SAMPLE

Guideline for Field Trip Itinerary Sheet
Maximum Two Pages (This is sent to all of your trip registrants. Please be as complete as possible!)

(TRIP TITLE)

CO-SPONSORED BY: (if applicable)

FIELD TRIP # :	COST: $
FIELD TRIP DATE:	MAX # OF PARTICIPANTS:
	MIN # OF PARTICIPANTS:

LEADER:	Name, Address, Phone (Business and home numbers). FAX, e-mail.
CO-LEADERS:	Name, Address, Phone (NOTE: It is not necessary to list address and phone for more than two co-leaders.), FAX, e-mail.
DEPARTURE TIME/DAY/DATE:	Example: If your trip departs from Seattle, your itinerary sheet should read: WASHINGTON STATE CONVENTION AND TRADE CENTER, LEVEL ONE AT CONVENTION PLACE, GSA FIELD TRIP CHECK-IN DESK. (If your trip departs from another location, BE SPECIFIC - list property, address, check-in desk, front lobby, etc.) (Does the day/date correspond?) It is suggested that the check-in time be one-half hour prior to departure, so trip participants can sign waiver, receive guidebook offprint or handout, and field trip badge. Trip departs promptly at ______ a.m./p.m.
ITINERARY:	Brief listing of daily trip activities by day. Include dates, times, hotel names, addresses AND phone numbers (this information is important so that participants can give it to family members), check-out times or other special instructions to be followed that day, i.e., baggage requirements? breakfast on their own? etc.
COST INCLUDES:	List what is covered by the trip cost and also identify what the cost does NOT include (meals, motel room for a specific night, etc.)
SPECIAL INSTRUCTIONS:	What type of weather to expect, special registration information, hard hats, safety glasses, or any other information the participant must know. If they are to make their own hotel reservations and a specific hotel is recommended, list the hotel and reservation information, and the rates. List any special transportation arrangements they may be responsible for and/or options. Any other suggestions should be listed here.
THE FOLLOWING INFORMATION MUST APPEAR ON ALL ITINERARY SHEETS:
CANCELLATION:	Example: Must be made in writing and received by the Meetings Coordinator, GSA Headquarters, PO Box 9140, Boulder, CO 80301-9140, gsaservice@geosociety.org by OCTOBER 3, to qualify for a refund. NO refunds for cancellation notices received after this date. Refunds will be processed as soon as possible after the meeting.