13 minute read
The Outings, Activities and Tours Officer’s role
A few hints and tips for Probus Tour Officers to keep in mind when planning the next Club trip.
The role of the Outings, Activities and Tours Officer is an exciting and rewarding one. It requires planning, organisational skills, patience and imagination. It is recommended that more than one officer be appointed to fulfil this role.
Any Probus tour, trip and/or activity should be approved by the Management Committee. The Management Committee approves a Probus activity once they are satisfied that it meets all management guidelines.
When assessing whether to approve an activity, the Management Committee should consider all of the information related to that activity in order to approve it. This would normally include interest from members, location, availability, cost and risk assessment. The key functions of the Officer are to:
Investigate and propose suitable trips, tours, outings and activities to the Management Committee for consideration. In costing each outing or activity, ensure that all expenditure is covered and any cancellation fees are taken into account. Any discounts or ‘free of charge’ offers should be applied so as to benefit all members.
Maintain liaison with other Clubs with a view to arranging occasional joint outings.
Ensure that a risk assessment of each outing is conducted when determining suitability.
Ascertain feasibility – costs and booking arrangements.
Ask members for suggestions of proposed outings, tours and other activities.
1. Blackheath Probus Club members take an alpine hike at Thredbo
2. The Probus Club of Stuart Alice Springs on an outing to the town of Ooraminna
3. Adelaide North Combined Probus Club members gather for a day visit to Urrbrae House
Ensure that all members are provided with clear instructions in relation to the activity or outing including contingency plans. Collect money by a nominated date before each activity, keep complete records and issue receipts for all funds received. Give all money collected to the Treasurer for banking with a detailed listing of all funds received. Carefully record all expenses, such as postage and telephone calls, and submit these to the Treasurer with receipts for reimbursement. Consider offers from Probus Partners given that they normally attract a discount for Probus members.
Familiarisation programs
From time to time, an Officer may be invited by a trip or tour provider to participate in familiarisation programs known as “Famils” programs. This enables the Officer to experience a destination first-hand in readiness for a Club trip. Clubs should set a protocol for free of charge (FOC) benefits offered to Officers.
While the Outings, Activities and Tours Officer is responsible for planning these events, they do not have to do all the work. We suggest having a team of members to assist in the research and planning.
The objective of any Club is to have as much participation from members as possible. Not all members will participate in every trip, tour or activity so it is important to provide a range of trips, tours and activities that suit both activity levels and lifestyle.
Here are some tips to gauge interest from members:
Survey: A survey is a great way to understand what your Club members are interested in. We suggest using both open and closed ended questions in your survey that will identify members’ interests. If members are not participating in any trips, tours or activities, ask them why?
Health Check: The Club Health Check (provided by PSPL) can assist in identifying opportunities and interests. This can be a useful tool when planning outings for your Club.
Suggestion box: Consider using a suggestion box where members could include ideas and thoughts on what they would like to do.
Plan events with other Probus Clubs
Maintaining a good relationship with other Clubs is very important. If you are planning an outing or gathering, we suggest liaising with other Clubs with a view of arranging joint outings. This will assist in achieving minimum number of participants (if required) and will also strengthen the relationship with other Clubs within your local community. Here are some tips on how to plan a joint event: Find contact information for local Clubs in the online Directory of Probus Clubs in the Club Administration section of the PSPL website. Schedule meetings for you to discuss any proposed trips, tours or outings to gauge interest. This can be done face-to-face or even virtually via Zoom or hybrid meetings. Brainstorm some ideas together on what events may be of interest to members of both Clubs. It is recommended that each participating Club nominate a person responsible for agreeing on responsibilities and tasks among each Club. Ask the trip, tour or activity provider if other Probus Clubs are already booked on a proposed trip or tour and seek to combine your numbers to achieve minimum participation.
Promote your trip, tour or activity with the wider community
Promoting a Club’s level of activity by highlighting the range of trips, tours and events it participates in is a great way to generate interest in a Club.
Engage all members to take photos and submit them to PSPL to be featured either in our publications, website or Facebook. Send your submissions via email to marketing@probussouthpacific.org to be featured.
Here are some tips for submitting Club News: Provide a brief description of 100 to 300 words, preferably in third person, about the event with some highlights of the day. For all photos you wish to submit, ensure you have consent from the participants in the photos. Provide these same submissions to your local newspaper to promote the Club. Local newspapers are usually happy to include this information free of charge given the importance of Probus in the community.
Please note that due to the high volume of submissions, not all Club News will be published in the magazine, however we will endeavour to include them in either our range of publications, website or Facebook.
1. Meadowbank Combined Probus Club embark on a camelback adventure in Port Stephens
2. CoonaraCherrybrook Probus Club “catches the breeze” in Mauritius
3. Bella Vista Probus Club hitting all the right notes on an international visit to Harbin, China
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Setting a payment and refunds policy
Organising a trip, tour or activity can be a very exciting time for your Probus Club. However, there are some key aspects to consider before suggesting the trip, tour or activity to your committee. Depending on the type of outing, the Officer will need to pre-plan, do some research and set a policy with respect to payment and refunds, and ensure that Club members are fully aware of these policies.
When planning a trip, tour or activity, the Officer should:
Communicate/negotiate refunds and cancellation terms with the trip, tour or activity provider prior to booking. Sometimes there can be more than one provider in a trip (i.e. transport and accommodation) and, as such, it is important to ensure that all cancellation and refund conditions are understood at the time of booking.
Make sure to do some research and ensure the venue has a COVID-19 Safety Plan in place. Be sure to check whether they provide refunds or credits if members were unable to attend due to COVID-19 or if the locations being visited were to go into lockdown.
Ensure that members understand the cancellations and refunds policy when the booking is made to ensure that there is no misunderstanding. In some cases, a minimum number of participants is required and often no refunds will apply.
Consider setting an amount required as a deposit when seeking expressions of interest in the trip, tour or activity as this will assist in determining the number of participants early. In some cases, expressing interest without paying a deposit increases the risk of cancellations and/or inaccurate assessment of participant numbers. Encourage members to give sufficient notice of cancellations to allow the Club to offer those cancelled spots to other members, if possible. Ensure that all participants are clear on the final payment date.
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1. Yeronga Probus Club members take pole position in Scottish heritage town Maclean
2. Ringwood Clocktower Probus Club members feeling on top of the world in Birdsville
3. The Probus Club of Dingley Central visit the border town of Swan Hill and its famous 11-metre Murray Cod
Insurance coverage
Please be aware that only approved activities will be covered under the Probus National Insurance Programs, subject always to the terms and conditions of the policies within those programs. These activities include any event organised by a Club or Association such as meetings, outings, tours, trips and interest groups.
For insurance purposes, the approval of a trip, tour, outing or activity should be reflected in the Club’s minutes as being approved. Not all of the information the Management Committee considers needs to be reflected in the Club’s minutes. However, the minutes should contain sufficient information to understand what is being approved. The National Insurance Programs do not provide cover for cancellation/refunds, nor do they provide cover for illness.
Information about the Probus National Insurance Programs can be found in the Club Administration Section of the PSPL website at www.probussouthpacific.org ■
Highlights of Cronulla & Surrounds
Just 40 minutes by train from Sydney’s Central Station, the Sutherland Shire is a destination with pristine beaches, sparkling waterways and spectacular national parks. Combined with an outstanding café culture, you can experience coastal relaxation, fabulous food and natural beauty. Visit for the day or stay for a few to enjoy the beautiful Sutherland Shire. Discover…
Arts & Culture activities
• Discover Aboriginal carvings and middens on the
Jibbon Loop Track near Bundeena. • Explore the Bundeena Maianbar Art Trail on the first Sunday of every month. • Visit Hazelhurst Arts Centre and café, Gymea. • Visit Sydney Tramway Museum, Australia’s oldest tramway museum.
Nature & Outdoor activities
• Walk Cronulla Esplanade, follow the coastline walk to explore
Cronulla’s beaches & ocean pools. It’s the only beach in
Sydney accessible by train. • Visit Kamay Botany Bay National Park – Learn about Aboriginal culture, see Captain Cook’s Landing Place and watch the whale’s at Cape Solander (June – November) • Take the iconic wooden ferry from Cronulla to Bundeena or book a scenic lunch cruise with Cronulla & National Park Ferry Cruises. • Visit Royal National Park, the world’s second-oldest national park. Discover beautiful waterfalls, picnic areas and native flora. Park Connections can collect you from Sutherland Train
Station and help you explore the Park. • In Bundeena, walk the Jibbon Loop Track or paddle along the magnificent Hacking River with Bundeena Kayaks. • Join Cronulla Whale Watching to see these amazing creatures in their natural habitat (May – Oct). • Visit the EG Waterhouse National Camellia Gardens. One of its kind in NSW, with the Teahouse Café famous for its scones & tea. • Joseph Banks Native Plants Reserve is devoted entirely to
Australian native plants with four kilometres of sealed walking paths. • Como Heritage Trail – a 3 hour loop walk, download the map on Sutherland Shire Council’s website.
Food & Drink
Dine in beach-side restaurants & clubs and enjoy a vast array of cuisines. There are many options for groups big or small. Here’s just a few:
• Cronulla RSL • ‘Tradies’ – Gymea and Caringbah • Bundeena Community & Services Club • The Botanical @ Highfields, Caringbah • The Bavarian Beer Café, Westfield Miranda • Hazelhurst Café, Gymea • Mikes Bar & Grill, Gymea or Sutherland • Union Place, Jannali • Como Hotel • Club Central, Menai
