Competition and Event Travel

PURPOSE

This procedure sets how a competition or event trip is prepared, run and closed out.

1. TRAVEL LEAD

1.1 The Board names a travel lead when it approves a trip. The travel lead is the reachable point of contact throughout the trip. A second traveller, or failing that the President, is the alternate.

2. BEFORE DEPARTURE

2.1 The travel lead shall circulate to every traveller and to the President:

(a) the itinerary and accommodation addresses;

(b) traveller contacts, with emergency contacts collected privately;

(c) the local emergency number and the nearest hospital;

(d) the equipment and battery transport plan under SOP-TECH-01;

(e) what insurance covers and does not cover;

(f) who holds trip funds and how to claim expenses; and

(g) any waiver, registration or identification each person needs.

2.2 Carrier battery rules shall be checked before booking. If carriage is not allowed, battery packs are sourced at the destination.

2.3 Operations signs out all equipment on the sign-in form with a return date.

3. DURING THE TRIP

3.1 The travel lead shall tell the President on arrival and on departure for home.

3.2 POL-02 and POL-03 apply at all hours. Testing and demonstrations follow POL-03 §6 to §7 and the organizer’s rules.

3.3 Incidents are reported under SOP-ADM-09. The President shall be told immediately of any injury, damage or emergency response.

3.4 A traveller may leave early without giving a reason. The travel lead informs the President.

4. AFTER THE TRIP

4.1 Equipment is returned and checked, and batteries are brought to storage voltage.

4.2 Receipts are submitted to the Finance Lead.

4.3 The travel lead shall report to the Board within fourteen days on what happened, what went wrong, the cost, and what to change, and shall add the organizer’s requirements to POL-09 §4.

4.4 Trip records are stored in the club Drive. Emergency contacts are deleted unless the traveller asks for them to be kept.

REVISION HISTORY