trips & tours v1.0

Trips & Tours

imperialcollegeunion.org/trainingimperialcollegeunion.org

Trips & Tours

Trips & Toursimperialcollegeunion.org/training

Contents

Contents 2

Introduction 3

Planning a trip or tour 4

Risk assessment and emergency planning 6

Using minibuses 7

Overseas trips & tours 8

Recognition as a tour 11

College recognition 14

Information about participants 15

Activity registrations 16

Managing a trip or tour 18

Finances 19

Conduct 20

Minor incidents 21

Critical incidents 22

Accident reporting 24

After the event 25

Appendix 1 - Useful contacts 26

Appendix 2 - Useful websites 27

© 2011 - Imperial College UnionVersion 1.0 - 31 July 2011

Trips & Tours

imperialcollegeunion.org/training

Introduction

Whether you are going on a day trip, a week long tour or a month long expedition it is your responsibility as the organiser to ensure that the activity runs smoothly and that you and your participants are as safe as possible.

This booklet outlines the main aspects of planning a trip or tour, the things you must do to keep your participants safe and how to deal with incidents should they arise. It can never be absolutely exhaustive though.

There is further training material available. If you are considering running a trip or tour then make sure you have undertaken Key Information eLearning. The Event Budgeting booklet provides a useful framework in which you can plan the financial aspects of a trip or tour, and the Publicity booklet discusses advertising. There is much more information available online from imperialcollegeunion.org/training

Your main points of contact in the Union when considering running a trip or tour are the Deputy President (Clubs & Societies) and the Student Activities Coordinator.

Monya ZardDeputy President (Clubs & Societies)E: [email protected]: 020 7594 1763, extension: 41763

Olle ÅkessonStudent Activities CoordinatorE: [email protected]: 020 7594 3496, extension: 43496


Planning a trip or tour

As there are roughly 300 different Clubs, Societies & Projects at Imperial it is impossible to provide a definitive guide to running a trip or tour. Every group is different and every activity unique. The steps outlined in this booklet are intended as guidelines only.

Pick a destination and activity

Regardless of which Club, Society or Project you are from the first thing to do is decide where and when you want to go, as well as what you will be doing when you get there. If you are going on a tour and applying for tour subsidy you should start thinking about this during the previous term, details regarding tour funding are given in the Recognition as a Tour section.

If you are going on a shorter trip or not applying for tour funding you will need to decide where to go at least two weeks beforehand. Deciding where to go will also allow you to gauge interest amongst your members and discover if there are enough potential participants to make the trip or tour viable.

Overseas trips and tours

If you are planning a trip or tour outside of the UK then special arrangements apply to ensure the activity is planned appropriately. There are guidelines and policies in place surrounding when proposals must be submitted to the Union regarding overseas activities. These are outlined in the Overseas Trips & Tours section.

Budget

Even if you are not applying for tour subsidy (see section on Recognition as a Tour) you should still write a budget. This gives you and your members an accurate estimate of how much the trip or tour will cost. This budget will need to be approved by your Management Group Treasurer and more than likely the Deputy President (Finance & Services). Guidance on writing budgets for trips and tours can be found in the Event Budgeting booklet, available from imperialcollegeunion.org/training.

Trips & Tours


Advertise the trip or tour

Students have many demands on their time so the earlier you advertise a trip the better. Your Club, Society or Project members can then plan their time and commit to the trip or tour.

You should give as much information about the trip or tour as possible, especially special equipment needed, dates and costs, (especially any extra costs that might not be included in the fee you are charging). Make sure you have a clear process to select people if the trip or tour is oversubscribed.

Using a first come first served system is fine, but it must be clear to avoid disputes. On some trips you will need experienced members to come along, for example first aiders or when a minibus is being used. In these cases individuals with the relevant experience may need to be given priority before other members. If your trip involves peer-to-peer teaching (i.e., club members are teaching less experienced members) then you must make sure you have a sufficient ratio of instructors to trainees. Be sure to open your trip or tour up to the widest group of people possible though.

Planning a trip or tour cont...

Deposits

By taking deposits for the trip or tour you protect yourself from people pulling out at the last minute and increasing the price for the other members. Participants must commit to the activity in advance financially, so you have finances to cover payments which will need to be made in advance of departure.

The deposit should cover all the fixed costs (accommodation, travel and any other bookings you have made). You should accept deposits via your Club, Society or Project’s shop on the Union Website. To find out how to create products see the Operating Workbench booklet.

Bookings

You should book accommodation, venues or travel tickets as early as possible to ensure availability. Accommodation and transport also tend to be cheaper the earlier you book them. If you wish to use a Union Minibus you should request this as far in advance as possible. For details of using a Union Minibus see the Driving a Minibus booklet.


Risk assessment and emergency planning

Risk Assessments

Most of the core activities of a trip or tour will be covered by the existing risk assessment for your Club, Society or Project. However you should still carry out a risk assessment prior to your trip or tour as it is very important to consider risks specifically associated to the venture.

The group of people participating in a trip or tour may be different to your normal activities, the location and environment are likely to be different and the activity is almost certainly going to be of a greater duration. Risks associated with travel, language barriers and accommodation will change depending on where you are going but should be considered. For general information see the Writing Risk Assessments booklet.

Areas to include

A completely exhaustive list of what to include within a risk assessment can never be written, but here are a few starters.• Health risks in the place you are

visiting, including the availability of health care, vaccinations required and rescue.

• Security risks such as personal safety, safety of baggage and possibility of unrest.

• Risks associated with the activities being undertaken, this might be building work, mountaineering or knitting.

• Medical issues of the participants such as existing or chronic conditions, dental work, medications being taken or allergies.

• Travel risks, both the availability of travel, its reliability and likelihood of accidents.

• Accommodation risks such as quality of accommodation and the likelihood of it not being available when you arrive

• Reputational risks to the Union and College.

Emergency plan

After writing your risk assessment you should have highlighted ways to mitigate risks, but you are also likely to have considered scenarios which would constitute an emergency, which should also be planned for.

You should go through all the possibilities and construct a clear plan which should be circulated to all participants. Such scenarios might include:• How to obtain help in the case of a

serious accident• Loss of valuables, money or travel

documents• Loss of critical medical supplies or

equipment• Weather or other natural situation

preventing travel or activity• Civil unrest • Loss of liberty

Trips & Tours


Using minibuses

Imperial College Union operatesthe largest fleet of minibuses of anyUniversity in the UK. Many differentgroups regularly use the minibuses weoperate, and hundreds of people areentitled to drive. Using minibuses is a very popular transport option for trips and tours, especially ones which take place in the UK.

Whether you have a sports fixture on a Wednesday afternoon or are embarking on a month long tour you need to plan in advance if you want to use a minibus.

There are 15 minibuses available for booking, with seating capacities ranging from 9 to 15 people including the driver. There are 13 x 15 seaters and 2 x 9 seaters.

Requesting a minibus

To request a minibus, you can use the online booking system located at: imperialcollegeunion.org/mini-bus-booking. You will receive an email confirmation with your details which you then print off to take with you when you collect the keys.

Driving a minibus

Before you can drive a minibus you must have passed a theory and practical test administered through the Union. Information on how to book a minibus test can be found by going to imperialcollegeunion.org/transport and then clicking the How to become an ICU Approved Driver link.

It is important that all potential drivers understand both the legal aspectsof driving minibuses, together withthe internal procedures for ensuringeverything operates smoothly andefficiently. The webpages at imperialcollegeunion.org/driving provide more information about driving minibuses.

It is the responsibility of all users to abideby the rules and procedures in place - one group doing things incorrectly can spoil things for many other people.

Much more information about minibuses is contained within the Driving a Union Minibus booklet, available from imperialcolegeunion.org/training


Notification policy

You must notify the Union if you are traveling abroad according to the Activity Registration policy discussed in the Activity Registrations section of this booklet.

General travel advice

Before you travel abroad check your destination with the British Foreign & Commonwealth Office available at www.fco.gov.uk to see if there are any travel advisories for your destination.

It is safer to travel in groups so avoid splitting into groups smaller than two or three people. Take the same precautions you would anywhere else - don’t drink to excess, make sure you have some way

Overseas trips & tours

of staying in contact and be careful with your possessions.

Vaccinations and health checks

If you are traveling abroad you may need to have vaccinations. The vaccinations you need will be dependent on the area of the world you are visiting. The Imperial College Health Centre can advise you as to which vaccinations you will need. They can also help you carry out health checks for any tours with above normal physical demands.

Travel insurance

It is absolutely essential that anyone travelling outside of the UK on a Club, Society or Project activity has suitable

Trips & Tours


Cancellation or disruption

Trip and tour organisers need to be aware that insurance companies will be unlikely to respond to travel cancellation/disruption claims arising from a cause “which existed or the possibility of which existed and for which advance warning had been given before the date on which the journey was booked”.

It is reasonably likely that volcanic ash disruption and airline strikes will fall within this exclusion category,

Overseas trips & tours cont...

travel insurance for the country they are visiting. The Club, Society or Project Officer in charge of a trip should ensure that all participants are covered by suitable travel insurance, including search and rescue cover where appropriate. Organisers should check the Foreign & Commonwealth Office’s current travel advice before planning or embarking on an overseas trip, available online at http://www.fco.gov.uk/en/travel-and-living-abroad/

Some Club, Society or Project trips outside of the UK which are of a representational nature may be able to make use of the College’s Travel Insurance Policy. Project ventures which have been approved by the College’s Exploration or Student-led Projects

Review Boards (see section on College Recognition) may also be able to use the College’s travel insurance.

College Travel Insurance

Use of the College Travel Insurance is subject to regular change, so please do not assume you are automatically covered. If you wish to make use of the College policy please contact the Student Activities Coordinator well in advance of your trip.

For Club, Society & Project trips the excess for personal property claims (such as mobile phones, cameras, iPods etc.) is £100. Participants are advised to arrange independent cover for their personal possessions as they see fit.


Trip and tour organisers are encouraged to look closely at the insurance policy they will be using for their trip or tour and make participants aware of the details of that policy should the need for a claim arise. Queries can be directed to the Student Activities Coordinator.

Equipment

You must ensure that the equipment you are taking is suitable for the activities being undertaken. While your activity

Overseas trips & tours cont...

may have a standard set of essential equipment; eg rope, harness and protection for the mountaineering club, but you may need extra equipment. For example, if you are camping you will need different gear than if you are staying in a hostel and the time of year will dictate the type of clothing and safety equipment you need. This information should be given to your members as early as possible in case they need to acquire any items. If you are travelling abroad make sure you are not carrying any prohibited items and check the restrictions on what can be carried on aircraft, both in the hold and as hand luggage. You should also make sure your airline has given you sufficient weight allowance for your equipment.

Driving overseas

Driving overseas may be a necessity for the activities which you are proposing to undertake. Be sure to check that the driving licences of those proposing to drive are valid for the country you are going to, and be sure to check the conditions of vehicle hire contracts.

If you wish to take a Union minibus to outside of the UK you can only use a vehicle with 9 seats due to differential driving regulations in Europe. Union vehicles cannot be taken beyond Europe. For more information about the Union’s vehicle fleet see the Driving a Union Minibus booklet.

please consider this in the planning of the venture. Trip and tour organisers are welcome to use whichever travel insurance provider they feel most suits their needs, but all participants going overseas must have suitable travel insurance for the activities being undertaken. Pay special attention to the benefits outlined in the policy detail and areas such as rescue cover and repatriation.

Generally there is a likelihood of foreseeable travel disruption over the summer months for various reasons. Given these circumstances trip and tour organisers may conclude that it would be prudent to avoid incurring non-refundable expenditure until as close to departure date as is reasonably practicable. This will reducing the likelihood and severity of any cancellation or curtailment claim arising.

Trips & Tours


ToursThe Clubs & Societies Board holds a fund of money to be allocated to Clubs & Societies to help fund their tours. The tour fund is divided into Winter, Spring and Summer and applications for each section are made in October, January and May respectively.

All Clubs & Societies can apply for a subsidy to cover up to 40% of travel costs. Funding is approved dependant on whether the proposal is accepted as a tour. This is decided at the Tours meeting of the Clubs & Societies Board. Clubs & Societies can only submit one tour proposal for each funding period.

Definitions

An activity must fall within the following criteria to be considered as a tour:•Atourisdefinedasbeingaperiodof

at least two residential nights spent by members of a Club or Society away from the geographical locality of their mainstream Club & Society activities, supplementary to their normal practices.

•Thepurposeofatourshouldbetofurther the aims and objectives of the Club or Society, supporting their activities beyond which can be achieved through usual day-to-day, week-to-week operations.

•Theprimaryactivitywhilst“ontour”should be the Club or Society activity.

•Geographicallocationsoftoursshould

be chosen to make use of opportunities that would normally be unavailable and not otherwise visited by the Club or Society whilst undergoing normal levels of activity.

•Atourshouldhaveaclearaimorobjective against which success or failure can be measured and sure not be purely social.

•Travelisdefinedasbeingthetravel,byany means, to, from or during a tour; to reach the geographical location in which the activity shall take place, rather than as part of the activity being undertaken.

Tour applications

A tour application needs to be completed before any money is spent on the tour. Applications can be found on the eActivities portal at eactivities.union.ic.ac.uk. Log-in to eActivities, then click Clubs & Society Admin, then Club & Society Documentation, then the tab labelled Tour Application. Fill in the necessary fields detailing anticipated costs etc. Full details are contained within the eActivities for Administration booklet.

If you are unsure of numbers going on your tour, give the best estimate. Money is allocated on a per person basis, so over-estimating the number will not benefit you financially in the long term.

If you are unsure of the exact cost of

Recognition as a tour


travel, give a good estimate based on a number of quotes you have received. Remember to include extra items such as accommodation, food, equipment hire and other costs.

Remember to submit it to your Management Group Chair and the Deputy President (Finance & Services) at least seven days before the relevant CSB tours meeting. Late applications will not be accepted. Your Management Group Chair should remind all their Clubs & Societies well in advance of when the upcoming Tours CSB meeting is. It is mandatory to attend the CSB meeting when your tour application is proposed, and be prepared to explain, discuss and defend your application, based on the tour definition above.

Remember: Funding is given only to full members of Imperial College Union and is allocated on a per person basis.

Tour funding allocations

Clubs & Societies whose applications are successful will be informed by the Deputy President (Finance & Services) and the money will be allocated to a tour category on the Club or Society’s transaction pages on the website. All tours are required to write a report which is sent to both Felix and the Deputy

President (Clubs & Societies). Tour reports will also form part of an annual report which the Union is required to submit to the IC Trust who provide the bulk of the funding for tours.

Important: Any unspent tour grant is transferred back to the CSB tour fund at the discretion of the Deputy President (Clubs & Societies) after the tour has taken place. Therefore, the Club or Society Treasurer needs to ensure that all grant awards which have been made are spent by that date.

Recognition as a tour cont...

Trips & Tours


Tour Period & Deadlines

The tour period is defined by the date when the trip begins:

The initial meeting times of the CSB for tours are:

Please note that these dates may change. Check with your Management Group for updates and remember that proposals must have been sent to your Management Group Chair and Deputy President (Finance & Services) at least seven days before the relevant meeting of the Clubs & Societies Board.

Tour Period Start Date

Winter Start of Christmas vacation to end of Spring term

Spring Start of Easter vacation to end of Summer term

Summer Start of Summer vacation to end of Autumn term

Tour Period Meeting Date

Winter Monday 24 October 2011

Spring Monday 23 January 2012

Summer Tuesday 08 May 2012

Recognition as a tour cont...


College recognition

If you are planning a very ambitious trip or tour overseas then you can apply for College recognition - this is usually when you are going to areas with low levels of economic activity and limited medical facilities, or will be undertaking dangerous activities eg. construction, remote mountaineering. This means that the College will officially support your project with insurance and expert advice but will also require certain safety conditions to be met.

Two forms of recognition are possible, an Expedition or a Student-led Project. A committee containing expert College staff, alumni and student representatives will then decide if your idea will be given official recognition. The relevant approval board may make suggestions for changes but remember that they are there to help, not to make it difficult for you.

To apply for this type of support e-mail the CAG Chair and the Deputy President (Clubs & Societies) as soon as possible. The Union will help you to polish your application before consideration by the College. You should provide a document containing at least the following information.

Items for proposals

Please note that not all the items may be applicable to all trips or tours, nor is it an exhaustive list.• Executive Summary - Where you are

going, for how long and what you will be doing.

• Risk Assessment - This should contain all aspects of your trip, including travel, activities and accommodation.

• Emergency Incident Plan - This should cover not only accidents but also major emergencies such as civil unrest or evacuations.

• Logistics - How will you complete your trip? Do you have access to food, water and medicine?

• Itinerary - Where, when and with whom are you traveling.

• Health - Do you have the required Vaccinations? Do the participants require a Health Check? Are the participants physically fit enough for the activities being planned?

• Medical - Do you have the necessary first aid training?

• Contacts - Contact details of not only the participants but also any NGOs or collaborators.

• Permits - Do you have all the permits and Visas required to complete the trip?

• Funding - What are your sources of funding for the tour or trip?

Trips & Tours


Information

When you have finalised all the details of your trip or tour you must let the participants know in good time. This should include when you are leaving and returning, where you are staying, what you will be doing and any specific equipment needed.

If you are traveling overseas you must also inform the participants if they need any visas, special permits or vaccinations. If individuals are meeting the main party during the trip or tour or departing early ensure you are clear about the arrangements with them.

Information flow will most likely be an ongoing process throughout the planning stages of the tour. There is some useful information about information flow and communication within the Publicity booklet which may be of use in this context.

Information about participants

Personal details

You do not, nor should you, collect any next of kin details from participants on any trip or tour. These are kept by Imperial College in accordance with the Data Protection Act and in case of an emergency College Security can inform the necessary people. As the trip organiser you should not inform next of kin of any accidents.

Before any trip or tour you should enquire if participants have any dietary needs or requirements. You should also ask if there are any medical conditions which are applicable to the activities being undertaken on the trip or tour.

The trip or tour leader, as well as participants, should definitely know about conditions such as severe allergies to food or medication, as well as other medical conditions you may need to ensure are treated quickly such as diabetes or epilepsy.


Activity registrations

Each Club, Society & Project has a responsibility to ensure the safety of their members while they are participating in activities, this applies particularly when running activities away from College campuses where direct help is not easily obtainable. Undertake sensible activities and make sensible decisions.

Clubs, Societies & Projects generally have an excellent safety record - we would like to keep it this way. Incidents and accidents do however occur - there are a number of procedures in place to manage these incidents and ensure the correct reporting is carried out.

Activity Registrations

Registration of activities is mandatory for all Clubs, Societies & Projects. The information provided will help the Union and the College in the case of an

Increased Risk Activities

Other Activities

On Campus None None

Off Campus but within M25 Part A & Part B Part A

Beyond M25 Part A & Part B Part A & Part B

Residential Activities Part A & Part B Part A & Part B

emergency involving members while away from campus. The registration must be done online using Workbench (See the Operating Workbench booklet for details). It will literally take two or three minutes. The information required falls into two parts, namely: •Part A: Details of where, when

& what the activity is, who is in charge, as well as departure and arrival places and times.

• Part B: Details of who is participating, their names & CID numbers.

Depending on the activity being undertaken, the information summarised in the table below will need to be provided. In the case of a trip or tour you’ll almost certainly have to provide all the information required by both Part A & Part B.

Trips & Tours


The list of Increased Risk Activities is: •Airsoft•Basketball•Caving•Canoeing•ClayPigeon&RifleShooting•Climbing•CrossCountry•Cycling•Football•Freerunning•Gliding•Hillwalking•Hockey•IceHockey•In-lineHockey•Kickboxing•KiteSurfing•Lacrosse•MartialArts(alltypes)•Motorsport•Mountaineering•Orienteering•Parkour•Paintballing•Parachuting•Polo•Riding•Rugby•Rowing•Sailing•Skiing•Snowboarding•Squash•Surfing•Wakeboarding•Waterpolo•Waterskiing•Windsurfing•Yachting

Activity registrations cont...

NB: The level of information required is relative to the activity being undertaken rather than the Club or Society undertaking it.

For example the Yoga Club, who usually do their activities in a room on Campus, generally would not be required to register their yoga sessions. However, if the Yoga club decide to go on a sailing trip then they would need to register that activity. Conversely, the Sailing Club must register each of their trips sailing, but if they decide to have an evening of Yoga on campus then they would not need to register that activity. The only exception to this registration scheme is for regular sports training, such as the Hockey Club training at Harlington on a Monday evening, or the Boat Club training on the River Thames each morning.


Managing a Trip

Regardless of your Club, Societies or Project’s activities the key to a successful trip or tour is clear and effective management. If everyone knows what they need to do and where they need to be during the day (or night) then it is easier for your participants to manage their time.

Starting and ending each day with a short brief is essential. This brief can be as formal or informal as you like, but should outline what the planned activities are, where they are taking place and when, as well as any travel arrangements to ensure no one misses any flights, trains, coaches or important engagements. It is also an opportunity for your participants to provide feedback.

Your schedule should be as accurate as possible but be realistic - there will often be delays and hold ups so factoring in some extra time will make it easier for you.

Assistants

Running a trip on your own can be a daunting task and it is strongly recommended that you work together. This allows you to split the tasks involved, and delegate responsibilities.

One person can be in charge of

Managing a trip or tour

organising cooking, another can arrange the transport, while a third can book the activities. This will not only make it easier on the main organiser, but also quicker and more efficient. It is also an excellent opportunity for less experienced members of the Club, Society or Project to gain knowledge and experience running a trip or tour.

Finances

During the trip you may need to pay for small outlays, particularly during overseas trips. These may include venue hire, parking or food for participants. If you are travelling to remote areas, even in the UK, remember that not all places are like London and cash points may be difficult to find. Plan ahead and take enough money with you.

You should work out the trip costs as soon as possible after your return. Don’t forget to include any vehicle hire or fuel purchased with the Union’s fuel cards. The sooner you can let the participants know how much they owe or are owed the easier it is for them to budget for the cost.

Advances of money from your Club, Society or Project accounts are available in the form of an imprest. More details of this process is available in the Finance Operations eLearning and booklet. A brief overview is given in the next section.

Trips & Tours


Finances

When organising a trip or tour you may need to make large payments for items such as plane tickets or accommodation. There are several ways the Union can help you arrange these. The full details are contained within the Finance Operations training, the information in this section is an overview only.

Foreign Currency Transfers

If you have an invoice or a proforma from a supplier (such as a hotel) in another country in a foreign currency the Union can arrange a foreign currency transfer. A charge, usually about £25, is levied by the bank and will be charged to the Club, Society or Project accounts. To arrange an foreign currency transfer contact the Clubs and Societies Finance Administrator

Payments via Credit Card

Some items such as plane tickets for budget airlines must be purchased online using a credit card. The Union has a credit card for this purpose, if you require use of it you must complete a credit card purchase form which outlines the payment(s) to be made, and ensures the correct approval process as taken place.

Purchases made via the Union Credit Card have to go through the same approval process as any claim – your

Management Group Treasurer can help you with this. Once you have completed the approval form, available online at imperialcollegeunion.org/forms, you must make an appointment with the Union’s Finance Manager to obtain the card and make the payment. You should allow up to a week to go through this process.

Imprests

When goods or services must be paid for by cash, or when individuals need to pay for group items on an overseas trip, it is possible to obtain an Imprest which is essentially a cash advance. Imprests may only be given to a Full Member of Imperial College Union who agrees to be held personally liable for the amount advanced.

The cash advance is granted and then the receipts and any remaining money must be returned to the Union after the trip or tour. Imprests are often used when going on tour, where cash is required for motorway tolls or accommodation, or where foreign currency is required for group purchases. In rare circumstances where obtaining receipts is completely impossible other evidence such as photos may be used. Imprests can be granted in any currency and that the Union will receive a better exchange rate than is available on the high street.


Conduct

Wherever you go you will be recognised as being associated with Imperial College. Clothing and minibuses are branded with the College’s name and bookings at venues will often be made under your Club, Society or Project’s name. This means that you and your members are acting as ambassadors for the College. Any detrimental behavior will reflect badly on yourselves, your Club, Society or Project, the Union and the College.

Being an ambassador means you should not act in a way that would cause others to think badly of the College or Union as a result of your actions. Examples would include dangerous or inconsiderate behavior, excessive drunkenness or unlawfulness or rule breaking. Both the College and the Union treat any complaints from the general public very seriously and if you feel any member of your group behaves badly you should inform the Union of this.

Any negative actions will be remembered for a long time and build a reputation not only for you but also for other

Clubs, Societies Or Projects. A negative reputation can result in groups being barred from venues and events. It could also jeopardise any sponsorship agreements in the future.

Don’t break the law as this reflects particularly badly on College and is likely to adversely affect your career prospects. There is nothing the College or Union can do to help you if you are involved in illegal activities.

In terms of activities you undertake whilst on a trip or tour make sure they are all appropriately risk assessed. You shouldn’t do anything where you have not first considered the risk to your participants.

Both the Union and College can discipline anyone found to be acting dangerously or misbehaving and this can take the form of a fine, community service, an entry on your formal College record or in some cases expulsion from Imperial College.

Trips & Tours


Normally all trips and tours pass without incident. Very occasionally though, something unplanned happens. The level of response from you the people in charge of the activity very much depends on your activities - for example the wind getting stronger very quickly could mean serious issues when mountaineering or SCUBA diving, but might provide an excellent day’s activity when sailing or windsurfing. You have responsibility for thinking and responding sensibly and safely when planning for and responding to unplanned incidents.

Each trip or tour leader needs to be aware of what to do when unplanned things happen and establish a clear procedure for dealing with them. This should be outlined in the Club, Society or Project Code of Conduct. It is important that everyone involved in organising and running a trip or tour is aware of what is written in the Code of Conduct so that they know what to do.

The three different levels of incidents and response needed is detailed below:

Simple Unexpected Incident

Simple things that do not adversely affect the overall operation of the event, trip or activity. Such things may include a coach or bus turning up late, forgetting to pack some of the necessary equipment,

a disagreement over how to cook dinner.

What to do: •Dowhatisnecessaryatthetimeto

resolve this incident. •Learnfromtheexperienceandenjoy

the rest of the activity. •Trytoensuresomethinglikethisdoes

not happen again in the future.

General Unplanned Incident

Situations that are unplanned for and are likely to have an impact on the overall activity, for everyone involved. For example a vehicle breaking down, a participant needing to be taken to A&E for a simple injury, forgetting the keys to the accommodation.

What to do: •Dealwiththeincidentonthegroundat

the time. •Beawareifanyofthecircumstances

have turned (or are likely to turn) the incident into a critical incident (eg. press interest). If so, then follow the process in the Critical Incidents section.

•CalltheStudent Activities Centre, if necessary, to report the details of the incident.

•CompleteanAccidentReportFormonreturn from the activity if necessary.

•If any type of assistance is required or if in any doubt follow the critical incident process.

Minor incidents


What to do: •Call999fortheemergencyservicesif

necessary. •Assoonaspossible(whenthesituation

is under control), call Imperial College Security on 020 7589 1000 to report the incident.

•Callingthephonenumberandprovidinginformation about the incident will also allow a briefing to be given to the College Press Office - this is a very important consideration as there is generally a large amount of media interest in incidents involving students.

The staff who answer the phone and deal with the incident have extensive experience in this area. Most things have been seen before so do not be afraid of calling. The number is manned 24 hours, every day of the year.

Additionally a senior member of Union staff is always on duty to deal with Critical Incidents. Wallet-sized business cards detailing what to do in the event of a Critical Incident are available from the Student Activities Centre. Every person leading a Club, Society or Project activity should have a copy of this.

Critical incidents

Critical incidents are serious incidents which are likely to require professional staff at the Union and College to resolve.

It is very important that if a critical incident occurs you follow the procedure and advice in this section.

Critical incidents include: •Adeathormultipleorseriousinjuriestoparticipants.•Participantsmissing,overdueorin

other immediate danger.•Seriousillnessorhospitaladmission.•ArrestordetentionbyPoliceorothersecurity services.•Participantsbeingavictimofacriminal

incident.•SeriousRoadTrafficAccident•Anysituationwheretheemergency

services are involved.•Anysituationwhichislikelytobringthe

College into disrepute. •Anysituationwherethemediaare

attending or may attend or have an interest in.

Also any situation in which the person in charge of the activity is not confident in dealing with appropriately is considered a critical incident. As experts in the activity being undertaken trip or tour leaders (or their colleagues present) need to deal with the incident in the very first instance. This is why it is vital that organisers know what to do if something does happen.

Trips & Tours


Things to Remember

1. If an emergency occurs do not forget about the rest of the group who are present. Make sure they are safe while dealing with the incident.

2. If you are overseas having someone in your party who can speak the local language is very important.

3. If you call the emergency services you will need to know how to reach them (remember to find out if you are overseas) and exactly where you are. Knowing, or being able to find, your location (a road name, and map reference or a GPS position) is essential at all times.

4. Make sure you know if a participant has any specific medical conditions which may have caused an incident or may affect their treatment. Make sure you know if they are taking medication, what it is, and what the local name of it is if overseas.

5. Make sure you know the emergency phone number for your travel insurance company if you are overseas.

6. Do not talk to the Press and certainly do not attempt to sell stories to the Press.

7. No Club, Society or Project member should admit liability for an incident.

Critical incidents cont...

8. Under no circumstances should any member of a Club, Society or Project contact the Next of Kin of a fellow participant. If Next of Kin need to be contacted call the Critical Incident phone number: 020 7589 1000.

9. Ensure you have a well-thought out Risk Assessment and Code of Conduct. Ensure people organising the event/trip know what is written on these documents.

10. Fill in an Accident Report Form if you have had an accident or a dangerous occurrence.

11. Keep calm at all times. Getting stressed and panicking is likely to make things worse.


If an accident or dangerous occurrence (i.e. an event that could have resulted in an accident) happens while on a trip or tour you must fill out an Accident Report Form. Even though the incident did not happen on an Imperial campus it is still considered an Imperial College activity, so must be reported.

Paper copies of accident forms are available from the Student Activities Centre, electronic copies are available online at imperialcollegeunion.org/accidents. You should ensure you take some paper copies away with you on trips or tours.

Accident Report forms must be returned to the Student Activities Centre within 48 hours of your return to London. They can be emailed to [email protected]

Minor injuries and dangerous occurrences, as well as major incidents, must be reported. In the event of certain types of incident you need to follow the procedure in the Incidents section.

Imperial College is required by Law to submit details of accidents and provide accident statistics. This is not a piece of bureaucracy that is applied only to Clubs, Societies & Projects - every College department and employee is required to report accidents and dangerous occurrences in the same way. The objective of accident reporting is to stop identical accidents reoccurring in the future if possible. A Club, Society or Project will not get into trouble for reporting accidents, nor will your activities be stopped, save under extreme circumstances. Accident reports will be reviewed and advice to review risk assessments may be provided by the Union Health & Safety Committee.

Accident reporting

Trips & Tours


After the event

Trip or tour report

While the trip or tour is still fresh in your memory you should write a trip or tour report. This is mandatory for any tours funded through the Clubs & Societies Board as the funding comes from external sources, but useful for all trips.

A trip or tour report informs the rest of your Club, Society or Project of what you have been doing and encourages them to come on the next venture.

Most sponsors and donors will want to see a copy of the full trip or tour report, so make sure it is accurate and well presented, as well as being written soon after the end of the event.

In addition to a full written report it is good to write a abbreviated version which can be used as a publicity tool to advertise your event and encourage more people to become involved in your Club, Society or Project.

This type of report can be sent to Felix for possible publication (contact the Felix Editor for details), included on your website or the Union or College website (contact the Central Services Manager for details). For more information about publishing reports see the Publicity booklet.

Feedback

At the end of your trip you should make a note of what went well and, if anything, what went wrong. This is useful to know as it is likely that you, or your Club, Society or Project will run a similar trip in the future.

For this purpose it is also useful to save all this information in one place (your shared drive for example) for future Club, Society or Project committees to use.


Appendix 1 – Useful contacts

Monya [email protected] President (Clubs & Societies)

Monya is the lead sabbatical for trips & tours, she’ll be able to point you in the right direction and provide help and assistance

Michael [email protected] President (Finance & Services)

Michael is responsible for finances. He can help with budgets and getting transactions processed

Heather [email protected] Chair

Heather is the volunteer officer responsible for developing Projects. She can advise on writing proposals and is a member of the College Board.

Olle Å[email protected] Activities Coordinator

Olle is the staff support for all Clubs, Societies & Projects, he can help with general advice about trips & tours, as well as with risk assessments.

Phil [email protected] Services Manager

Speak to Phil if you have any complex insurance or safety concerns about your trip or tour.

Rob [email protected] & Marketing Coordinator

Speak to Rob if you need help with your communication plans or technical help producing publicity materials

Ally [email protected] Coordinator

Ally is responsible for eActivities, speak to him if you discover an error, after reading the eActivities booklets

Alex [email protected] Services Manager

Alex is responsible for the Union’s buildings and Workbench, please read the Operating Workbench booklet before raising any questions with him

Aziz [email protected] & Societes Finance Administrator

Aziz is responsible for administering finances of Clubs, Societies & Projects. Read the Finance Overview and Finance Operations training though.

Mayuri [email protected] Manager

Mayuri can assist with complex finance queries and planning.

Matt [email protected] Editor

Matt can help you get articles into the weekly student newspaper, felix.

Trips & Tours


Appendix 2 – Useful websites

Area Website address

FCO Travel Advice http://www.fco.gov.uk/en/travel-and-living-abroad/

International Office http://www3.imperial.ac.uk/international

Imperial College Student Homepage http://www3.imperial.ac.uk/students

Travel information for Europe http://travelshop.co.uk

Foreign Languages for Travellers http://travlang.com

Worldwide Hotel reservations http://genares.com

Hostelling International http://www.hihostels.com

Lonely Planet http://www.lonelyplanet..com

Rough Guides http://www.roughguides.com

Department of Health http://www.dh.gov.uk

Virtual Tourist http://virtualtourist.com

Imperial College Exploration Board http://www3.imperial.ac.uk/expeditions

Imperial College UnionBeit QuadranglePrince Consort RoadLondon SW7 2BB

Tel: 020 7594 8060Fax: 020 7594 8065Email: [email protected]: @icunionimperialcollegeunion.org

trips & tours v1.0

Documents

tour funding

tour viable

tour section

tour subsidy

day trip

shorter trip

week long tour

participants safe