VI. Pre-Trip Logistics

Apr 3

Timeline: rolling basis

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

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.

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.

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.

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.

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.

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.