Trip Leading Curriculum
I. Trip Leader Onboarding
Welcome to Your Training!
Get ready for a streamlined training experience designed to prepare you to represent Trek Relief effectively. You’ll learn crucial aspects of our operations and build deeper connections with our community and the environment.
Onboarding Steps
Launch & Agreements
Your journey starts when our Executive Director (ED) initiates the internal process to integrate you into our team. This triggers a setup of your access to our systems and tools, starting with your agreement with our organizational processes.
Watch your inbox closely for key documents requiring your signature (via DocuSign) and step-by-step instructions on how to access our data.
Communication Tools
You'll be assigned an organizational email address (firstname.lastname@trekrelief.org) to handle all Trek Relief-related communications. This email also grants you access to:
Shared files and workspaces
Essential tools for managing your trips
Expect an invitation to meet our team during our quarterly Board of Directors (BOD) meeting via Google Calendar—please RSVP. Monthly check-ins with your Program Director and quarterly BOD meetings will keep you informed and integrated.
Trip Setup & Execution
Collaborate with the Program Director to draft your Trip Itinerary & Budget Plan using our provided template. Be sure to complete the Trip Leading Checklist tab (sheet)—a comprehensive guide detailing each required step, aligned with your training content for clarity and ease of use.
Key Tools
Google Calendar & Meet: For scheduling meetings and reminders.
Slack: For direct engagement with the Trek Relief team.
Trip Leading Checklist: Refer to this sheet throughout your journey to ensure all tasks are completed on time.
Roadmap to Leadership Adventure
Utilize these resources and your training to lead trips that make a difference. We're excited to have you on board and look forward to seeing your impact as a Trip Leader!
Processes, Policies, & Procedures
Bookmark the Program Direction & Trip Leading shared drive, which contains the files you’ll need.
The following documents—which live in the shared drive above—will be referenced throughout your trip leading journey. While you don’t need to read them all now, refer to this handy list for easy reference!
Finance Management
Trip Leading
Sheet: “Trip Leading Checklist”
Template: Trip Itinerary & Budget Plan
Template: Trip Cancellation Letter
Template: Trip Report
II. The Trip Leader Mindset
Carrying the Mindset in Future Travels
Trek Relief Trip Leaders are characterized by their profound dedication to our mission, cultural sensitivity, adaptive problem-solving skills, empathetic leadership, and a keen focus on safety, community engagement, and ethical integrity. They foster an environment of inclusivity, learning, and responsible travel.
Our Mission
We inspire adventure travelers into leadership by co-creating mutually beneficial service projects with global communities.
Our Vision
We envision a world where travelers lead and collaborate with communities worldwide on meaningful projects. We invite everyone, united by diverse journeys, to join us in creating a better world.
Embodying Our Mission
Learn the Trek Relief Story: Familiarize yourself with who we are and what we've achieved.
Understand our Ethos & Finances: Gain insights into our ethical guidelines and financial practices.
Practice Conscious Travel: Follow our principles to travel mindfully and responsibly.
Engage in Trip Reflection: Reflect on your experiences to enhance learning and development.
Stay Updated: Keep up with our latest News and review details from our Annual Report.
Connect with the Team: Get to know our team by using Slack for daily communications, attending online meetings, and participating in in-person events.
Your Gift (Our Token of Appreciation)
As a Trip Leader, your entire trip cost is covered; i.e. you can receive reimbursement of up to 2,000 USD of the trip budget to cover your incurred travel expenses (economical transportation to/from the destination within specified limits and with receipts), as well as coverage for your portion of the trip participation costs.
Refer to the following policies for details on how compensation and reimbursement works.
Financial Coverage
Future Opportunities
Upon satisfactory completion of a trip and its tasks, you are eligible to become a Program Creator/Director.
III. Getting Started
Know Your Role
As a Trip Leader, you act as a vital link between our participants, tour operators, and charitable project coordinators. This role not only involves coordinating and leading international travel for the program but also serves as a crucial example for those aspiring to become Trip Leaders. You will gain in-depth knowledge of the trip budget, itinerary, and partnership dynamics.
Lead by Example
Trip Leaders are encouraged to set a positive example by raising funds and awareness for their projects through personal fundraising campaigns.
Requirements
Experience: Must have completed at least one Trek Relief trip in the targeted country/region.
Cultural Insight: Ideally be from the same country/region as most trip participants to facilitate logistical support and cultural understanding.
Leadership Qualities: Flexibility, decision-making, problem-solving abilities, and maintaining a professional attitude are essential.
Personal Traits: Being friendly, approachable, accommodating, and organized are key traits of an ideal Trip Leader.
Commitment: Must dedicate time to fulfill pre- and post-trip responsibilities.
Roles & Responsibilities
Represent Trek Relief: Uphold and share our mission, values, and beliefs in line with our Ethos.
Monthly Check-ins: Plan for regular meetings with your Program Director.
Liaison Duties:
Guiding Staff: Ensure participant safety and manage risks according to Trek Relief’s Risk Assessment & Standard Operating Procedure.
Local Project Coordinators: Oversee the volunteer program and contribute to its sustainability.
Participants: Manage onboarding, fund contributions, payment deadlines, and distribute Trek Relief materials.
Managing the Trip Itinerary & Budget
Planning: Work closely with the Program Director to craft a detailed trip itinerary and establish a budget that aligns with both program goals and organizational finances.
Financial Oversight: Ensure the accuracy of the trip budget, tracking expenses and contributions before, during, and after the trip.
Profitability and Impact: Aim to run trips with enough participants to support impactful charitable contributions and fair compensation for all involved.
Approval Process: If a trip risks running at a loss (not enough participants), consult with the Executive Director before receiving approval from the Board of Directors.
Tasks & Deliverables
Use the Trip Itinerary & Budget Plan template throughout the trip planning and execution process.
See an example of a trip deficit.
Use the “Trip Leading Checklist” sheet to stay organized and on track.
IV. Engaging with the Beneficiary Community
Introduction
Emphasizing the importance of cultural sensitivity and respectful engagement during trips, this section outlines best practices for positive interactions and learning from local communities.
Preparing for the Trip
Research and Understanding:
Gain insights into the community's culture, history, and social norms.
Learn key phrases in the local language to show respect and foster goodwill.
Cultural Sensitivity Training:
Follow guidelines on respectful behavior and communication.
Understand cultural dos and don’ts to avoid misunderstandings.
Engaging with Local Communities and Leaders
Approaching Community Leaders:
Adhere to proper protocols when introducing yourself and your group.
Respect the community’s hierarchy and leadership structures.
Fostering Positive Interactions:
Encourage respectful and curious engagement from group members.
Use strategies to facilitate meaningful exchanges between visitors and community members.
Community Participation and Consent:
Ensure activities are consensual and benefit the community.
Include community perspectives in planning and executing trip activities.
Collaborative Activities and Cultural Exchange
Planning Community-Engaged Activities:
Identify activities that promote respectful and inclusive cultural exchange.
Coordinate with local leaders to ensure activities align with community values.
Briefing Group Members:
Prepare your group for interaction, focusing on respect, consent, and cultural sensitivity.
Provide guidelines on photography, conversation etiquette, and participation in local traditions.
Reflecting and Sharing Experiences
Debriefing Sessions:
Facilitate discussions to reflect on interactions and cultural insights.
Encourage personal growth through reflection on community experiences.
Sharing Experiences Respectfully:
Offer guidelines for sharing stories and photos that honor the community.
Promote continued learning and advocacy for the communities visited.
Feedback Mechanism
Collect and utilize feedback from both the group and the community to enhance future trips.
Implement reflective exercises to assess the trip's impact on visitors and the community.
V. Trip Marketing & Recruitment
Timeline: 6+ months out
Spread the Message
As a Trip Leader, you play a crucial role in recruiting participants to ensure the trip reaches its minimum requirement, which is vital for the profitability of both Trek Relief and the beneficiary community.
Refer to our organizational Marketing Guidelines on how to best represent Trek Relief.
Here are effective strategies to enhance your recruitment efforts:
1. Social Media Engagement
Create a Facebook Event: Set up an event under the Trek Relief Facebook Page.
Posts: Work with our Marketing Specialist to create two posts per week.
Content Access: Utilize our Google Photos albums for past content.
Effective Tactics: Engage with engaging stories, flyers, and events. Design shareable content.
Channels: Use your personal social media account and Trek Relief’s official channels.
2. Personalized Communication
Direct Outreach: Personally invite friends and family, focusing on reunion trips for effectiveness.
3. Community Engagement
Events: Host or join events to share experiences and invite participants.
Partnerships: Collaborate with local groups, universities, and community centers.
4. Collaborations and Partnerships
Educational: Partner with educational institutions.
Corporate: Engage with companies for CSR or team trips.
5. Promotional Materials
Distribution: Work with the Program Director and/or Marketing Team to create strategic marketing materials, such as print flyers for posting in locales, social media calendars, etc.
Join our Canva Team with your TR email to design flyers, graphics, and posts using our built-in brand kit.
VI. Pre-Trip Logistics
Timeline: rolling basis
Engaging with Individual Participants:
Schedule 1:1 Calls: Once a participant signs up, reach out to schedule a video call. This helps build connections and allows space for addressing any questions or concerns.
Tip: Use a tool like Calendly for an easy scheduler link based on your calendar availability.
Packing Confirmation: Ensure each participant is prepared by confirming they have packed according to the provided packing list.
Monitoring Contributions: Regularly update and monitor the Trip Itinerary & Budget Plan spreadsheet with participant contributions and company matches
Timeline: 2-3 months out
Travel Reservations:
Trip Leaders should book their own transportation to lead the trip (flights, shuttles, etc.) at minimum 2-3 months out per the Business Expense Policy & Reimbursement Procedure.
International travel must be pre-approved by the Program Director before purchase to ensure agreed reimbursement.
Reservations with the Tour Operator should be confirmed. As needed, coordinate with the Program Director to send any deposits as required.
Project Preparation:
Coordinate with the Program Director to confirm preparation for the charitable project, organization of volunteer activities and materials for the group, and send any deposits as required.
Timeline: 1 month out
Group Coordination:
Coordinate a Group Call: About one month before the trip, organize a group web call with all participants. This call is meant to promote group cohesion and is essential in addressing final questions and discussing shared gear and travel plans.
WhatsApp Group: Collaborate with the Program Director to set up a trip-specific WhatsApp group for continuous communication. Use this naming convention: “Trek Relief x [Program]: [Project] [Year]”
Google Photos Shared Album: Establish and pin a Google Photos shared album for participants to share and access trip photos. Use this naming convention: “Trek Relief x [Program]: [Project] [Year]”
Tip: Use a tool like Doodle to find a time that suits everyone.
Materials Distribution: Coordinate with the Program Director to obtain Trek Relief t-shirts and stickers to distribute to participants.
Timeline: 2 weeks out
Travel Documents:
Collecting Documents: Ensure all participants have uploaded their necessary travel documents via Google Forms to the designated Program folder in Google Drive.
Accessibility: Keep these travel documents readily accessible in both digital (offline access) and printed forms for emergency use.
Liability Waiver: Confirm that every participant has signed their “Trip Liability Waiver” by checking the signed documents folder in Google Drive.
Financial Oversight:
Monitoring Finances: Confirm that participant contributions meet the trip’s requirements.
Payment Coordination: Ensure that all remaining balances to contractors and tour operators are paid timely as per the plan.
Travel Finances: Prepare fee-free international credit and debit cards for any on-the-ground expenses and familiarize yourself with our Business Expense Policy & Reimbursement Procedure.
Timeline: 1 week out
Personal Preparation:
Risk Management: If you haven’t already, review the Risk Assessment & Standard Operating Procedure document.
Communication Preparedness: Verify that your mobile phone is ready for international use and has necessary apps like Google Maps, Google Drive, and Google Translate downloaded for offline access.
Stay Informed: Keep an eye on current travel notices for the destinations you will visit.
VII. On-Trip Leading
Leadership & Coordination
Orientation and Group Dynamics
Conduct Comprehensive Orientations: Typically during the welcome dinner on the first day, provide a thorough introduction to the trip’s itinerary and expectations. Address any informational or logistical gaps to ensure a well-informed journey.
Facilitate Group Introductions: Use icebreakers followed by an overview of the daily schedule, cultural key points, and other pertinent trip logistics.
Encourage Skill Sharing: Motivate participants to share their skills or talents daily to enrich the group experience.
Support Personal Quirks and Goals: Discuss individual quirks/needs and desires/goals for the trip and how the group can help achieve them.
Compassionate Support
Provide Support: Exhibit a compassionate bedside manner, offering care and support to participants, especially if they fall ill, ensuring their comfort and safety.
Mindfulness and Safety
Ensure Safety: Constantly monitor group safety.
Celebrate Significant Events: Include celebrations for birthdays or other events within the budget. In these cases, a celebratory cake can be part of the menu!
Facilitate Reflections: Lead reflective discussions during meals, road trips, and/or on the trail.
Discussion and Reflection
Engage in Deep Conversations: Use reflective questions to provoke thoughtful discussions over meals or during travel. Some prompts include:
Personal Growth: "What have you learned about yourself?"
Cultural Insights: "What aspects of the local culture have surprised you?"
Community Connection: "How have your interactions enriched your experience?"
Environmental Awareness: "What conservation practices could you adopt?"
Service Impact: "What impact do you think our work has had?"
Mindfulness: "What moments of peace have stood out to you?"
Future Commitments: "What actions from this trip will you continue back home?"
Empathy Development: "How has this trip enhanced your understanding of others?"
Regular Updates and Social Engagement
Project and Expense Updates: Provide regular updates on project statuses and manage group expenses as per your Trip Itinerary & Budget Plan.
Social Media Engagement: Make daily posts or stories on social media, tagging @trekrelief to keep followers updated.
Capture the Essence
During the trip, capture video testimonials of trip participants with the following guidelines:
Be Authentic: Encourage participants to speak naturally about their experience, focusing on impactful moments or favorite parts.
Ask Simple Questions: Prompt with questions like, “What made this trip special?” or “Why would you recommend it?”
Capture the Scenery: Film testimonials in scenic areas, using natural lighting for a beautiful backdrop.
Keep it Short: Aim for 30–60 seconds of enthusiastic, focused responses that highlight their excitement.
Ensure Consent: Always get participants’ permission to use their testimonials for promotion on the website and social media.
Example prompts:
How did this trip make a positive impact on you and the community we served?
What was your favorite part of the trip, and why would you recommend it to others?
How did this trip differ from other travel experiences you’ve had?
Use a mobile phone with a model of at least an iPhone 13 Pro (or equivalent) or higher, if available.
VIII. Post-Trip Closeout
Timeline: within 1 week of trip completion
Collect Memories
Photo Sharing: Motivate all participants to upload their trip photos to the trip’s designated Google Photos shared album to preserve and share memories.
Select the top 10+ project/travel/experience photos and upload them to a "[TRIP NAME] Highlights" album in Google Photos.
Add a link to our Trip Highlights Albums (Google Photos) document.
Gather Feedback
Participant Feedback: Ask participants to fill out the Trip Feedback form to gather insights on their experiences.
Partner Feedback: Collect evaluations from the charity partner by sharing the Beneficiary Partner Report & Feedback Form.
Reflection Journaling: Encourage participants—and yourself—to complete the Trip Reflection Journaling Prompts to deepen the reflection on the journey.
Stay Connected
Community Engagement: Invite participants to join the Trek Relief Adventurers Facebook Group for ongoing connections and activities like local hikes.
Timeline: within 2 weeks of trip completion
Conclude the Trip
Trip Reporting: Complete the official Trip Report and submit it to the Program Director for review.
The Program Director will use the report to:
Provide content for our News section of the website.
Be used to update the Program Revenue spreadsheet.
Help summarize the impact on the Impact Metrics spreadsheet.
Be shared with the entire Trek Relief team via Slack and discussed at the next Board of Directors (BOD) meeting.
Expense Reporting: Complete and submit an expense report per the Business Expense & Reimbursement Policy, as applicable.
Update Our Network
Website Updates: Work with the Program Director to:
Revise trip dates and disable the signup form on the Program page.
Turn off any related automation, such as those set up via Zapier.
Social Media Engagement: Collaborate with the Program Director to design social media posts that summarize the trip and its impact, thank images and captions, and thank our donors.
Appendix: Trip Cancellation
When a Trip Gets Canceled
Unexpected circumstances—such as low participant signups, funding shortages, global disruptions, or project closures—may require a trip to be canceled. When this happens, it is essential to communicate clearly and professionally with all affected participants.
The Program Director is responsible for completing the following steps.
Steps:
Prepare a Trip Cancellation Letter
Make a copy of the Trip Cancellation Letter Template.
Fill in the trip details, including dates, location, and reason for cancellation.
Review for clarity and accuracy.
Save & Send
Save the final version as a PDF.
Send it as an attachment via email to all registered participants.
Provide Next Steps
Update trip credit amounts:
Update subscriber details in MailerLite.
Update the Trip Credit & Work Trade Discounts sheet in our Shared Drive.
Point participants to our website for alternative trip opportunities.
Be the point of contact for any follow-up questions.
By following this process, we ensure transparent communication, maintain participant trust, and uphold Trek Relief’s professional standards even in challenging situations.