Steps for a Group Leader to follow for organizing a trip

1. Pick two dates

Find one or two dates that your group is able to go. The further in advance that the reservation is made, the better your chances of getting the date you want.

2. Call us.

We will take a tentative reservation for your estimated number of people, and set a date by which you will need to get us final numbers.

3. Contact your group

Give your group the information on the date and time and ask them to confirm with you by sending you a 50% (half the price of the trip) deposit. We strongly suggest that you get a deposit from each person in your group to protect yourself from having someone not show up and you losing the deposit that you put down for them.

4. Call us with final numbers

Give us the final number of people going on the trip.

5. Send in the 50% non-refundable deposit

This will secure your reservation. If the trip runs out of room before your deposit is in, we will make every effort to reach you to give you a chance to confirm your reservation, HOWEVER, you may lose your reservation if we cannot contact you and you do not have a deposit on the trip. When sending in the deposit, please include the name that the reservation is under, the date of the trip and whether it is a canoe or rafting trip. If you decide not to go on the trip, PLEASE call us and let us know so that we can free up your spaces for someone else.

6. Give your group maps and the schedule

Make sure that everyone knows when and where to meet. (Click here to print maps) Make sure that they know what is appropriate to wear and bring. Some common last minute problems include people not allowing enough time for the curvy roads around here and not realizing that we are on Eastern Time.

7. Get release forms (especially for groups with minors without parents present)

If you have any minors participating in the trip, make two-sided copies of the release forms. (Click here for Release Forms) The minor must read and sign both sides of the release form. In addition, the minor′s parent (or legal guardian) must also read both sides and sign the minor′s release form. We can not accept release forms in which the language has been modified (changed, added or deleted). All participants must read and sign the release form, including those over the age of 18. You can go ahead and collect release forms from everyone. This makes registration go much faster. However, if you prefer, the adults can fill out theirs once they get here.

8. Arrive at the designated meeting place on the day of the trip

On the day of the trip, we will ask that your entire group be present to get signed up. After your group is signed up, you will need to pay the balance of the bill. Please note that the discount that we offer to groups is only in effect if there is one person in that group that collects money, sends in the deposit, and pays the balance. As the group leader, it is at your discretion if you wish to pass the savings along to each person, or use the discount to pay for your trip, thus compensating yourself for the time and effort that organizing the trip required.

9. Relax and enjoy the trip!!

Remember - the group leader is allowed to have fun too!

Sheltowee Trace Outfitters P.O. Box 1060 Whitley City, KY 42653 1-800-541-RAFT (7238) fax: 1-866-FAX-RAFT (866-329-7238) e-mail: funky-rafting.com www.ky-rafting.com