Plan a Trip

Planning a Trip or Tour

Planning a trip whether in the UK or abroad is a brilliant way to bring together your society or club members, as well other students at LSE. There are a number of different processes the activities team can help you with the ensure your trip is safe and enjoyable for everyone who gets involved. We advise you complete the Running Events and Trips committee training module before planning your trip as this covers the basics of what you need to do to get started.

To make it easier for you, we have split up events and trips. Please refer to the specific area below depending on what you need:

  • Events – this is anything that your group organises within london.Use our Events page to help you plan!
  • Trips – a trip is over night, out of london or the UK.

Step One - Developing the Basics of your Trip

If you are a registered group of LSESU our team are here to help you plan amazing trips for your club or society. To help with this we have broken down the trip process all committee's need to follow. This section covers the basics that you need to make sure your trip is the best and safest it can be. Please note you must complete a trip form a minimum of 1 month in advance of the trip.

Before you start planning you should have completed the Planning events and Trips Training Module, or had someone on your committee complete it.

The key things you should consider when planning a trip might include:

  • Where you want to go on your trip & when
  • How you are going to travel
  • The purpose of the trip
  • How risky is the place you want to go, and how can you manage the risk?
  • How to deal with emergencies in that country
  • Cost & budgeting
  • Your Itinerary - What are going to be doing and when, who with and how are you going to get there

Before you start moving forward with your trip you should ask yourself:

  • Is it safe and will students come?What are you as a group wanting to get out of this event and what will your members/attendees get out of it?
  • Is this going to be too much to organise and do I need help? There are usually is a lot of planning and work associated with overseas trips! 

 

Step 2 - Travel Risk Assessment

The Union and it's committee members have a duty of care to ensure as far as possible that students remain healthy and safe whilst travelling outside of the United Kingdom (UK). The decision to authorise travel rests with The Union Management Team.

The Union allows travel based on the three classifications of travel risk published by the UK Governments Foreign and Commonwealth Office (FCO) travel advice service. The travel advice may apply to the whole country or more commonly specific regions or areas within the country. A summary of how the FCO classifications control where staff or students may travel is provided in the table below. This advice is applied to all staff and students regardless of their nationality.

FCO advice classifications:

  • (Extreme Risk) Advise against all travel = No staff or students are permitted to travel to these destinations.
  • (Medium - High Risk) Advise against all but essential travel = Travel risk assessment must be approved by Union Senior Leadership before approval.
  • (Low Risk) No specific travel restrictions but read FCO travel advice before travelling = Signed off by Activities Team and Students may travel having regard to the travel advice.

All trips need to complete a Travel Risk Assessment Form. To begin your risk assessment first look at the following guidance:

 

Step 3 - Complete a Trip Form

For all Trips you need to complete: Our staff team will review your trip form and get back to you within 1 week to help you begin to plan and deliver your trip

 

Step 4 - Delivering Your Trip Means Co-orindating People, Logistics and Preparing)

Once your trip has been approved, you will most likely have a meeting with your coordinator to begin a project timeline for the actions needed to deliver the rest of your trip. In this stage there are many parts of logistics you need to consider and manage to make your trip successful.

People

You need to engage participants to get involved in your trip whilst also manage their safety to ensure they can attend their trip. Below we have listed some easy ways for you to achieve this:
  • Data Capture Through Ticketing - At the point of ticketing you need to capture some really important information including Name, Email, ID, Passport Number, Country of Issue, Next of Kin Information and any Medical Conditions. This means you can safely support your participants through the trip process. We can set up tickets for you on lsesu.com which does all of this data capture for you.
  • Briefing Participants - It is important to ensure your participants are well prepared for the trip so check in with them reguarly. We advise you to email your students will a full trip itinerary and copy of the risk assessment so they have it. We also recommend you hosting a briefing to inform them as well introduce everyone going to the organising committee. We have made a Trip Briefing Template which you can use to help you achieve this.
  • Help Participants Prepare - It is important that you ensure participants take responsibility for their own safety too. Ensure you send them this Individual Pre-Trip Checklist to make sure they are! The UK Government also provide advice on preparing for a trip.
  • Insurance - The Union does not have insurance that covers students going abroad on trips, therefore we advise all students going on trips overseas to take out their own travel insurance. It is important this message is passed onto all participants
  • Logistics

    When planning your trip, you need to think about organising, coordinating and bookings lots of logistical aspects to ensure a successful trip. You need to look into this, and work with your coordinator in good time to get these things paid off. You may event get the participants to book some of these themselves. These include: We have made a Committee Checklist to help ensure you have ticked all the logistical boxes you need to before the trip!

 

Step 5 - Enjoy the Trip!

We hope you feel ready and excited for your trip, and hope that the support we have provided has helped you and your members have the best time. If you need us please don't hesitate to get in touch with us at su.arcstaff@lse.ac.uk should you need to.

Don't forget to take photos on your tripand submit your photos here, and may even be featured on this page in the future!