Trips Committee

The Trips Committee plans, organizes, and conducts trips to places of interest and concern to Guild members, primarily to areas in the Southwest, but not limited to there. A Guild trip is a journey to an event, an interesting site, or a scenic location. It has an educational dimension with an interpretive “tour guide”. Guild trips are open to all Museum members with Guild members receiving priority.

If you are interested in volunteering for this committee, email the Trips Chair.

The Chair is appointed by the Guild President with the assistance of the Coordinator of Guild Programs. The  Chair works with the Guild Programs Coordinator, the Museum’s Education Services Manager, and other designated Museum staff in planning and organizing trips. The Chair may contract with outside tour guides and/or tour companies to assist in conducting the trips.

The Chair

  • Reports progress and problems to the Guild Programs Coordinator and attends all meetings scheduled by the Coordinator.
  • On the first Friday of each month, emails a monthly update on activities to the Guild Programs Coordinator.
  • Forwards flyers announcing trips to the Guild Programs Coordinator.
  • Invites the Guild Programs Coordinator to committee meetings if held. The Coordinator will attend whenever possible.
  • Acknowledges, by thank you note or other means, appreciation for the work done by the volunteers.
  • Sets up meetings and make all arrangements necessary with the Museum Events Coordinator.
  • At the end of the year, reviews the committee job description posted on the Guild website for accuracy and consistency. Reports needed modifications to the Guild Programs Coordinator.
  • Submits the Annual Committee Report in MS Word format, using the Sample Committee Report as a guide, by email to the Guild Programs Coordinator.

Tasks

  • Submit a budget to the Guild Programs Coordinator.
  • Explore trip/tour requests and opportunities with Museum staff and members of the Guild.
  • Establish contact with tour organizations that are able to expand, develop, and enhance desired tour sites by providing experienced guides and transportation. In addition, they will make arrangements for hotel accommodations and meals.
  • Request and review contract between tour agency and the Heard Museum Guild. Contract will spell out the responsibilities of both parties and the selling price from the agency. The contract will be signed by both the tour agency and the Guild President. Each group will receive a copy of the contract.
  • All payment by trip attendees is remitted directly to the tour company.
  • Assist tour agency with the development of brochure that will be sent out to trip applicants. This brochure will state the final trip price that will be determined by the Trips Chair. Usually additional money is added to the agency cost to cover expenses incurred by the Chair, such as envelopes, paper, ink, postage, etc
  • Coordinate the dates of all tours so they will not overlap major Guild and Museum event.
  • Promote the sale of each trip at Guild meetings, in I, the Guild website, and Museum publications. Since major trips may take up to a year to plan, allow adequate time and be ready to start selling the tour at least 3 to 4 months in advance of the trip starting date.
  • Investigate the costs and capabilities of various transportation, guiding, and accommodation options for a variety of trip or tour possibilities.
  • All communications go directly to communication@heardguild.org, with a copy to the Guild Programs Coordinator.
  • Investigate the costs and capabilities of various transportation, guiding, and accommodation options for a variety of trip or tour possibilities.
  • Make the necessary arrangements and negotiate the necessary agreements to organize the selected trip or tour packages.
  • Several weeks before the trip, send out letter to each participant giving them information relative to dress, weather conditions, altitudes, parking arrangements and other facts to make their trip more enjoyable.
  • Keep copies of all correspondence between trip coordinator, participants, and tour agency.
  • Record registrations. All payments by check or credit card from trip attendees go directly to the tour company.
  • Each trip has a maximum enrollment and a registration deadline.
  • Payment vouchers for all expenses are submitted to the Guild Treasurer.
  • Travel with the participants on the trip and act as liaison between participants and tour agency to handle any complaints or special needs that may develop while on tour.

Timeline

August

  • Submit a budget when requested by the Guild Programs Coordinator.
  • Usually 2 to 3 trips are held per year.
  • Each trip requires long-range planning as indicated above.
  • The committee works throughout the entire Guild year.

April

  • Review Guild website description of Committee work for accuracy and consistency. Report needed modifications to the Guild Programs Coordinator.
  • Submit by email the Annual Report in MS Word format to the Guild Programs Coordinator.
  • Attend the Notebook Turnover Meeting in the spring.

The Heard Museum Guild Board encourages innovation and process improvement, but new initiatives and/or different approaches, activities, or actions must be discussed with the assigned Coordinator and/or Guild Executive Committee and, if necessary, approved by the Guild Board and/or Museum.

 

rev 7/24/2014