Trip Costs are composed of four elements: accommodation, travel, food and sundries.

Accommodation
Includes such costs as bunk house hiring fees, camping fees, YHA bed costs etc. This will either be a fixed cost per person, or will be a fixed cost for the venue that is divided between the number of participants. In the latter case, the cost per person will go down if there are more participants, but the trip may not be able to run if there are not enough participants.

Travel
Trip costs include an element of Group Travel costs for approved cars that are used for transporting members to and from venues and walk start / finish points if appropriate. The total costs (fuel and driver allowance) for all cars are pooled to calculate the cost per person.

 “Group Travel” is to from the Driver’s home start point to the Trip destination by the most direct route (allowing for small 10 mile detours to pick up group participants and any detours due to traffic conditions). Where group participants are travelling from their homes to meet the Driver at the start or at a meet-point en-route, then this is at the group participants’ own cost. If two or more are driving together from within Sussex to meet the Driver at their home / other designated start point then this part of their journey can be claimed as “Group Travel” if appropriate. 

To calculate the real cost of fuel in approved cars, the driver will be asked to top up the fuel tank just prior to departure and record the mileage or zero the trip. On return, the tank should again be topped up to full and final mileage recorded. The actual cost of fuel used on the trip is therefore the final bill plus any intermediate bills after the start. (Receipts must always be obtained for fuel purchased on return, plus any intermediate purchases.)

Total mileage will determine the driver allowance of 8.5p per mile; this is in recognition as a contribution towards running costs, wear & tear and maintenance of their car used for trips.

Participants who choose to travel independently at their own expense do not pay the travel costs element

Food
This is the cost of any food provided on a communal basis for the group. We try to provide a vegetarian alternative on most trips but if your dietary requirement is unique you may be asked to provide your own alternative or pay for anything that is bought purely for you.

Sundries
£5 per person is included in the trip cost to cover items such as additional driver insurance, car-parking, electricity meters, any admin costs incurred by the organiser and towards the HHMC contingency fund. 

On the more distant trips it may be necessary to have a second driver available to share the driving, and there may therefore be a cost attached to this, to add a named driver for one trip only or at renewal if anticipating a number of trips through the year. This cost, or an appropriate element of it, can be claimed by the driver as part of the trip cost under “sundries”

Cost per person
All costs are aggregated and then divided by the number of participants, except as mentioned above re travel.

Deposit
The organiser will take a non-refundable deposit when the trip is booked, calculated to cover the full cost of the accommodation.

Final Balance
The final balance will be payable after the trip, once all the travel costs have been submitted and the organiser has had time to do the final calculations. The final cost will be rounded up to the nearest £5; this will give rise to a small surplus which will be paid into HHMC club funds.

The balance, once requested, is to be paid within 5 working days 

Cancellation
The deposit is non-refundable. It may however be refunded in part or whole at the discretion of the Trip Leader, if appropriate: if a replacement participant is found for example, or if accommodation can be cancelled. If a participant needs to cancel happens after food has been purchased  (ie within a few days of departure) then there may be an additional amount to pay.

Insurance
Your club membership includes insurance through BMC. This however is for third party liability insurance for the Club and for individual Club members; it is not a personal accident insurance: please arrange your own personal insurance if you want this additional cover.

Note to all Trip Participants
The programme is drawn up to a year in advance, all trip estimates are based on fuel prices at the time of writing. Final costings for trips may therefore differ slightly from the estimated price.

Please note, the organisers do not get paid for doing any of this!