Trip Leader Roles, Duties and Responsibilities
I. Pre-trip Duties:
1. Sell the Trip
You must attend membership meetings and other ski club activities to promote the trip. Make sure you have read and
understand the sign-up policy. If at anytime you receive more deposits than there are spaces available for you will have
to conduct a lottery. Contact the BOD Trip Chairperson for details on how to properly conduct the lottery. Persons
submitting trip applications and deposits after all spaces are taken can, with the person’s permission, be put on a wait list
with deposit checks held. If a space becomes available then the deposit check will be deposited in the bank and the
person will officially be on the trip.
2. Know the details of the contract.
Understand fully the details of all penalty clauses and payment due dates. Be fully prepared to protect the club from
incurring penalties if space remains unsold as contracted penalty dates are reached. Contact the Trip Chairperson and
develop a recommendation for the Board of Directors (BOD) to decide if space on the trip must be canceled to avoid
penalties. Know the contract cut-off dates for unused space and dates for passenger lists and rooming lists. If your trip
does not meet the requirements for a comp, you must be prepared to pay for your trip while remaining the trip
leader. All budget overages are the responsibility of the trip leader and will come out of the comp earned, unless prior
approval has been received from the BOD.
3. Know the details of the ski area terrain, accommodations and other activities.
Make sure that trail maps, ski area brochures, and information on the local area are made available to the trip
participants. This material can usually be obtained from the tour operator for your trip, the ski resort and/or internet web
sites for the area.
4. Advertise the trip in the monthly newsletter.
Work with the Trip Chairperson to prepare a promotional write-up to be published in the Flyer. This will serve as the
official announcement for the trip. This will be needed by the July board meeting.
5. Account for the trip.
As trip leader you are responsible for all trip records as well as receipts and bank deposits. Keep a list of all participants
and record their payments (check date, check number, check amount and/or photo copy the check) for the trip. The
treasurer will provide you with deposit slips. After payments are received from participants, make bank deposits and
send a copy of the deposit slip to the treasurer.
6. Notify the treasurer of payments due to the tour operator at least a week prior to the due date.
7. Report Trip Status Monthly. Status of your trip needs to be present monthly at the board of director’s meeting. You
are welcome to attend the board of director’s meeting and report your trip status yourself. If you can not attend the board
meeting you must provide status information for your trip to the trip chairperson before the meeting so that the trip
chairperson may report your trip status. This information should include number of trip participants signed up, status of
payments to tour operators and trip suppliers, and status of trip participants payments. If there are any issues that need
input from or resolution by the board they can be presented at this time.
8. Trip Cancellation and Interruption Insurance
Where applicable ensure that trip participants are aware of the availability of trip cancellation and trip interruption
insurance. This information will be provided by the tour operator.
9. Trip Information Communication
As you receive initial deposits let the trip participants know that you have received their deposits and that they are
officially on the trip. Send periodic mailings with trip details and information to the trip participants. These
communications should be timed as reminder about the next payment due. These communications can also be used to
arrange lift ticket orders and payments as well as insurance information.
10. Pre-trip Orientation Meeting
Arrange a meeting place and notify the participants of the date, time and place for the pre-trip orientation meeting.
Prepare and distribute the trip itinerary, introduce people, discuss luggage limitations and review trip event details. If
available, airline tickets and lift tickets may be distributed at the meeting. Weekend and day trip materials may be
distributed at time of departure.
11. Emergency Notification Card
Have the trip participants complete the required emergency notification card, which will include someone to contact at
home in case of an emergency as well as health insurance information, if available. Request that all trip participants
carry personal I.D. with them at all times during the trip. A laminated club ID card will be provided to all trip
participants.
II. Duties During the trip
Remember that as a trip leader you are the Lancaster Ski Club’s Customer Service Representative and it is your responsibility
to assure that all trip participants are given every reasonable opportunity to have a safe and enjoyable vacation. You should
represent the best interests of the club and the participants in any disputes with the tour operator, property management
and/or the ski resort.
1. Verify and coordinate trip transportation
Contact bus and/or air carriers to verify departure/arrival times. Know the local shuttle service and keep everyone aware
of schedules. Pay bus driver tips and other tips as necessary.
2. Verity and coordinate lodging and amenitites
Several days before the trip confirm all rooming arrangements and details with the lodge management. Upon arrival
inform all trip participants to contact you immediately if there are any problems with their accommodations.
3. Assist beginners and others requiring lessons and/or rental equipment
4. Keep in touch with all trip participants
Obtain a list from the lodging management showing actual room assignments for all participants along with phone
numbers and distribute to all participants. Highlight your own room assignment and phone number. Identify a location
in the lodging where you can post messages and inform the participants that they should check this location daily.
5. Group Comraderie
Most trip participants join a group trip to share in trip activities. Ensure that all group events scheduled for the trip are
properly announced and communicated to all participants. You should strive to help everyone feel that they are a part of
the group.
6. Make note of any problems
Maintain a list of any problems encountered with any aspect of the trip so that these can be reviewed at a later time with
the trip chairperson, tour operator and the BOD. Try to focus on items that will be helpful to future trip leaders.
7. Record noteworthy items for the ski club newsletter
8. Encourage and promote the sport of skiing and other related winter sports.
9. Unexpected events
Inspite of all of your excellent planning unexpected events (e.g. airline pilot strikes, weather delays, etc.) may occur that
will require extra work on your part to ensure that the trip runs as smoothly as possible. Be prepared. Your tour operator
will provide you with emergency contact information where you will be able to get assistance in dealing with these
unexpected events.
10. Trip Surveys
Each participant is requested to fill out a trip survey. A good time to do this is during the return travel. The surveys are
annonymous and can be mailed in or returned to the trip leader. Trip surveys returned to you should be given to the trip
chairperson for tabulation.
III. Post Trip Duties
1. Provide a brief report to the BOD outlining your experiences on the trip.
2. Provide a short summary of the highlights of the trip to the newsletter editor.
3. Ensure that all accounting has been completed and reported to the treasurer.

Trip Leader Application
Please completely fill out and sign the form below. Your signature below confirms that you have received a copy of and have read the
Trip Leaders Roles, Duties and Responsibilities document and confirms that you agree to abide it contents.
Important Note: Due to the amount of duties and responsibilities of the trip leader before during and after the trip the Lancaster Ski
Club Board of Directors, based on research of tax regulations and consultation with legal council, take the position that the value of
your trip is not taxable income as it qualifies as “working fringe benefit”.
This code states that a fringe benefit that qualifies as a “working condition fringe” is excluded from gross income.
If you have questions regarding this, please contact the treasurer or trip chairperson before signing this application.
Name of trip: _______________________________________________
Date of trip: _______________________________________________
Trip Leader Name: __________________________________________
Address: __________________________________________
__________________________________________
__________________________________________
Phone number: Home _______________________________________
Work _______________________________________
Email address _____________________________________________
______________________________________ Date: ___________________
Trip Leader Signature

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