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To run an Outing Club trip:

  1. Do you want UROC to reimburse you for anything?
    1. If not, then you don’t need any paperwork - just arrange your group and go have fun!
    2. If you want a reimbursment, you need paperwork and planning. See below.
  2. What to do:
    1. Download and print a Club Sports Travel Itinerary. Fill it out, and hand it in to an officer at least a week before you leave.
    2. If you need food: Download, fill out and print a SAAC Fund Request Form, and turn it in to Mia at a meeting.
    3. If you need equipment from UROC: See, call or email Drew (You must be a UROC member to borrow UROC equipment for free.)
    4. If you are renting equipment, lodging, trip reservations, etc. from an outside vendor: Download, fill out and print a SAAC Fund Request Form, and turn it in to Mia.
    5. To be reimbursed for gas and tolls: Download and print a Club Sports Travel Form. Be sure to record your mileage and keep your receipts. Turn the completed form and receipts in to Mia after the trip.
    6. Remember - if you want to be reimbursed for anything, everyone on your trip must be on the member roster and signed a waiver form before going on the trip. Requests for purchase orders, Wegman's cards, van reservation payments, and all other buisness matters, should be made about a week and a half before the trip leaves.
    7. Contact person: Have a contact person - a friend, a UROC member, anyone that will be contactable during your trip. This person should have copies of directions of where you’re going, exact or approximate dates and times of arrival/departure, contact numbers there, and any other important information that you can think of. If anything goes wrong or anyone gets lost driving, etc., they are the person you will contact first.
  3. Go! Have fun! Be safe! When you return:
    1. Get mileage and gas/toll receipts to Stephanie with your name and contact information.
    2. Give Mia any receipts for rentals, etc. for which you could not pre-arrange payment.
    3. Arrange with Drew to return UROC equipment.
    4. Give photos to your friendly webmaster, Evan (digital, prints, whatever)
    5. Tell everyone what fun you had!! Trip leaders, please email Sam Falk (UROC secretary) the names/phone #s of any rental company or park you reserved your site at. This will make it easier for future members to plan trips.