BEING A GREAT TRIP LEADER
CRESCENT SKI COUNCIL TRAINING
TRIP STAGES
Selection
Promotion
Pre-trip Administration
Ski Week
Post-trip Activities
SELECTION
Ask for input
Where do members want to go? WHY?
Where do members NOT want to go? WHY NOT?
What is important to members (lodging, slope
access, night life, air accessibility, restaurant
variety, price, etc.)?
Use member input when selecting choices
from CSC long list of eligible destinations
SELECTION
Review Ski Week finalists with members
Make sure you understand the various
components of each trip offering; ask for
clarifications from CSC Trips Chair
Provide as much information as possible,
preferably as handouts or in Powerpoint
Show any presentations provided by CSC Trips
Chair
Cast club vote at CSC Fall Conference
PROMOTION
Work with TO to get club-specific trip fliers,
posters, registration forms, and presentations
Show presentation to members; convert it to
PDF and email it to membership
Distribute fliers at meetings, parties, and other
events
Answer all questions! If you don’t know the
answer, get it from TO or CSC Trips Chair ASAP!
PROMOTION BONUS #1
Attract new members**
Place posters around town
Put trip details on club’s Facebook page and web
site
Have articles in local newspapers, bulletins, etc.
**Seek help from members to accomplish these activities. The
trip leader should not be expected to do all of this alone.
PROMOTION BONUS #2
Earn a prorated reimbursement of land
package costs, less CSC’s upcharge, for TL’s
club
Based upon number of participants from TL’s club
Potential reimbursements, based upon funds
availability, are:
8 – 16 participants: 1/3rd
17 – 24 participants: 2/3rd
25 or more participants: 100%
PROMOTION BONUS #2
Club determines how to use reimbursement
Spend on club participants during trip (group
dinner, other social events, etc.)
Give portion or all to club TL
Fund other club activities
TL must work during Ski Week events to
meet IRS requirements pertaining to TL
reimbursements
PRE-TRIP ADMINISTRATION
Obtain, through TO, any available group air
Determine registration method(s)
Paper registration forms
Entry in TO database by individual members or TL
Review routinely even if entry is by members
No database? Process registrations through TL who
needs to keep EXCEL spreadsheet with all pertinent
information.
(A demonstration of a TO database and registration process is available as a
Youtube tutorial video at www.sportsamerica.com/online/demo.)
PRE-TRIP ADMINISTRATION
Determine price and payment processing
Any upcharge by club
Payment made to club or TO
Let everyone know which club members have
registered and who needs a roommate. Assist
in arranging roommates / condomates.
Provide periodic updates of lodging and group
air availability and total CSC participation
PRE-TRIP ADMINISTRATION
Track payment status
Send reminders when payments are due
Follow up on what appears to be late payments
(not paid, lost in the mail, slow processing by TO?)
Encourage all to complete the Emergency
Medical Information form; collect forms in
advance or at airport
PRE-TRIP ADMINISTRATION
Review registration details with each participant
Lodging selection
Roommates / condomates
Number of days skiing
Ski rentals
Clothing size
Travel arrangements (dates & times, transfers, etc.)
Other group activities (tours, skiing elsewhere, etc.)
Total cost; payments made
PRE-TRIP ADMINISTRATION
Have each participant initial and date
registration details sheet
If participant is not available locally, send data via
email and ask for confirmation of accuracy
Advise TO of any errors in registration details
Advise local airline personnel if using group air
from a small airport
PRE-TRIP ADMINISTRATION
Give everyone your cell phone number and ask
for theirs
Give everyone your travel schedule
If you are not flying with the group, find a
volunteer to oversee flight / transfer activities
SKI WEEK
Arrive at the airport first and greet / assist
others as they arrive
Account for everyone; locate stragglers; get all
onboard (This is repeated if the group’s
itinerary includes plane changes.)
Advise TO of flight delays; transfers may be
impacted
Speak with transfer contact upon landing and
advise members where, and when, to go
SKI WEEK
Assist members with lost luggage claims
Account for everyone included in the group
transfer; locate stragglers; get all onboard
Ensure members know what to do upon arrival
at lodging check-in
Account for those members who were not part
of the group transfer; if any are delayed, make
sure TO knows
SKI WEEK
Attend Crescent Trip Leader meeting
Take notes as CSC TL reviews week’s activities
Receive door duty and other assignments
Give Emergency Medical forms to TO or CSC TL
Relay important data from CSC TL meeting to
ALL members in a timely manner
Greet everyone the first morning
 Are they settled in?
Any problems or special needs?
SKI WEEK
Mingle with all members during week
Ask how things are going
Offer to help with any problems
Provide information to TO & CSC TL relating to
injuries and work with TO to facilitate any
medical transportation needs
Account for all members who are part of the
group departure transfer to airport
Assist members in getting checked in at airport
POST-TRIP ACTIVITY
Return sealed Emergency Medical forms
Confirm any refunds due to trip adjustments
with TO; advise members of amounts to be
received
Send email to participants asking for feedback:
price (value of trip), tour operator, travel
experience, accommodations, social events,
skiing (terrain, conditions), etc. Forward all
responses ANONYMOUSLY to CSC Trips Chair.
MOST IMPORTANT TASK
COMMUNICATIONS!
Always keep your members informed
Use the forum that works best to stay in touch
Electronically (email, social media, web site,
phone, newsletters, etc.)
Face-to-face (meetings, parties, other events)
When you learn something (from TO, news
reports, articles, etc.), SHARE IT!
Offer assistance at every step of the process:
registration, travel, arrival, events, departure
Words of Wisdom
(from experienced trip leaders)
Listening is just as important
as speaking!
Smile! Be Patient! Be Positive!
All problems can be solved!!
Have fun! After all, it is a vacation!