Timeline
12/14+ months before departure
- Selection/identification of event.
- Internal charity discussions regarding potential clients, facilities available within charity for marketing and support of clients etc
- Confirmation to ACUK of intention to go ahead
- Agreement received and signed
- ACUK Retainer Invoice received and paid (if applicable)
- Event manual, booking forms, fundraising packs prepared
10/12 months before departure
- Start marketing
- Collect all names and addresses of enquirers. If they are interested in other locations or styles of challenge take all information down. It is vital for the person fielding calls/selling to potential participants to be positive and excited about the destination and challenge.
- Vital for person fielding calls/selling to pax to be positive, excited about destination and challenge.
- Deposit for flights. Usually £100 per participant (for as many as you think will be on challenge).
6/10 months before departure
- Support and encouragement with participant fundraising
6/8 months before departure
- Set briefing date
- Reassess numbers of participants and consider increasing flight numbers (if available)
- Possible participant training weekend.
10 weeks before departure
- Receive all sponsorship from participants
- Final names for flights. All names as per passport
- Briefing for all participants to hear about the challenge
- Receive detailed times itinerary
8 weeks before departure
- Balance payment to ACUK for all flight and ground costs
- Copies of participant insurance forms must be sent to ACUK
- Copies of participant medical forms must be sent to ACUK
- Compile room sharing list
1 month before departure
- Deal with drop-outs and cancellations of participants
- Receive and check tickets
- Receive emergency contact sheet
