Austin Skiers

AUSTIN SKIERS TRIP CHAIR JOB DESCRIPTION

Background: Prior to Trip Chair selection, the Trip Planning Committee determines the destination and lodging.  The VP of Trips will sign the contracts for lodging and transportation and develop a budget for each trip.  In addition, the VP of Trips will create the website pages for each trip. After reviewing the duties of a trip chair you may submit your application.

The following are the duties of the Trip Chair: (Trip chairs may have the option to identify an assistant to help)

Administer the trip:

  • Communicate regularly with trip participants about trip details and snow conditions, payment due dates, rooming list, parties, activities planned before, during and after the trip.
  • Communicate regularly with VP of Trips, tour operator, resort contacts and if applicable TSC VP
  • Pay attention to all deadlines listed in your contract(s) and record dates into your calendar 
  • Submit and IET to the club Treasurer to request payments to vendors (Allow 7-10 business days for the check to arrive vendor)
  • Monitor sign ups and avoid unsold pillows; submit rooming lists to lodging on time
  • Develop your rooming list with input from participants and share roommate lists
  • Record participant payments in the club’s event management system (Wild Apricot)
  • Deposit checks at a local Chase Bank or ATM and notify the Treasurer via email of deposits you have made
  • Order lift tickets on time, keep a spread sheet of what each trip participant ordered
  • Create a budget sheet and share with VP of Trips for approval. Control finances to meet the budget for the trip
  • Find replacements for trip participants who cancel. Work with the Communications VP to post announcements on the Web site, in the newsletter, on Facebook and via an email blast.
  • Reconcile the trip finances with the Treasurer using Wild Apricot records, deposit records, spreadsheets, etc.

Sell the Trip and Customer Service

  • Provide a presentation during meeting in August and share the highlights of the trip
  • Create a flyer to handout and give out sales materials obtained from the destination or tour operator
  • Answer questions about your trip from club members and the public
  • Update the status of the trip on the club’s website as needed
  • Attend the monthly membership meetings to promote your trip
  • Attend other Austin Skiers social activities when possible to promote your trip
  • Promote the trip through Social Media sites like Facebook

Plan and execute the Pre Trip Party

  • Pre-trip Party: Host the party or find a trip participant to host at their home
  • Coordinate the pre-trip party date with the VP Trips to avoid conflict with other pre or post trip parties
  • Order name badges for those who request a badge. Provide club ribbons to participants
  • Purchase the food, beverages and utensils for each party. Set up and clean up after the party
  • During the party, brief the participants about the trip and cover the trip itinerary
  • Create and share the trip itinerary with details such as trip logistics, meeting the bus, when and where to pick up lift tickets, trip planned activities, apres ski meeting spots, daily on mountain lunch sites (we recommend meeting early or late to avoid lunch crowds,

During and After the Trip

  • Assist participants as needed during the trip
  • Provide a list of trip participants to members with cell #s so members can contact each other during their trip
  • Distribute lift tickets and any other items pertinent to the trip. (TSC credentials, packets, etc.)
  • Provide a welcome reception on the first or second day of the trip. This is usually a wine and cheese event. If not provided by the destination, then purchase the food and beverages, set up and clean up. This may be provided by the destination - Texas Ski Council (TSC) trips include a welcome reception.
  • Organize a Mid Trip Party - May be a pizza party or apr├Ęs ski event. Can be hosted in a condo, party room or restaurant depending on the venue available and the number of trip participants.
  • Farewell Party - TSC trips include a dinner. A farewell party is not required for non-TSC trips. Some non-TSC trips have offered a clean out the fridge party or equivalent
  • Post Trip Party - Set the date of the post trip party prior to the departure of the trip and coordinate the date with the VP of Trips.
  • Send an email prior to the trip to participants to determine how many people can attend a post trip party and if anyone can host the party at their home. With input from trip participants and the VP of Trips determine if a post trip party is viable.
  • Encourage members to post photos from the trip on austinskiers.org or facebook.com/AustinSkiersBoarders
  • Post Trip Party: Purchase the food, beverages and utensils. Set up and clean up the party
  • Send a final email thanking participants for supporting the Austin Skiers trip

 Complete an Application and email to:  Trips@Austinskiers.org
Powered by Wild Apricot Membership Software