Here you'll find all of the information you need for planning and organising a trip as a Student Group.

The process for organising and having a Student Group Trip approved is similar to that of Club/Society events, but there are some key differences, so please ensure that you follow the steps on this page, and also note the key points below:

  • A Trip is classed as any activity that takes place outside of London / the M25, and/or includes an overnight stay. A Trip can be international or domestic, and take place over 1 day or multiple.
  • Only LSE members over the age of 18 are permitted to take part in LSESU Club or Society Trips. All participants must also have purchased a membership to your Group in order to be eligible.

KEY DOCUMENTS AND DEADLINES

In order for you to begin planning a Trip for your Student Group, you'll need to submit a Trip Form within the required notice periods, and follow the 'Trip Submission and Approval Process' outlined below.

TRIP FORM

BUDGET TEMPLATE (TRIPS)

RISK ASSESSMENT TEMPLATE (TRIPS)​

Minimum Notice Required for International Trips = 6 Weeks

Minimum Notice Required for Domestic (UK) Trips = 4 Weeks

TRIP SUBMISSION AND APPROVAL PROCESS

As a way of outlining what the process looks like from start to finish, please see below for the basic lifecycle of a Trip Form:

 

STEP 1 - Trip Form Submission
  • As mentioned already, any Trip you're looking to organise will need an associated Trip Form to be submitted (with as much detail as possible), complete with an associated Risk Assessment and Budget. It will then pull through to us, ready to be picked up and actioned by a member of the team.
     
  • If you submit a Trip Form outside of our required notice periods, you may be required to postpone it.
     
  • We can always make edits to Trip Form submissions from our side once you've sent them through, so if you don't know every single detail of how your Trip will look in practice initially, that's fine, and can be added as part of future discussions before final approval.
     
  • Trip Forms must be approved before any concrete plans are made for them.
     
  • No payments or reimbursements can be approved for your proposed Trip until itself is approved.

 

STEP 2 - Trip Form Approval and/or Adjustments
  • Unlike some Event Forms, it will usually be the case that Trip Forms take longer to fully approve, as they can be a lot more complex, with more detailed information often required before they can go ahead. They may also take slightly longer during busier periods of term.
     
  • Once your Trip Form has been received and picked up by a member of the team, though, one of the key things that may need further adjustments is your Risk Assessment.
     
  • Risk Assessments for Trips will often require even more detail than Event Forms, due to some specific differences between them (i.e. Accommodation, Transport, etc.) - see here for some examples of what needs to be considered.
     
  • For international trips, you'll also need to consider the relevant Foreign and Commonwealth Office (FCO) Travel Advice - see here.
     
  • As part of the overall approval process, your 'staff lead' for the Trip Form will also be able to meet and support you with all of the above, including giving advice on your Budget and/or Risk Assessment.

 

STEP 3 - Confirmation of Trip Logistics
  • Once you're further along in the approval process, having discussed everything with your 'staff lead', you'll be able to start moving forward with bookings for accommodation and travel, etc.
     
  • You'll also be able to start selling tickets (if applicable), and collecting participants' details.
     
  • In order that we can support quickly in the event of any incidents or emergencies, we'll also need all of the participants in your Trip to complete a Travel Information Form - see here. This includes details such as emergency contacts, and it's your responsibility to ensure that everyone going on your Trip has completed it at least 14 days prior to departure / the Trip taking place.

 

STEP 4 - Final Preparations and Departure
  • Once everything's ready to go, you'll just need to confirm all of the final details for the Trip with your 'staff lead', including a fully detailed itinerary for each day, the emergency procedures to follow, and details of all attendees - all of whom will need to have purchased their own travel insurance.
     
  • Finally, it's time to depart and enjoy your Trip!
     
  • When you return, please let us know you're back safely, and how everything went - we'd love to hear about your experience!

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