Field trips provide an opportunity,
especially for registrants coming from a distance, to learn by first-hand
inspection, under authoritative guidance, something of the salient
features of the geology of the area. The Executive Committee passed
the following motion during its September 1979 meeting: "...for
purposes of the Annual Meeting, scientific field trips must be of
a demonstrable scientific character and of geological interest."
Please contact Beth
Engle at firstname.lastname@example.org
for all your field trip questions.
An early and important duty of the Section Annual Meeting
Committee is to determine:
- What field trips should be offered?
- The duration of field trips.
- The dates on which field trips should be conducted.
Field trip leaders should discuss tentative plans
with the meeting chairperson and obtain his/her approval. This will
assure that the field trip objectives and programming are in harmony
with the annual section meeting.
The Council has requested that the national meeting
field trips not be scheduled in direct conflict with the regular technical
sessions. It is recommended that this policy be duplicated for the sections.
Guidebooks may be published by the sponsoring group,
or by state or other agencies, and offered for sale at the section's annual
meeting. Contracted publishing services may or may not include: editing,
correcting grammar and spelling, getting illustrations under way, composing,
layouts, paginating, and handling post-meeting sales. GSA headquarters
would be willing to assist with the publishing of the Section meeting
field trip guidebook at a contracted fee. If the Section is interested
in getting help from Headquarters, they should contact Jeanette Hammann, Associate Director of Publications at email@example.com.
The sale of guidebooks is not limited to members attending
a single meeting, but may continue for many years. The cost of publishing
guidebooks is underwritten by one or more organizations, and this
expense should not be included in the section meeting budget. For
information on responsibilities and anticipated sales, please refer
to the section titled Field Trip Guidebooks.
|Field Trip Leaders Responsibilities
- Working out all geologic aspects of their individual
- Preparing articles for the guidebook.
- Providing a well-informed road guide for each bus or
- Arranging logistics such as transportation, meals,
hotel reservations, public address equipment, etc.
- Preparing publicity pertaining to the field trips to
be included in meeting announcements.
All field trips must be planned on a self-supporting basis.
The registration cost for each trip should be set to include all applicable
expenses in the approved budget of the Field Trip Committee, including the following:
- Transportation (where chartered buses are used, projected
transportation expenses should be based on two-thirds occupancy, and
include tolls, parking fees, taxes, insurance, fees such as a fee for
pick-up at hotels or airports, and lodging, meals and gratuity for the
- Meals and/or refreshments.
- Publicity-printing and mailing of special fliers
and field trip write-ups.
- Overnight hotel accommodations, including meals for
participants and designated leaders.
- Equipment rental, such as bullhorns, hard hats, camping
- Overhead committee expenses in operating field trips
(mailing costs, phone calls, copying, secretarial help, etc.).
- Expenses incurred by those planning field trips;
including administrative help and any pre-run trip expenses, incurred
by the trip leader(s).
- All guidebook costs (editing, printing,
|Field Trip Budget Worksheet
The sample budget worksheet may be useful when determining
field trip costs. If you elect to use the worksheet, feel free to
amend it to fit the needs of your section. Click here
to view a sample of this worksheet.
|Expenses Incurred in Planning
Those persons who are actually planning the field trips for the meeting should be reimbursed by the section, if funds from other resources are not available for their travel expenses incurred in constructing road logs, making hotel arrangements, and other duties. This amount should be determined by the section for each meeting, and should be included in the section annual meeting budget.
Each field trip registrant will receive a Participant
Information Letter and an Individual Information Form through the
GSA registration system. The form, which also requests the participant's
emergency information, must be filled-out and sent to the field
trip leader. This information helps the leader make the trip more
rewarding for all registrants. Please click here
to view a sample letter and form. Each field trip registrant should
also receive a Field Trip Itinerary. This information lets the registrant
know trip departure details, where the trip is going, and any special
|Cancellation of Field Trips
Where the number of preregistrations received
is not sufficient to cover the expenses of a scheduled trip, the
trip should be cancelled and the field trip registration fee promptly
refunded to the registrant. These decisions need to be made at the
time of the early registration deadline.
Once field trips with a limited capacity have been sold
out in advance of the trip, a small number of additional registrations
- five (5) - may be tentatively accepted on a "stand-by" basis. Stand-by
registrants should be informed that they are on "stand-by" for the trip
of their choice. If an opening does not become available to the "stand-by"
registrant, their trip fee will be promptly refunded.
Where prepayment of registration fees is adequate to
guarantee a trip's financial solvency, all necessary arrangements for
the trip should be finalized. If transportation and other arrangements
are such that additional registrants can be accommodated without upsetting
the trip's financial stability, additional registrations may be accepted
up to the trip departure. If overnight accommodations at locations along
the route have been made in advance, be sure to double check these arrangements
and reserve additional rooms if necessary and available.(Note
that the"final guarantee date" is determined by the contracted motel or
Unexpectedly bad weather may force cancellation of one or
more field trips at the last minute. In anticipation of this possibility, the
committee will formulate appropriate plans to be followed in this eventuality
(notification, substitute programs, refunds, etc.)
As vehicles are preparing to load for departure on each field
trip, the field trip leaders should be on hand to see that everything runs smoothly
and to assist in checking trip rosters, no-shows, stand-by registrations, last-minute
sales of guidebooks, public-address equipment or bull horns, and location of
refreshments or box lunches if any.
Please click here to view
and print the field trip transportation checklist.
All contracts are to be reviewed and signed by
GSA's Executive Director. Please forward all contracts to Beth Engle
no less than three weeks prior to
In light of the concern about what is known as "the insurance
crisis," GSA wants everyone involved in field trips to understand
the implications of GSA's insurance coverage. This information attempts
to do this without getting bogged down in insurance jargon. Please
review the entire insurance information at Field
Trip Insurance Information. If you have questions after reading
this, please contact Beth Engle, GSA's Senior Accountant, at (303)
357-1006 or firstname.lastname@example.org.