Guidelines for CVOA Trip Coordinators

The trip coordinator is responsible for:

(1) Making reservations required for transportation, camping, etc.

(2) Determining the cost of the trip

(3) Writing up a trip description that should include:

    (A) Dates, times, travel directions

    (B)  Description of the event

    (C) “Adventure” options are for attendees .. hiking, biking, kayaking, fishing, exploring

    (D)  List of items/services provided by CVOA, including group meals

    (E)  List of things the individual is responsible for, including meals, contributions to pot lucks

    (F)  List of items the member should consider bringing, such as bug dope, rain gear and flashlights

    (G) Cost of the trip

    (H) Deadlines for signups, deposits, final payments

    (I) Contact info for the trip coordinator.

(4) Submitting a write up to the CVOA secretary for distribution to the members and the web secretary for posting on the web and forwarding to local newspapers if appropriate

(5) Keeping track of who has signed up. Compiling people’s email and/or telephone number so they can be reached if the trip plans change or the trip is cancelled.

(6) Collecting the money from the members, preferably when they sign up.

(7) Providing the members any documentation needed, like gate passes, etc.

(8) Coordinating the CVOA “bin” supplies, like paper products, food, fire pit, grille, firewood, etc.

(9) Coordinating any group meals.

(10) Providing information to the members as needed.

(11) Reporting back to the Board of Directors on how the event went over, and what we can do better on future events.

Remember, the trip coordinator isn’t expected to do all the work, just make sure it gets done. Also, CVOA has historically let the members on a trip decide what they want to do. The trip coordinator shouldn’t make elaborate plans; just let people know what the options are.

If you get some good photos and can put together a write up on the trip, pass them on to the Secretary for submittal to the local newspaper and the web secretary to post with the CVOA albums.

Written by Peter Weston, May 2008