Reading University Mountaineering Club - RUMC

This page is a list of the steps the committee should go through when organising a trip, along with suggestions for who should do each stage and a guideline deadline for when it should be completed. Not in the right order yet. Suggestions for filling in the blanks/other tasks that should be done in comments, please!

What needs doing?	When does it need doing by?	Who should do it?
Choose dates for the trip Be aware of school/bank holidays as they cause travel/accommodation availability problems.	6 months in advance-ish	Committee
Choose a destination region for the trip. What kind of trip? (walking/climbing)	6months in advance-ish	Committee
Find accommodation in correct region. How many people? How close is it to walking/climbing? How much does it cost? When does deposit/full payment need to be made? How do we gain access to the accommodation?	As early as possible	Secretary/Committee
Check that we have correct equipment for trip? Maps/guidebooks, any special equip. req'd?	A fortnight ish in advance to allow for buying more	Climbing/Walking Officers/Committee
Complete risk assessment AND trip registration form and return to Union.	Week prior to trip
Book busses How many people/how much equipment do we need to transport?	4 weeks in advance (max allowed by Union)	Committee
Decide who will collect/return busses/bus keys.	Week in advance	Committee
Check access restrictions	Prior to route/planning meeting	Webmaster
Prepare directions/maps to accommodation/day destinations for both busses.	Week prior to trip	Webmaster
Run trip signup Collect £20 deposits	Fortnight in advance	Treasurer/Committee
Decide who will do the club shopping
Plan potential climbing areas/walks	Week prior to trip	Committee, or Walking/ Climbing officer as a minimum
Do club shopping	Day before trip (for freshness)
Arrange collection of club gear/shopping
Send first email announcing trip	As far in advance as possible	President
Send email announcing trip signup	Week before signup	President
Send email reminding trip signup	Day before signup	President
Check weather for trip area	2 days before trip
Send trip reminder email Any unfilled spaces? Reminders of what kit to bring (provide advice on weather forecast). Reminders of meeting time/location/bring balance of payment.	Day before trip	President
Run trip!	On the day	Committee
Check all equipment returned and check condition	Week after trip	Walking/Climbing officers
Write trip minutes on website	ASAP after trip