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Group Trip Organizing


As we prepare for service trips, I compiled a list of tasks that a typical school group should include.  Giving each participant a definite role in the group evens out the load and helps the students learn organization principles and responsibility.  It can be very helpful in case of emergency or problem situations; but it also takes more investment in preparation and requires accountability to keep it going -- further, it confirms the educational nature of the trip, as it is not just a casual holiday.

  1. Group leader:  the face of our group, meets with corresponding leaders, accepts awards, speaks for the group, calls meetings to order
  2. Assistant leader:  backup, when leader is not available.
  3. Attendance:  are we all here?  Where is Zoey?  where is Mr.B ?
  4. Backup attendance person
  5. Accountant/Treasurer: simply keep track of group spending, request and store receipts, disburse money.  (Be sure to take extra envelopes to store receipts, and a blank receipt pad for handwritten receipts on the spot)
  6. Finance: track exchange rate, best deals for money and for group expenditures (lodging, meals, transportation, tours), rules about tipping
  7. Translator: knows local language well, acts as our group’s resource and speaks before it’s needed.
  8. Photographer:  So we can all enjoy the sights and sounds without propping a machine in front of our face; So we do not have twenty different cameras/poses for some pictures, we delegate the photo-ops to our expert crew who will be sure to get a good quality photo of the group, and will be sure to disseminate the photos to all.
    1. Photographer: take lots of good photos.  
    2. May appoint an assistant, to take backup photos at crucial times. (with different camera, in case of later difficulty)
    3. Culling: quickly delete duplicates and fuzzy and inappropriate photos in camera;
    4. Editing: Gather all photos, sort in order, caption as needed, enhance or crop as needed, then upload to online album(s).
  9. Videographer: take good-quality videos, with decent sound.  May appoint an assistant to take backup videos at crucial times
    1. Culling: quickly delete fuzzy or inappropriate videos in camera;
    2. Produce final set of videos for posting and for showing at meetings.
  10. PhotoDirector: plan the shots, ensure proper located-backgrounds (to identify locale), ensure all group members are photographed.  Consult itinerary and travel agent to note important times to document.
    1. The PhotoGroup -- Director, photographer(s), and videographer(s) must also meet to decide and announce best way to disseminate photos?
    2. Decide, with group leaders, whether to Instagram or Facebook during the trip;  how to post all photos so they are available to only the group;  policy about posting photos publicly?   What to produce for later school documentation at a future assembly? newspaper?
    3. At the beginning of the trip, make sure that all camera devices have the correct date/time set, so that photos can be easily sorted later.
  11. Fashion/Branding Coordinator: What is the dress code at various places?  Do we have a group look? standard t-shirt or hat or scarf or badge or lanyards or colors or suitcase-ribbon or sticker?  fashion style to identify us to each other, and to distinguish us to/from other groups?   Are we YISS?  Are we “The Guardians” ?  Are we “that group of kids from Korea” ?
  12. Shopper/bargainer, usually knows local language:  research best deals for souvenirs or other shopping, on our itinerary, close to our hotel, etc.   Ready to accompany people who need particular items.
  13. Travel Agent: liaison with tour guide, bus driver, taxi driver, hotel concierge, airport people -- where are we going?  how long will it take? how can we get from point A to B?
  14. Facilities Manager:  where are we staying?  do they have a pool? when does the restaurant open?  where are our rooms?  what’s allowed there?  what benefits do they have? Can I change rooms?
  15. Health/medical liaison.  Any food/water/airquality issues?
  16. Food advisor: food advice; new interesting taste opportunities; restaurant etiquette; restaurant choices;  how to buy snacks?
  17. Secretary:  handles correspondence for the group; writes thank-you notes; keeps list of group e-mail addresses/facebook i.d.s and has all contact info, including emergency contact info; makes group signage or placards?
  18. Facebook page coordinator ensures the page is appropriately updated (right mix of academic and social)
  19. Diarist: records all the trivia-- time of departure from here, there; any interesting snafus, funny stories, food, etc.  Names of all group contacts--our tourguide, tour company, hotel clerks, etc.   Serves as group historian, resource for “what was that place called?  when did we go there?  what other school did we meet?”
  20. Reporter:  writes the group weblog/e-mail report for parents and other interested folk.  Maybe same report for parents as for school website, or different reports.  Liaison with school PR person (Mrs.Park or Mr.Pitts) to decide type and frequency of reports.
  21. Chaplain: ready with a prayer, or to guide prayer-time; check the group’s emotional health; ensure all are participating well; help lead devotions.
Faculty Chaperones:
  1. Leader: the buck stops here.  Final decisions.  Liaison with Principal.  Leads group meetings, with assistance of student leader.   Designs group budget, schedule, and travel plans.  Holds group passports when needed.  May re-assign various duties and schedules.  Leads when traveling .
  2. Assistant Chaperone: backup in-charge, when Leader not available; serves as medical officer (keeps medical kit, advises medical issues).  Keeps group cash, dispenses money, stores receipts, updates spreadsheet.  Trails when traveling.
  3. Male Assistant Chaperone:  stays with boys and/or monitors boys’ bedrooms, bathrooms, and curfew; advises boys on cleanliness and dress-code; assists boys if any medical issues.
  4. Female Assistant Chaperone: stays with girls and/or monitors girls’ bedrooms, bathrooms, and curfew; advises girls on cleanliness and dress-code; assists girls if any medical issues.

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