- Work out a budget and a timetable so that you have sufficient time to publicise your plans and to collect money etc. Budget for being 80% full.
- Check the proposed date on the LALG calendar to avoid any clashes.
- Decide how events will be booked and tickets sold; check the options at Arrange booking and ticket selling.
- Have all arrangements and costs with providers confirmed in writing.
- Give the LALG Treasurer at least a week’s notice of any advance payments (deposits etc.) or to provide funds for payments needed on the day.
- Make clear your cancellation policy and deadline (e.g. only refund if substitute found or no loss incurred).
- Charge non-members of LALG more than members and arrange that booking is open to members earlier than non-members.
- Maintain simple but clear accounts and submit a final statement to the LALG Treasurer. See also Finance.
- Have cheques made payable to “LALG” with the event name on the back.
- When booking a coach, check that the driver knows the route and whether they have been there before. Provide written instructions (preferably with a map) on the precise location of the venue and coach parking facilities.
- Exchange mobile phone numbers with the driver.
- Once on the coach identify yourself as the leader. It is best to use the PA system and to make sure that you are audible.
- Ensure that passengers are clear about the time and location for departure on all legs of the journey. It may be advisable to stand at the coach door and remind people as they disembark. Remember timings are longer with a coach-load of people.
- Give passengers a handout beforehand, and again on the day listing:
- All key timings, venues and activities
- Arrangements regarding food
- Mobile phone number of organiser
- Any advice on dress code, security checks, what to bring etc.
Coach Hire
Groups wishing to hire a coach for an excursion should make the necessary arrangements themselves. There are some experienced tour leaders in LALG who may be contacted for advice via the Secretary, including about which operators are recommended.
- It is advisable to be clear with the coach operator about the seating capacity; more seats can mean less leg space.
- Pricing of trips is the responsibility of the organiser. It may be prudent to budget on the basis of say 80% of seats being sold.
- It is usual to give the driver a tip and it may be easiest to factor this into your price to avoid going round with the hat.
