Organising a Grimshaw student delegation is a enriching and rewarding task but it requires organisation and efficient planning. I am the Grimshaw Trips Manager and my role is to assist those who want to organise a student delegation this year – you can email me at firstname.lastname@example.org if you have any enquries.
A Grimshaw student delegation will consist of a mix of formal meetings with various organisations and (optionally) visits to chosen tourists sites that you must organise. You will also be in charge of estimating a cost for the trip and completing a risk-assessment form. The delegations normally have about 10-12 students attending and, in order to attract interest and make these trips accessible, we need to be advertising and promoting them in soon as possible. Therefore, final itineraries are expected on November 29th.
With that in mind, I have produced a Michaelmas term calendar of events and deadlines that have been put in place to make organising the student delegations as smooth and efficient as possible.
|1st November||Email a confirmation of your interest.
All prospective trip leaders should email me to confirm their interest. In this email, they should also suggest where they propose to do a student delegation and any ideas they have about an itinerary.
Obviously, these suggestions do not have to be definite; it is just so that I know roughly what to expect from this year’s delegations.
|READING WEEK||Start research!
For the departments that operate them, 2nd November is the beginning of Reading Week .
I would suggest that this would be a particularly good opportunity to dedicate some time to researching.
You will need to research organisations which you want to meet with, and noting down any contacts or contact details you may have with them.
Examples of some relevant organisations include International Organisations, NGOs, embassies, government ministries, local universities, think tanks and newspapers etc.
You will also need to research the logistical elements of your trip. You should begin thinking about flights, accommodation and dates.
|13th November||Trip Leaders Meeting –
This will be to see your progress. By this point, you should have a good idea of what your trip will include, when it will be held and the rough cost of the trip. It will also be a good opportunity to get inspiration from the other trip leaders and catch up!
|29th November||Final Deadline:
Itinerary, Risk Assessment, Facebook event
The committee will then work on advertising (e.g brochures, social media), which should be released in Week 10.
|7th December||Keep track of applications
Advertising for trips will begin now. You will start receiving applications, please keep track of everyone who has applied and their emails. Mark down those applicants which you would like to interview.
We will hold interviews for those interested at the beginning of Lent Term.