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AwayDays Procedures

AwayDays Email: AwayDays@Chepstowu3a.org.uk

General Information

The Venue

  • Suggestions come from AwayDays Team, feedback from the members, coach company’s tours eg Grindles and various other sources.
  • Travel time about 2 to 2½ hours maximum but could be longer for ‘interesting’ visits. We sometimes ask members opinion about longer trips. Consider a brief stop on the way there for longer trips
  • Thursdays preferred, occasionally Fridays.
  • Avoid school holidays and other significant (Theatre) u3a activities.
  • Venue
    • Details are usually on their website but phone up to confirm
    • Get Group rate. Sometimes free entry for leader (See Finance - Trips below).
    • Can they provide tours or a speaker? Cost? Numbers?
    • Check coach access and parking, catering, toilets, accessibility.
    • Agree arrival time.
    • They will sometimes give us a welcome talk
    • If NT/English Heritage/Cadw etc. will need two prices
  • Only Trustees (Committee Members) of Chepstow u3a can sign contracts. If a venue requires a signed contract the GL MUST ask a Committee Member.

Contacting Venues

  • All potential venues must be contacted via WebMail using the AwayDays email address– see Beacon and WebMail
  • This ensures all correspondence is recorded centrally
    • If the visit GL changes all details are available to the new GL.

The Coach (Coach GL)

  • We currently use Grindles in Cinderford:
  • Quote is for a 53 seat coach with toilet. Their smaller 32 seater coach is not much cheaper.
  • Coach GL asks for quote specifying date, venue, start time from LC and return time from venue. Check if we have to pay for parking especially if we are going to a London venue.
  • When they send the quote. Check that all the details are correct!
  • Quote is added to WebMail Website GL will use the quote to update website
  • Confirm with coach company as soon as possible.
  • No deposit is required.
  • The day after the visit, an invoice is sent to the Coach GL.
  • Check that it agrees with the original quote and send to the u3a Treasurer (treasurer@chepstowu3a.org.uk) for immediate payment.
  • Keep all GLs up to date with progress, changes in dates, times prices etc.

Overnight UK Visits

  • Hotels is booked in advance with evening meal and breakfast included in the price. There will usually be a single person supplement.
  • Ensue that the hotel has coach parking
  • Most hotels will give free accommodation for the coach driver
  • Otherwise treat as a normal AwayDays with everything included in the price plus single person hotel supplement where applicable.

Finance – General

  • All transactions must go through the Chepstow u3a Activities Account.
  • Aim to roughly break even on each trip.
    • This is difficult as we have to fix a price by estimating (i.e. guessing) numbers by assessing the popularity of a trip.
  • We should aim to keep a balance of about £500(?) in AwayDays in the Activities Account to allow us to make losses on some trips and surplus on others.
  • Pay the venues using AwayDays u3a Credit Card or Bank Transfer (Treasurer).
    • Some require payment in advance, others on the day, others after the visit.
  • Coach paid by the Treasurer after the visit.
  • Don’t use personal Credit/Debit Card or cash apart from the Drivers tip unless really have to.
  • GL to pay driver’s tip by cash and claim from Treasurer
  • Finance GL should keep AwayDays I&E 2026 (or whatever the year) updated throughout the year and agrees with 'Ledger by group' for AwayDays Group so doesn't have to agree everything when the Treasurer asks for AwayDays report on December 31st.

Finance – Trips

  • Costs include everything:
    • Coach, parking (if applicable) and driver’s tip
    • Entry to house, castle, garden etc. Cost of any tour guide.
    • Small contingency for credit card charges of about £5.
  • Use spreadsheet to work out price for the visit based on estimate of numbers.
  • Avoid having adjacent visits with same price as this will cause confusion with finances.
  • Avoid price which is same as the current Membership Fee as this also causes confusion with finances.
  • No one gets a free place. This is u3a policy and supported by Chepstow u3a.
    • If venue offers a free place the value of this is used to reduce the price for everyone.

Members Pay for Visit by:

  • Bank Transfer preferred.
  • Cash and cheque deposits now incur bank charges. (AwayDays are not charged for these).
    • Send members email giving u3a Activity Account details with Reference (eg AWD KEW) so Treasurer knows where to allocate the payment.
    • Tell the Treasurer this Reference code.
  • Cheque payable to Chepstow u3a.
  • Pay at Tuesday Live or Coffee Morning where AwayDays Credit Card is an option
  • Full payment required on booking. We don’t do deposits.
  • Refunds given subject to u3a Refunds Policy.

Advertising the Visit

  • Then visit is open for booking on the first of the month. This is usually the month preceding the visit but not always.
    • Don't advertise more than one visit in the same month. This will lead to total chaos and potential loss of bookings in WebMail.
  • Advertise on Website, in Magazine, at Tuesday Live and Coffee Mornings. Email Beacon AwayDays Group and then all Chepstow u3a members if places still available.
  • We only allow Chepstow u3a members but if we are trying to fill a coach then we will consider members of other u3as and potential u3a members.
  • If the visit is oversubscribed have a waiting list
  • If high demand, consider a second coach, maybe on a different day.
    • The initial costing is calculated on a single coach so unless the second coach is filled there will be a financial loss.

Beacon, WebMail, Website and Phone

Training

  • For training in the use of Beacon or WebMail contact Derek
  • Training can be in person or by Zoom

Using Beacon

  • We have several Groups in Beacon
  • The largest is called '‘AwayDays’
    • This contains all members who have been on an AwayDays visit or have shown an interest in going on AwayDays.
    • This must be kept up up to date by adding new AwayDays members and removing members who are no longer in Chepstow u3a.
  • A separate AwayDays Group is created for each visit (ask the Beacon Team to do this). Examples are
    • AwayDays Bath 26
    • AwayDays Kent 26
    • AwayDays London 27
  • Each of these Groups list the members on the visit and must be updated as members subscribe to or drop out of the visit. This allows us to:
    • Contact those members going on that visit
    • Print a spreadsheet list of members on the visit with contact details.
  • 'Ledger by group' confirms members have paid by Bank Transfer or Credit Card or the GL has deposited cheques or cash into the Activities account.
    • The Treasurer has to manually update the Ledger from the Activities account so there will be a time delay (of up to a week) between the actual deposit and it appearing on the Ledger

Accessing Beacon

  • User ID is 'awaydays'
  • Password will be supplied to AwayDays GLs
  • Beacon training will be given if required.

Accessing WebMail

  • WebMail is provided by the Chepstow u3a Domain supplier and is used to handle all our Domain emails.
  • It is not as sophisticated as Chrome or Edge but is ok when you get used to it.
  • It is accessed using the following link:
  • https://webmail.cali.uk/?_task=mail&_mbox=INBOX
  • Logon using our email address (see top of this page)
  • Password will be supplied to AwayDays GLs
  • WebMail training will be given if required.

System Summary

  • Send emails to Chepstow u3a members via AwayDays Beacon.
  • Replies will be received in WebMail
    • Reply to these emails in WebMail
  • Send emails to Venues via WebMail
  • Replies to these emails will be received in WebMail
    • Reply to these emails in WebMail
  • All this will be explained in WebMail training

Website

  • Update our website visits as soon as they are planned. Indicate that it is provisional and show then date when bookings will start.
  • Update website with details eg travel information, waiting lists etc. as soon as available.
  • Don't add the price until the visit is advertised because members will be tempted to pay before they have booked in for the visit.
  • Keep the website up to date.

AwayDays Phone 07514 287 389

This a Pay-As You Go Account so:

  • It's for receiving phone calls only. 
  • If you use it for making phone calls the credit will be used up very quickly
    • BUT you have to make one call or text every 3 months to keep the account ‘live’.
  • Use your own phone to make phone calls.
  • GiffGaff Login:
    • https://www.giffgaff.com/index.php/auth/login?redirect=%2Fprofile%2Fpayback
    • Login: 07514 287 389 or awayd50 (member name)
    • Password: supplied
  • A verification code is sent to phone but be ready to see code because it disappears quickly!
  • Use for adding credit. Claim off Treasurer.
  • Phone Details
    • Samsung Galaxy A12
    • Password: none
    • Voicemail (password?) 1124
    • Hold button in middle RHS of phone in for few seconds to switch on or off.
  • Before Each Visit
    • Charge
    • Switch on
    • Connect to WiFi for updates
    • Make one call or send one text to keep it ‘live
  • Recharge after each visit
  • Switch off

Procedure for Each Visit

  • There should be at least two GLs for each visit. If only one then seek help from other members on the visit.
  • If visit has two coaches consider different days because it requires four GLs and is also more difficult to organise.
  • Visits start from Chepstow Leisure Centre (LC) car park where there is plenty of free car parking.
  • Start time from LC
    • Work out what time we would like to arrive at the venue and work backwords to a departure time from the LC.
    • Use the times given by Grindles but check with the AA (these timings are for cars) but add on allowance for possible road works, delays for rush hour and add 10 minutes for ‘booking in’ at venue.
    • Bear in mind that the school starts at 8.45 am so there is a lot of traffic around this time.
    • Longer trips should have a 20 minute comfort break at a Service Station or equivalent on the outward journey although we don't usually stop on the return journey.
    • Ask members to arrive 15 minutes before departure time and check in with the GLs before getting on the coach.
    • Aim to depart from venue no later than 4.00 pm. However, there will be exceptions.
  • Two Priced Visits
    • For example NT properties where NT members are one price and non NT members pay a higher price and we buy the entry ticket on the day.
    • Could give ‘cards’ to non NT members to exchange for their entry tickets after we have purchased them on the day.
    • Make sure that NT members do have their cards with them or they may have to pay the full entry fee on the day. 
  • Weekend Before Visit: email members to inform of:
    • Departure time from LC
    • Link to web page where all information is shown
    • Give AwayDays phone for use on morning of departure if member unable to come to LC.
    • Contact those not on email by phone.
  • Monday Before Visit:
    • Confirm date and departure times from LC with coach company.
    • Could give them AwayDays phone number in case coach has problems getting to meeting point
  • Day Before Visit:
    • Pay venue if this has been agreed with venue.
    • Prepare lanyards with member’s name and AwayDays mobile number in lanyard boxes
    • Take large plastic box for returned lanyards
    • Print list with members name and their home and mobile numbers from Beacon list.
      • This could be used for 'checking off' but giving out lanyards is an easier way of checking that people have arrived.
    • Driver's tip in envelope
    • Reserved signs for seats in coach
    • First Aid kit
    • Any booking acknowledgement
    • Any tickets or payment receipts (just in case venue doesn't 'remember' our booking)
    • AwayDays Credit Card if required
    • Make one call on AwayDays phone to keep it live.
      • GL who has the phone on the day should also have the list of members throughout the visit.
  • On the coach information sheet - see AwayDays Coach Information
  • Notes for Visit - from several years of AwayDays experience
    • Just because you have made specific arrangements with the venue don't assume that they will remember them when you arrive!. The person making the booking and the person on receptoin will be different and there may not have communication between them!
    • Take copies of emails and any payments as proof just in case.
    • Members don't always listen to (or remember) what they have been told. Make arrangements clear and repeat them. And expect at least one member to still not be aware of what they are supposed to do!

After Each Visit

  • Venue
    • Thank the venue if they have been helpful
    • Add any recommendations if appropriate.
  • Feedback forms
    • Send out to all on visit via Beacon.
    • Record responses on Word document
    • After suitable time has elapsed send completed Word document to AwayDays GLs
    • Update venue suggestions to Future Visits page
  • Beacon
    • Update AwayDays Group with any new members
    • When you are sure that you have finished with the visit, remove all members but:
    • Keep the visit on Beacon until the end of year accounts have been agreed with the Treasurer.
    • Then ask Bacon Team to delete the Group or AwayDays GL can rename it to another new AwayDays visit.
  • Finance
    • Arrange any refunds if appropriate. Ask members for their bank details - some will ask for a cheque because 'they don't do internet banking'
    • Make any final payments eg. coach, venue, refunds.
    • Claim back the driver’s tip from the Treasurer
    • Calculate finalise account for trip. Tell all GLs.
    • Ask the Treasurer top close the visit and transfer the balance to the AwayDays Group.
    • Update AwayDays I&E 2026 (or whatever is the current year) with the final figures.
    • Finance GL must update this as you go through the year and check it agrees with 'Ledger by group' for the AwayDays Group so you don't have to agree everything at the year end on December 31st.

Responsibilities

Each visit should be allocated to one mor more GLs, referred to below as the Visit GL.

Responsible ForGroup LeaderComments
Coach GLCoach bookings and liassonTheresaBookings or reservations should be as far in advance as possible.
Visit GLVenue enquiries, booking and liaisonVaries with each visitPrice calculation with Finance GL
Website GLWeb PageDerekCoach GL and Visit GLs must check Web Page
Finance GLFinanceDerekVisit finance, price calculations, end of year accounts
Poster GLPostersRuthVisit GL to supply details
Visit feedbackVisit GL
Credit Card readerNicky
LanyardsDerek

May 2026