How to Organize a Club Trip

Every great club trip starts with three decisions: destination, dates, and group size. Pick a destination that matches your group's ability level — an advanced backcountry route will lose beginners, while an easy day hike might bore experienced members. Set your dates well in advance. Most clubs find that 3-4 weeks of lead time gives enough space for people to clear their schedules. Set a signup close date too — this gives you time to finalize logistics before the trip. Decide on a maximum group size. This depends on the destination (permit limits, campsite capacity, trail width) and your comfort level managing people. For day hikes, 15-20 is common. For overnight trips, 8-12 is more manageable.

The biggest headache for trip leaders is managing who's coming. Email chains get messy. Spreadsheets get outdated. Google Forms collect responses but don't help you manage them. You need a signup system that: - Lets people sign up without creating an account - Collects the information you actually need (emergency contacts, medical conditions, vehicle availability) - Shows you who's signed up in real-time - Lets you approve, reject, or waitlist people - Sends automatic confirmation emails This is exactly what TheClubTrip was built for. One link per trip, and everything is managed in one place.

Don't ask for information you won't use. But do collect everything you'll need on the day. At minimum: - Name and phone number (for day-of communication) - Emergency contact name and phone - Medical conditions or allergies - Vehicle availability (if carpooling) For overnight trips, you might also need dietary requirements, gear lists, or fitness assessments. Use custom questions to tailor your signup form to each trip type.

If your trip has costs (hut fees, campsite bookings, gas money), collect payment at signup. Chasing people for money after the fact is uncomfortable and unreliable. Online payment at signup solves this completely. The participant pays when they register, the money goes straight to your club's account, and you have a clear record of who's paid. No Venmo requests, no cash handling, no "I'll pay you back later." Set a clear cancellation and refund policy before signups open. Common approaches: - Full refund if cancelled 7+ days before the trip - 50% refund within 7 days - No refund within 48 hours

For most club trips, carpooling is the default. Ask during signup whether participants can drive and how many seats they have. Once signups close: 1. Identify all available drivers and their seat counts 2. Assign passengers to cars, keeping the numbers balanced 3. Share the car arrangements with everyone (driver name, phone, pickup time) 4. Have a backup plan for last-minute dropouts Send car arrangements 2-3 days before the trip so people can coordinate directly with their driver.

Before the trip, compile an emergency contact list for all participants. This should include: - Participant name - Emergency contact name and phone - Medical conditions - Vehicle details (registration, make/model) Leave a copy with someone who's not on the trip. For wilderness trips, file an intentions form with your local search and rescue or park service. On the day, do a headcount at the trailhead and again at the end. Know your group.

Send three key communications: 1. **Confirmation email** — immediately after signup. Confirm their spot, share trip details, and set expectations. 2. **Pre-trip email** — 2-3 days before. Car arrangements, meeting point, gear reminders, weather forecast. 3. **Post-trip follow-up** — photos, thank-yous, and a nudge to sign up for the next one. Keep all communication in one place. If you're emailing some people and texting others, things get missed.

Archive the trip once it's done. This preserves the record of who went, what they paid, and any notes for future reference. Ask for quick feedback — what worked, what didn't. This makes your next trip better. Most importantly, promote the next trip. The end of one trip is the best time to fill the next one. People are energized and want to do it again.