Chepstow

Day and Overnight Trips and Holidays

We want to encourage and facilitate Groups organising these ‘Trips’ for our members but the problems associated with Covid-19 situation has made it clear that we need to tighten up our procedures and follow TAT guidelines. (All Definitions are shown at the end of document).

Day Trips and Overnight Trips
The aim must be for these to be self-financing but if problems arise the Committee have to underwrite any losses so it is essential that the following procedures are followed.

They must be notified to the Treasurer (Treasurer@ChepstowU3A.org.uk) with details and full costings before being offered to members so that:

  • The Treasurer is aware of our potential financial exposure if problems arise.
  • We can ensure that the correct procedures are being followed. This is for the benefit of the Organiser and/or the Group Convener, and all members of the Group.
  • We can advise which category the event falls into so the correct arrangements can be made.
  • Chepstow U3A do not organise more than the 10 Overnight Trips per year.

All Contracts and Agreements must be signed by a Trustee (Committee Member). Trustees are covered by a Trustee insurance policy if any dispute arises. Conveners are not authorised to sign anything on behalf of Chepstow U3A and would become personally liable for any disputes or financial penalties that might arise if something goes wrong.

Additional Notes

  • The Treasurer may use the Chepstow U3A credit card for payments from the Activities Account as this can provide extra security in the event of problems with a supplier.
  • If a member has to cancel their booking on a trip, a refund will be given wherever possible. However, this cannot be guaranteed as money may already have been committed for advance bookings or calculations for accommodation, entrance fees, transport etc. (Note that AwayDays have their own refunds policy – see their web page).
  • While U3A PLI & U3A Tour Operator Insurance (see Definitions below) are available for qualifying activities, normal travel insurance is the responsibility of individual members.

Holidays
Do not need to be notified to the Treasurer but they do not benefit from U3A Insurance or underwriting of any losses. See below under Holidays for more details.

Categories of Trips – As defined by TAT

1. Day Trips – Travel and Admission to an Event – U3A Members and Prospective Members Only

  • For all members of our U3A. Members of other U3As allowed.
  • Prospective members are allowed.
  • Are covered by U3A PLI. (See Definitions below).
  • Exempt from 2018 Travel Arrangements Regulations (see Definitions below) because they are less than 24 hours duration.
  • All transactions must go through the Chepstow U3A Activities Account

2. Overnight Trips – Travel and Accommodation – U3A Members Only

  • For U3A Study Group members only. Members of other U3As allowed. For example, all members of the Walking Trip must be in a U3A Walking Group but it could be another U3A’s Walking Group.
  • No non U3A members. No prospective members
  • Are covered by U3A PLI. (See Definitions below). In Europe also!
  • Are covered by the U3A Tour Operator Insurance. (See Definitions below)
  • They are exempt from 2018 Travel Arrangements Regulations (see Definitions below) providing. They are only offered ‘Occasionally’ - this means that Chepstow U3A must not organise more than 10 overnight trips in a year. Different members should organise the various aspects of the trip: planning, finance, accommodation, travel, visits, walks, etc.
  • Normal travel insurance is the responsibility of individual members
  • All transactions must go through the Chepstow U3A Activities Account

3. Holidays – Open to U3A and Non U3A Members

  • For all members of the U3A.
  • Also for partners, friends etc. who are non U3A members.
  • They are not covered by U3A PLI, (see Definitions below).
  • They are not covered by U3A Tour Operator Insurance (see Definitions below).
  • They are not financially underwritten by Chepstow U3A.
  • Normal travel insurance is the responsibility of individual members.
  • Must be organised through an accredited Travel Agency or Tour Company
  • Payments must be made direct to Travel Company, not to an individual an not through Chepstow U3A Activities Account.
  • Providing the above conditions are met they can be advertised through Chepstow U3A.

Definitions

  • TAT - Third Age Trust
  • U3A PLI - Public Liability Insurance included in each member’s annual membership fee to TAT. Definition from TAT: in general it is intended to indemnify the insured against compensation, which they become legally liable to pay, following injury or property damage sustained to others as a result of an activity. Legal liability to another person can arise in a number of ways but by far the most common is negligence. Public liability does not cover pure accidents where no legal liability has been established.
  • U3A Tour Operator Insurance – included in each member’s annual membership fee to TAT. Definition from TAT: this policy has been taken out to provide cover for a group who organise a short study trip which involves overnight accommodation and who may be deemed a tour operator. This comprises public and products liability and professional indemnity insurance.
  • 2018 Travel Arrangements Regulations. The Package Travel and Linked Travel Arrangements Regulations 2018 which apply to holiday travel arrangements and cover package holidays and linked travel arrangements