn a comp, or to achieve the
original pricing structure, the Board shall decide whether the trip will go,
and subsequently, whether the club will support the trip financially including
the provision of a comp or a partial comp to the leader(s).
TRIP CAPTAIN RESPONSIBILITIES
1. Once a trip has been reviewed and approved by
the Trip Planning Committee and the Board of Governors, trip captains are
responsible for the following aspects of the trip:
a. working with the
travel agent to help ensure a smooth and successful trip including providing,
in a timely manner, the information required regarding number of participants,
the fact of and numbers of land only participants, proper names for airline or
other travel arrangements, and any other necessary information.
b. submission of SITZMARK articles advertising the trip each month,
and after completion of the trip, submission of an article summarizing the
trip.
c. attending club meetings from the time of
initial sign-up to the departure date (a designated responsible substitute is
permissible).
d. providing all trip participants with
complete trip information, including cancellation policy, prior to departure. On international trips
this information should include required documents (e.g. passport) and optional
items (e.g. ski slope insurance). On both domestic and international trips,
participants should be advised of “trip insurance” covering those causes that
prevent the traveler from starting or completing the trip.
e. insuring that all trip participants are club
members.
f. meeting all schedules for deposits to travel
agents, lodges, airlines, bus companies, ski areas, etc. to preclude any Club
losses.
g. ensuring that
diligent efforts are made to recover funds from trip vendors/agents in order to
maximize refunds for participants who have had to cancel from the trip.
h. accounting for all trip finances, using
sign-up sheets, income and expense logs provided by the club treasurer (or
equivalent). Accounting for the trip money is the responsibility of trip
captains, not the Club Treasurer.
i. if there is money left at the end of a trip,
the decision about disposing of such “extra” income must be approved by the
Board. Trip leaders should not discuss disposal of "extra" income
with trip participants prior to the BOG decision.
j. submission of a final financial trip report
to the Treasurer within 30 days of the completion of the trip, and a compilation of survey results to the
Trip Planning Chair.
k. monitoring the status of the trip from the
opening of
sign-ups to departure
and alerting the Ski Planning Committee and the Board of Governors of any major
problems.
l. marketing the trip. As needed, contacting the
ski area, lodge or travel agent for maps and promotional material to be
available at club events.
m. adding $10 to the price for all participants
of all trips. This $10 will be added to a “Comp and Supp” fund and is not
available to pay for any ordinary expense of a trip.
n. In the pricing of
the trip, include an appropriate amount for parties before and/or during the
trip.
2. Captains and co-captains
should come to a clear understanding on the division of labor during the trip,
e. g. one person sells the trip while the other handles the money; or one
person does everything before the trip and the other does everything during the
trip. Decide at the outset who will handle the finances and trip report. Coordination
and cooperation between trip leaders is essential for a successful trip. Use the “SSS Ski Club Trip Report” to
document your trip and to guide you in keeping records as the trip progresses.
3. In the event of flight (or other
transportation) cancellation or delay, it is the responsibility of the trip
captains to interact with airline staff and/or travel agent to resolve the
situation.
INFORMATION PACKET
1. An
information packet for trip participants is key to a successful trip and should
include:
a. name and phone number of lodging
b. flight numbers and schedules
c. location of slopes, lifts, and a map if
possible
d. location of airport parking
e. clothing suggestions, such as swim suits,
etc.
f. rooming list
g. non-covered expenses for which participants
are responsible
h. environmental hints, e.g. suntan lotion,
layered clothing, etc.
i.
location of
restaurants, food stores, bars,
entertainment, etc.
RECOMMENDATIONS FOR A SUCCESSFUL TRIP
1. Hold a pre-trip
party two to three weeks before Trip departure to pass out trip information,
encourage members to get acquainted, and answer questions any trip participants
may have.
2. Hold at least one
get-together or party early in the trip (the first or second day is good,
as everyone has something to talk
about). Pizza parties serving as
dinners, cocktail hours, room parties, and on-slope parties have all been
successful in the past. This allows
participants to arrange for skiing together, to make dining arrangements, or
simply bond together. A pizza party or
wine and cheese event can be priced into the trip, or members can be asked to
contribute to the cost. Meeting in a lounge is an excellent locale and is free
to the Club. Be aware of new members who are participating in their first Club
trip. Extra effort is occasionally needed to make them “part of the trip.”
3. Free tours of the ski area are often
available from the resort and are very helpful. Members familiar with the area
may be willing to help and lead an introductory tour.
4.
Communication is critical if plans change or there is some emergency situation
such as an injury, impending blizzard, etc. Set up a central area where notices
can be posted (e.g. the lobby or reception area), or post stickers on skiers
doors to communicate essential information.
5. Set up activities
on the slope or elsewhere, or simply make such information available to trip
participants. Consider listing a meeting place for on-mountain lunches, providing a
time and location for those who would like to join others for the afternoon. Other
possibilities include cross-country trips, tours of scenic locations
such as
OTHER OPTIONS
TO CONSIDER
1. Hold a post-trip party to relive
pleasant experiences, look at pictures, etc. This activity is important for
club participation and continued membership. Plan to include this in the trip
cost estimate, or set up a pot-luck affair, a BYO, etc.
2. Recognize new members or those on their first
trip with the Club. Consider writing a (very brief) personal note to them after
the trip, e.g. “Dear [new person], Thank you for coming on my trip. We enjoyed
you being with us, and we hope you will join us on future trips. Sincerely,
[trip captain signature]” This may be email, or more appropriate, postal mail.
This may seem “above and beyond,” but it distinguishes our Club from others, demonstrating
that we do care.
INJURIES
OR MEDICAL PROBLEMS
1. In the event injuries or medical problems
occur, trip captains will coordinate arrangements to the extent possible;
however, members (not the club) are responsible for their own medical care and
bills. They should be reminded to carry
medical insurance cards at all times.