If you're organising a trip (UK or abroad) then you must submit an online trip form and adhere to a suitable risk assessment. Depending on the type of trip, you'll need to submit a different form - please see below:
UK Day Trip (e.g. coach trip to Alton Towers)
Submit form (at least two weeks in advance of your trip): UK Day Trip Form
Adhere to risk assessment: UK Day Trip Risk Assessment
UK Residential Trip (e.g. weekend trip to London)
Submit form (at least two weeks in advance of your trip): UK Residential Trip Form
Adhere to risk assessment: UK Residential Trip risk assessment
UK Walking/Hiking Trip (eg. a walk in the Peaks, a hike further afield)
Submit form (at least two weeks in advance of your trip): UK Walking & Hiking Trip Form
Adhere to risk assessment: UK Walking/Hiking Trip risk assessment
UK Camping Trip (eg. weekend trip to a National Park)
nb. "wild camping" - ie. not camping at a licenced campsite - is illegal and not permitted.
Submit form (at least two weeks in advance of your trip): UK Camping Trip Form
Adhere to risk assessment: UK Camping Trip risk assessment
Trip abroad with a tour operator (e.g. organised trip with Invasion, Ilovetour or Outgoing)
Submit form (at least two weeks in advance of your trip): Trip Abroad Form (with tour operator)
Adhere to risk assessment: Trip Abroad (with tour operator) risk assessment
Trip leader should check EHIC and valid travel/medical insurance of all participants. Participants who fail to obtain this must sign the society trip disclaimer (to be kept by trip leader).
The following Tour Operators have signed up to our Code of Conduct. This was introduced in 2015 by the Activities Officer to provide guarantees for societies booking their foreign trips through external companies and covers contract, finance, customer service and trip representatives. We'd advise you to read it and keep a copy in case of any problems on your trip!
(nb. you don't need to get the Code of Conduct signed by the Tour Operators yourselves as they have signed it for us already!).
Trip abroad without a tour operator
If your society or committee are organising a trip abroad yourself (i.e. without going through a tour operator) then you should seek approval from your Student Groups Coordinator before making a booking: firstname.lastname@example.org. You must then book in a meeting with your Coordinator at least 4-6 weeks in advance of your trip for specific help with your risk assessment and planning. You will still need to complete a Trip Abroad Form (without Tour Operator) - your Coordinator will supply this.
Please read the guide on How To Plan A Trip Abroad for more details.
If you're organising your own trip abroad, then it can be useful to produce a guide for your participants. For inspiration, History Society have created a fantastic leaflet for their trip to Dublin here.
Please check out Safety Matters for further guidance on how to keep your society and sound.