GOZY TRIPS
College trip organiser brief

Collect the dates, approvals and rooming decisions before asking for a group quote.
Copy this into your own document and complete it with your group. Share only the details needed for a quote.
Confirm availability, prices and booking terms in your written quote.

TRIP OUTLINE
[ ] College or group name:
[ ] Departure city and agreed meeting point:
[ ] Destination shortlist:
[ ] Preferred dates and alternative dates:
[ ] Latest required return time:
[ ] Estimated travellers and accompanying staff:
[ ] Budget preference per person, including or excluding travel:

APPROVAL AND SUPERVISION
[ ] Confirm who approves the trip and the approval deadline.
[ ] Confirm supervision arrangements, participant eligibility and any consent requirements with the institution.
[ ] Agree who coordinates the group and who can approve changes.
[ ] Decide how the group will share emergency arrangements privately before departure.

STAY, JOURNEY AND ACTIVITIES
[ ] Record room-sharing preferences and the split of students and staff rooms.
[ ] Share luggage needs, overnight-travel preferences and any separate arrivals.
[ ] List must-have activities and any activities needing separate permission.
[ ] Collect dietary, accessibility and other support needs privately; share only what is needed to plan.

BEFORE CONFIRMING A QUOTE
[ ] Request the itinerary, vehicle details, room allocation and inclusions in writing.
[ ] Check taxes, entry tickets, meals, activity charges and optional extras.
[ ] Confirm payment dates and cancellation or headcount-change terms before collecting money.
[ ] Agree the final passenger-list deadline and how the organiser will distribute the confirmed plan.

Planning template from Gozy Trips | https://gozytrips.in