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.