| 10/08/2000 GUIDELINES FOR TRIP LEADERS: 2000 version
There will be two trip leaders for each trip who have equal
authority once the trip starts. However, for administrative purposes, there will be an
"A" and a "B" trip leader. The "A" leader will be in charge
of the file, of drawing up the list of participants, of making the payments and of drawing
up the financial statement. If he or she goes away, then the "B" trip leader
will assume these responsibilities.
At the beginning of the ski year, each Committee member will be entrusted with $100 for
petty cash expenditures. Receipts for all these expenditures (for instance a receipt from
the Post Office for stamps, or a phone bill showing calls made on Club business, or a
notice of how the money was spent in the case of tips) should be kept, and at the end of
the year, or when the $100 has been spent and a further $100 is needed, a complete account
of how this money was spent should be forwarded to the Treasurer. It is not necessary to
account for this expenditure at the end of each trip, although it would be useful to note
down in connection with which trip these expenditures were made.
The sign-up for the trips are normally 10 days before the trip (the Thursday of the week
before the trip). The person responsible for posting the flyers should check with the
person who is in charge of preparing them (normally the web master) to ensure that the
fliers are ready. They should be posted at least 2 weeks before the first sign-up and
contain all the necessary information.
About 150 small fliers (5 1/2x8 1/2) should be distributed around the buildings. Make
three copies and go to any member of the Staff Recreation Council (Martin Garratt in
S-B1-60 (X.3-9369) is a good choice) who will stamp it, authorizing its distribution. You
then go to BMS (Gordon Tapper’s Office: S-2170C - X.3-2531) to obtain the
Administration’s approval. With a copy of the authorized flyer, go to ........ You
have to stamp the 150 flyers yourself, putting the expiry date after the sign-up. You
leave the required numbers in the designated cubby holes - e.g. 40 for the Secretariat, 30
for UNDP, DC-2, UNICEF, etc.
The e-mailing should be done at the same time as the flyers are distributed in the
Secretariat and details of the trip posted on the web page by the web master. The
web master can post extra details about the trip - e.g. who the leaders are - that are not
given on the fliers.
OBSOLETE: The Membership Secretary who has the mailing list can print the labels.
The flyers can be simply folded double and stapled --with the label reading "UNSRC
Ski Club - Official Business". The external mail, requiring a stamp, should be
stapled on the side from the stamp.
The officer in charge of posting flyers in the Secretariat should make sure that there
is a stack of flyers in the stand in front of the Cafetaria and on the 4th floor of the
Secretariat building on the UNSRC Bulletin Boards.
OBSOLETE: Make sure you have obtained a list of members with their phone numbers
from the Membership Secretary before the sign-up. New members should complete their
Membership forms and pay their membership dues at the time of sign-up. The forms and
membership cheques should be returned to the Membership Secretary. It is better to have a
separate cheque for Membership dues. It is a good idea to take down the person’s
phone number for your trip list. Make sure that the guests have the forms signed by their
sponsors. The completed membership forms should be sent to the Membership Secretary.
At the time of the sign-up, ascertain whether the member is a X-country or a downhill
skier and whether he/she wishes to take lessons. In resorts where the X-country skiers are
dropped off first --e.g. Stowe-- they should be informed that they should load their skis
after the other skiers. Our Beginners’ programme is only for a group beginners’
lesson. Many times this comes as part of a package wherby a special lift ticket is issues
which is valid for the lower slopes of the mountain only. The programme is not available
for those who wish to brush up their skills.
Infants and toddlers are not allowed on the trips -- children should be at least 5 years
old to participate. Participants ought to make out a cheque for the trip and a separate
cheque for membership, pins, etc. It is a good idea to take down the person's phone number
for your trip list.
The guests and room-mates should fill in the appropriate forms, which are found on the
web page, and make the appropriate contribution. The e-mail addresses of new
participants should be noted and given to the person in charge of our e-mail list.
The waiver form, which is also found on our web pages, should be signed by all
participants.
Before the trip, find out about skiing conditions. This can be found on our web.
Normally there is enough snow for downhill as the mountains have snow-making machines; but
sometimes X-country is simply not available. X-country skiers should be informed if there
is no snow and should be refunded the cost of the trip.
OBSOLETE: The mailing should be done at the same time as the fliers are distributed
in the Secretariat. The Membership Secretary has the mailing list and can print out the
labels. All available Committee members should get together to help put the labels on. We
will mail fliers individually to our members in the Missions instead of putting them all
together in one envelope for each misslon .
The cart for loading the bus should be prepared at least a day before the trip. It
is in the locked room in the far left hand corner of GA-37 (which is behind the Post
Office in the Visitors Entrance). Find out which Committee member has the keys.
Make sure that there is enough wine, cider and water. About 6 gallons of white and 4 of
red are needed for a full bus. If there is to be a party on the Saturday night, then bring
an extra gallon of each. Also, 4 1/2 gallons of apple juice and 2-3 gallons of water. Also
about 6 bags of nachos and chips. Garbage bags - at least 5, trays (a little more than 1
per person), plastic wine glasses (about 4 each maximum), napkins and cup holders should
be put on the bus. Bring along memorabilia for sale on the bus.
In cases where we book the trip ourselves - and not through Ski 93 e.g. - ensure that
the driver has a separate room for himself. This could be in the lodge or elsewhere - and
a hookÄup (to keep the bus warm).
On the Monday of the week of the trip, write to Security (Mr Berold HINDS, C-111), to
request permission to bring a bus into the Secretariat court-yard on the Friday and to
return on the Sunday (or Monday) evening. Check up on the Thursday to ensure that he has
received the memo (3*7028). (At times of heightened security, it might be an idea to
include a list of participants).
Deposit the cheques in the UNFCU checking account - 296210-1 attaching to the slip
a list of exactly what had been deposited - (e.g. 3*250 (Stowe - with the members names),
4*300 (Stowe with the members names), 4*10 guests - with the names, 10*5 members - with
the names, 10*2.5 pins). Return the deposit slips and the attached list to the Treasurer.
Obtain from the Treasurer enough cash and cheques to last the week-end and to cover
emergencies. Probably $400 for an average week-end, including the tip, but excluding the
cost of sandwiches. The bus driver is tipped in cash ($100 for a weekend and $150 for a
long week-end). If Hsin Yu is used, a 10% tip in cash is given for delivery. You might
also need cash to buy extra supplies and to pay for the sandwiches. Keep all receipts.
Go over the rooming arrangments with the lodge or Ski93 very carefully. Many times a
lodge will simply assume that we wish to put as many people as possible into each unit,
even if this means sharing beds. It is essential that two people of the same sex do not
sleep in the same bed, or that two people who do not want to share a bed do not do so. (We
can assume that people of the opposite sex wish to share a bed, unless we are told
otherwise).
On the day of the trip, order the Chinese food from Hsin Yu (752-8943), including one
meal for the bus driver. Marginally more chicken than shrimp and definitely less beef
(e.g. for 45 on the bus, order 18 chicken, 16 shrimp and 11 beef).
Collect the ice for the cooler from the Conference Services room near Conference Room 4.
If this room is shut, the Cafeteria should be able to help.
One trip leader should be there to meet the bus. Both trip leaders are in equal and sole
charge of the trip. A "senior" Committee member who might be on the trip has no
authority to over-ride the decisions of the trip leaders.
Ask the cross-country skiers to load their skis last.
Welcome everyone aboard the bus and inform people that they should retain their seats on
the way back. Make sure that all those on the bus have signed the waiver form. For any
trip out of the United States, make sure that everyone has a valid passport with a visa
allowing for re-entry into the United States. (The problem is often not getting out of the
United States, but rather re-entering).
Hand out the cup holders when the bus is in Manhattan and start to serve the wine, soft
drinks and potato chips when we have crossed the Lincoln Tunnel into New Jersey.
Subsequently hand out the trays and forks and then serve the food. About two or three wine
runs should be enough. It is not normally a good idea to leave a gallon of wine with
people in the middle or back of the bus.
Smoking is not allowed on the bus.
The person in charge of safety on the bus is primarily the bus driver who can always
over-ride a trip leader. He can decide when he needs to stop for a rest, how fast to go
and whether people can leave the bus. If the bus stops or breaks down on the highway,
participants will probably be told to remain in the bus and not to get out to stretch
their legs or have a quick smoke. No trip leader should complain to the driver that he is
going too slow and should go faster nor can he or she order him to take an alternative
route. We must be fully co-operative with the driver. He should be offered a meal and, of
course, soft drinks.
On arrival at the lodge, some participants might complain about the standard of
accommodation. They should be told as firmly and politely as possible that this is a
Skiing Club which does not set out to provide luxurious accommodation. It is not a good
idea to start re-arranging rooms to suit a few obstreperous individuals. It might be the
case that the Lodge/Ski93 is at fault e.g. putting two people of the same sex in one bed -
and a bit of firmness with the Lodge/Ski93 might be required.
Cross-country skiers are not second-class citizens and the trip leaders should ensure
that they are taken to their skiing area and given all assistance with rentals etc.
Similarly, the trip leaders should ensure that all the down-hill rentals are taken care of
and that those wanting lessons are shown where to go.
No refunds are made by the Trip leaders for the Beginners' Skiing Lessons programme.
Participants are asked to complete the form before the end of the trip and to hand it to
the Trip leader with the receipt. These forms should be sent by the Trip leader to the
Treasurer after the trip.
Before arriving at the mountain, the trip leaders should ask for two volunteers to
unload all the skis. Nobody else should unload the skis (otherwise people start pulling
out their own skis, often ripping other people's ski bags). Members should be told to wait
on the bus until the lift tickets have been purchased and distributed.
Skiers should be reminded on the Saturday night that they will be expected to put all
their equipment on the bus the following morning by (e.g.) 8.30 a.m. and that the bus will
not return to the lodge to pick them up. Separate arrangments to pick up the cross-country
skiers are normally made, with it often being possible to meet them at the lodge about 1/2
hour before the bus is due to head for the slopes.
After entering Manhattan and before arriving at the Secretariat, remember to thank the
driver and to announce the next trip.
After the trip, submit a Statement as soon as possible, showing expenditures and
receipts, and return to the Treasurer with all the receipts and deposit slips .
Cancellations - we try to discourage cancellations as much as possible, and generally
state that no refunds are made if a substitute cannot be found. However, our normal policy
is to charge the person the cost that his cancellation has caused the Club. Thus, if a
person drops out we normally only refund the cost of the room if we are not charged for it
- which means that if the cost of the bus is about $65 per head we deduct this from his
payment. If we have to pay a penalty for not taking a room, then we also charge for this.
We should be as understanding as possible about any emergency, especially a family one,
and make a full refund. We should always try to find a replacement, and in borderline
cases should veer towards generosity, allowing the person to put his payment towards the
cost of the next trip.
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