Planning the summertrip is becoming a more time-consuming task as the organization grows and there are many things to take care of. Here is a summary of the most important tasks, which are generally distributed in the “summertrip planning committee”, which forms every fall.
0) Keep a spreadsheet for overview e.g. I made a good one for 2025 Drive>Summetrips>Tangospirer summetrip 2025
1) RENT LOCATION
We have a document in the drive with a list of locations we have explored.
Drive>Summertrips>”tangospirer Summertrip house search ”
Identify the location that is available and contact them for booking. Ideally this should be done between 1 year and 6 months in advance. Here are some criteria for a good location: big dance room with good floor, accessible by public transport, not too expensive (~120 kr per person per night).
2) PRICING AND WEBSHOP AND PROMOTION, PROMOTION ,PROMOTION!!
The price includes accommodation and food (but not drinks). Avoid going bankrupt by setting the price to break even with a likely number of participants.
Make items in the shop. A person with access to the back-end of the website is necessary, but they don’t necessarily need to be part of the committee.
Make a FB event and spread the word as much as possible!
3) FOOD PLANNING
All food is vegetarian. Keep track of allergies!
Prepare a grocery list considering that: breakfast and lunch are buffet style, and dinners need to be suitable for cooking in large quantities. You can find inspo in the drive>summetrips>”summertrip24_food_recipes”
How to keep track of quantities and avoid waste:
In the spreadsheet, write your grocery list and set a quantity per person/per portion. [For example: milk 100 mL , i.e. what each person drinks on average for breakfast]. Then MULTIPLY this quantity for all the people and porions you need [Example 100mL x 5 days x 50 people = 25L]
>> ORDER DELIVERY TO THE LOCATION (Nemlig) >> Allow some time, do this at least 10 days before the trip. You can usually make small adjustments later.
At the trip: ration the food correctly otherwise you will mess up the food plan.
4) Plan the schedule of workshops. Contact teachers.
5) Plan cooking/cleaning groups. Print them so people can quickly check where their help is needed
HAVE A GREAT SUMMER TRIP!