Welcome Picnic/Spring Back to Life
Flyers for 1st meeting
Sign-up sheet (name, phone #, email address, activities interested in)
Candy
Photo Albums (Campus Life, SGA Office)
Tent setup/Backpack
Calendar of semester events ?!?

Bulletin Board
Calendar of Events
Contacts with email addresses

Events
Come up with idea

Research ideas on internet, check book in Campus Life

Call/Book Place
Ask for group discount
VJC usually has 12-15 people per event
Ask about deposit information
Directions of place
Email address/web page
Name and phone # of person
Mail information/email information?
Find out the latest money/deposit needs to be turned in

Decide if the event will be open to outside VJC

Advertise thru school
Flyers on bulletin boards in classrooms announcing event and meeting
Email to students on campus announcing event and meeting (Nancy Taylor, Kathleen)
Meeting
Information needed for meeting:
Place
Time
Date
Cost
Materials needed for trip
Where mtg will be held (contact Marie Weber for room, email her, call her, or stop by her office)

Folder in Campus Life (Kathy Wilts desk)
Materials needed inside folder
Sign-up sheet with maximum number of students and a waiting list
Information needed from student on sign-up sheet
Name
Phone #
Email address
Can drive?
Information that the student can take
Information needed on paper
Time to meet the day of event
Place to meet
Location of the place of event
Date
Cost
When money is due
Contact in case of questions
VJC waiver
Company waiver
Let Kathy Wilt know the cost and when you will need the check for the event. Give her at least a day notice. Check in to Campus Life everyday to see how everything with the trip is going.

Meeting @ VJC
Flyers the morning of the meeting on all entrance doors. The flyers should contain this information:
Date
Time
Location of meeting
Topic of meeting
Club name
Send an email out to campus advertising meeting (this can be written at home and emailed to Kathleen (sts-kath@mail.vjc.edu) who will send it out to the campus)
Flyers at the meeting containing information on the trip

Week before event
Send an email to Alan P., a couple of days before the event. He will notify security and help you with anything else.
Make sure that all papers have been signed and filled out by proper people. (Contracts)
Get check from Kathy Wilt a day before event. Make sure everyone has paid, if not get them to pay by calling them or sending an email. Let Kathy know a couple of days ahead. She will need the amount of what the check is for and who to make it out to.
Leave a copy of the sign-up sheet in Campus Life in case of emergency.
Make sure all waivers have been filled out from all students, if not make them fill out the forms the day of trip before you leave VJC.
Call all students coming 2 days before event to make sure that they know all the details and see if they have any questions. This is the time to remind them of anything you may have forgotten.
Type of directions. A good place to find directions is the companies website and from there try mapquest.com or something like that. Make 6-8 copies of the directions depending on the # of people coming on the trip and driving.

Big Day!
Get to VJC 15 mins earlier than the time you told everyone.
Make sure all waivers are filled out and all money has been paid.
Pair up for car-pool
Hand out directions to drivers
Make sure everyone has gas to drive

Returning to VJC
Make sure everyone has a ride home and that no one is stranded.

(January, 2002)

On extended trips or overnight trips, it's a good idea to bring a book on trip management and also one on first aid. Two books which I would recommend are:

Outdoor Leadership, by John Graham. The Mountaineers, 1997.

Wilderness Medicine, 5th ed., by William Forgey. Globe Pequot Press, 1999.

Trip leaders are welcome to borrow my personal copies. The library also has copies in the general collection.