Outstation Trip

Transportation: 

• Research available options

• Negotiate price

• Share in Group for approval

• If traveling by car, co-ordinate with all car owners

• Get written confirmation of booking

• Share driver details in group

• Convey all that there is no home pickup and drop

• Manage smooth Pickup to assure pick up and drop

• Manage payments to the vendor

Lodging

• Compile the requirement of for total members

• Update the list for sharing purpose

• Check the availability of Motels, Home Stays, Hotels, Dharmshala, Tents, Camps

• Research the best option available

• Compare cost on all available platforms like Booking.com GoIbibo, Yatra, Agoda etc.

• Negotiate advance payment 

• Book

• Get all confirmations in writing over email

Payment & Accounting: 

Before 

• Cordinate withe other members and come up approximate cost

• Collect Non Refundable advance from all members

• Send acknowledgements

• Manage accounts on Splitwise and onboard all members

During:

• Make sure all expanses are entered in Split wise correctly

• Avoid multiple people making payment for one expanse

• Any personal expanses to be done directly by individual only

• Any expanse not budgeted to be approved by the lead only

After:

• Re-Verify all entries

• Cross check with event leads if there is any confusion

• Announce the closing of the account

• Settle up

• Monitor and make sure all settle their account and make a payment

Shopping:

• Check with the team and finalize the list

• Take approval from Lead

• Buy all required items at the lowest possible cost 

• You can compare whole sale market, Online etc.

• Please minimize the wastage

• List:

  • Water

  • Chips

  • Juice

  • Soda

  • Soft Drinks 

Easy to cook Snacks 

Entertainment: 

• Please comeup with some out of the box ideas for event

• Figure out entertainment for while travel and stay

• Music:

  • Offline Music is downloaded to devices

  • We have powerbanks

  • Music System

  • Hookah with Coal and Flavors

  • Playing Cards, Board Games etc.

  • Check with other members and finalize your plan.

Itinerary:

• Check Weather and monitor weather

• Research Places to visit and finalize

• Research Places to eat and finalize

• Findout is there is any event whoch may impact our trip like Festivals, elections, confrences etc.

Madhushala

• We follow BYOB

• Buying from destination is not a good option as most of the time it is very expansive.

• At the time of travel members may have no plan of drinking however at the destination, usualy they change mind and opthers have to offer out of courtsey.

• Please help those who want help in buying from Gurgaon L1

• Contact all and ask if they have any requirement

• Collect requirement and buy for all

• Please settle the account out of Splitwise and directly

• Please let all know " Themanage funds for the same  however make sure those who plan go consume should buy from Delhi and not dependent on others. May be someone can arrange to buy from L1 shops.