Your role isn’t to do everything, but to make sure everything gets done. By delegating key roles, supporting your volunteers, and reducing uncertainty for the group, you ensure the weekend trip is a fun, smooth, and memorable experience for everyone.

– **1-2 Weeks Before**: Get access to the trip details in Neo Crew. Find out the food budget from the Treasurer. Recruit volunteers for key roles: `Overnight Caving Coordinator`, `Evening Meal Chef`, `Breakfast Chef`, and `Overnight Gear and Tackle Coordinator`.
– **The Week of the Trip**: Create the trip group chat on Messenger and check in with your key volunteers. Ensure hut access info has been sourced. Allocate remaining roles, like `Overnight Trip Reporter`.
– **The Day Before**: Run through a final checklist: Does everyone have a lift? Is the food plan sorted? Does the Caving Coordinator have wet-weather options ready? Send out the final arrival information to the group.

– **Friday Night**: Support the Caving Coordinator as they lead the planning session. Once groups are formed, ensure everyone knows the breakfast and departure times for Saturday. Check with the food team that breakfast things are ready for the morning.
– **Saturday**: Check in with your volunteers and help solve any problems. Before bed, ensure the plan for Sunday’s caving is sorted, timings are announced, and breakfast is prepped.
– **Sunday Morning**: Lead the hut clean-up. The kitchen is often the biggest task. Deal with leftover food—return non-perishables to the club stores, and give away or dispose of perishables.

Publicly thank your key volunteers in the group chat. A little appreciation goes a long way. Reconcile attendance and report any incidents to the committee.