So, you want to run a Trip that people actually love? Here’s your ultimate step-by-step guide to making it fun, engaging, and totally worth their time! 

 

1. Plan Like a Pro 📝 

✅ Know Your Vibe: What’s the goal? A chill hangout? A hands-on experience? A full-on showstopper? Define the experience you want to create and ask Members what they would like to experience!  
✅ Pick the Perfect Spot: Look at external venues and organisations who could accommodate the activity, if you need to book with an external make sure to get a quote on what it will cost.  
✅ Set the Date & Time: Avoid lecture clashes and major student events. Lunchtimes and evenings usually work best. 
✅ Sort Your Stuff: What do you guys need to get to the location and complete the activity? Equipment? Transport? Food? Accommodation? Think about these things and how you plan on making sure you have something planned to accommodate each element. 

 

2. Do the Boring (But Important) Admin Stuff 📑 

✅ Let your Student Opportunities Coordinator know: Make sure they know the date, time, location, and details of your event—the easiest way is to just fill out the form! We need to know with a months' notice of the event! 
✅ Sort Out a Risk Assessment: A risk assessment is a must—because no one wants a dramatic tumble, a surprise chair collapse, or an unexpected fire alarm solo! Your SU has a handy template, so grab it and get it done. 

✅Check the pennies: Has your group got the finances in order to accommodate the trip. How much are you charging students to attend? Do Members get a discount? 

✅ Get booking: When the above steps have been completed you Student Opportunities Coordinator will start booking with externals. 

 

3. Hype It Up! 📣 

✅ Make It Look Good: Design eye-catching posters and social media posts (Canva is your best friend). 
✅ Social Media Blitz: Post on Instagram, TikTok, and Facebook. Share countdowns, teaser videos, and polls to get people excited. Don't forget to ask your Student Opportunities Coordinator to upload the event to the website!  
✅ Get People Talking: Word of mouth is gold! Get friends to spread the word, and consider a small giveaway (free snacks? VIP spots?) for early sign-ups. 
✅ Use SU Resources: Ask your student union to promote it in newsletters, emails, and digital boards. 

 

4. Run the Best Trip Ever 🚀 

🔹 Meeting up: Make sure someone from committee or the trip organiser is at the meet up location 10 mins prior to the advertised meet time in order to meet people who are early and maybe a bit nervous about going on the trip  

🔹Top Tip: Always leave 15 mins between the meeting time advertised and the time that transport is scheduled to leave. People will always be late and its best to be leaving a little earlier than scheduled and nobody missing out.  

🔹 Welcome & Hype (5-10 min): Greet everyone, introduce yourselves, and set the vibe. Remember it maybe someone's first time meeting the group, first impressions last a lifetime.  
🔹 Key information:  

• Tell people where you are going, equally encourage individuals that if they are finding their own way home to let you know so you're not waiting for them to meet you to head home.  

• Any meeting times such as when the tour/activity start, what time your leaving. Equally remember to tell people where you're meeting, what 3 words can be a great help for this!  

• Let people know who's in charge of first aid and who is leading the trip. 
   

🔹Arrive at location: Show off what your group is all about! Have fun mix with new members and make sure everyone feels part of the fun! Whether you're winning at the activity or maybe not encourage everyone to get involved!  
🔹Time to head home: Make sure your meeting time is earlier than the departure time to give people enough time to get there (someones always running late). Equally you should get to the meeting point a little early to make sure your ready to great people when they get back. Make sure you do a head count at the start of the trip and one when your getting back on the bus to ensure everyone who is meant to be there is present.  

🔹What's Next: Tell them what you've got coming up (QR codes, sign-up sheets, social links). Maybe even offer a special perk for those who sign up to your next event then get a discount! 

 

5. End on a High Note! 🎯 

✅ Get Quick Feedback: Use a fun emoji-based rating system, a short Google Form, or ask people to write their favourite part on a sticky note. 
✅ Capture the Moment: Take pics or short videos (with permission!) to use in future promotions. 
✅ Follow Up: Send a thank-you message, post event highlights, and remind them of the next meeting. 

 

Bonus Pro Tips for Extra Fun! 🌟 

✔ Free Snacks = Instant Popularity 🍪 
✔ Background Music = More Energy 🎶 
✔ A Fun Hashtag = More Hype #BestTripEver