Day trips are a great activity that you can organise for your members. Whether it's going to the theatre, an exhibition or a competition, you will need to follow the event proposal process outlined in the article How to put on an event - A Super Guide to Event Planning.


Day trips differ from small scale events since it involves more planning. This article will outline a few of the key things you will need to think about when planning a day trip.


Money, money, money

Going on an excursion will incur costs. As such, it is vital you think of the following.

  • Tickets/Entry fees: Does the event you are going to require you buy tickets? If so, you will need to also submit a Purchase Request alongside your Event Proposal. Please bear in mind that if the tickets are likely to sell out, it is best you submit the Event Proposal for approval and come to one of our Drop in sessions (Mondays 14:30-16:00 or Thursdays 10:30-12.00) so we can make the purchase more immediately to avoid disappointment. 
  • Transport: Do you require transport to go to this event? How many people are likely to go? You will have to think about whether you can bulk buy train tickets, carpool, or in some cases if your numbers are high, hire a coach for transport. These extra costs, are they going to be covered by individuals attending? This leads us to...
  • Buttons: Buttons are the best way for your group to collect money for payment for day trips. Just one button can include the payment for the entrance fee, any transport costs/fuel or anything extra you might have to spend money on. It is imperative you collect enough money to do a day trip, as we will not approve an event where the group could go into debt because of it.
  • Attendees: Think about your attendees. If you're asking to buy 50 tickets, is it likely you'll sell all 50 tickets? Is this event open only to your members, or is it available to members for a reduced price and non-members for full price? Lots to think about for the button request!


Risk assessment

It is unlikely that your general risk assessment covers an activity such as a day trip so it's important that you also think of any risks associated. This could include:

  • Risks associated to driving/transport
  • Group members getting separated from the group
  • Group members not finding the correct venue
  • Loss of personal items
  • Allergens
  • Risks associated to the specific activity taking place

If you're unsure of what a risk assessment is, you can read this article.


We are here to support you and can provide advise on the best companies for transport as well as ideas on how to organise these events. So if you have any questions, come to our drop ins or email us on [email protected]