Planning a Trip

Whether you're planning a cultural getaway, a competition abroad, a conference weekend, or just an unforgettable bonding experience, society trips can easily become the highlight of the year. 

But before you start packing your bags, there are a few important steps to make sure your trip is safe, organised, and approved. Let’s walk you through it. 

Step 1: Submit Your Event Proposal  

You’ll need to submit an event proposal at least 2 months before your trip using the Student Group Form. 

When filling it out, make sure you select ‘Trip’ as the category. 

Trips involve more logistics, more planning, and more approvals than regular events. Submitting early gives us enough time to review everything properly and support you along the way. The more detail you include, the smoother the process will be. 

Step 2: Complete a Trip-Specific Risk Assessment 

You’ll need to submit a separate risk assessment specifically for the trip, in addition to your annual one. Trips come with additional considerations, so it’s important to think carefully about potential risks and how you’ll manage them. 

Some common risks to consider include:  

You should also include any risks that are specific to the activities you’re planning. For example, if your group is swimming, you must consider the risk of drowning. If you’re hiking, think about weather conditions and injuries. The key is to think realistically and plan proactively. 

Step 3: Meet with a Student Opportunities Coordinator 

Once your proposal has been submitted, you’ll be invited to meet with one of our Student Opportunities Coordinators to talk through your plans in detail. 

This meeting is designed to support you. We’ll review your trip plans together and discuss what assistance you may need, such as booking flights or arranging accommodation. We’ll also ask practical questions like: 

This step ensures everything is clear, organised, and ready to move forward. 

Step 4: Get Everyone Registered 

Before the trip takes place, every attendee must complete a Participant Registration Form. 

This ensures we have the necessary information for safety and administrative purposes, and that everyone is properly accounted for. 

You’re Almost There!  

Society trips create memories that last long after graduation, but good planning is what makes them successful. Follow these steps, give yourself plenty of time, and reach out if you’re unsure about anything. We’re here to support you at every stage of the process.