One of the trip leaders should write a narrative of the field trip and be responsible for taking or collecting photographs from the trip. The photos should be scanned, and the *.gif files and the narrative text file should be turned over to one of the officers for posting on the web. A record of the trip is an important asset for the club. For displaying photographs, the Javascript used for the Klamath Basin 1998 trip is recommended. File size for images should not exceed about 40KB so that people using modems aren't frustrated with downloading time.

Many trips have been partially subsidized with hydrophiles dues.  One suggestion is to charge hydrophiles members a reduced rate, and non-hydrophiles a slightly higher rate.  This provides an incentive for students to join hydrophiles, while not discouraging students in allied disciplines who may not wish to pay full dues to attend one trip.  When estimating trip costs remember to include costs for transportation, photo developing, thank you gifts for professional presenters, any other associated group charges, and a conservative estimate of anticipated attendance (10-14 is typical).

If any professionals assist in the field trip, please follow up with a thank you letter or small gift. It is particularly important to maintain good working relationships with these individuals to ensure continued successful field trips.

Studies have shown that graduate students frequently have many demands placed on their time, and therefore have a tendency to adjust their schedules at short notice.  In order to ensure good trip participation, it is a good idea to set a final trip payment date, after which deposits will not be refunded (2 weeks prior to the trip works well).  At this time transportation should be arranged.  Lots of people will usually want to join after the final deposit date, which can be a good way to fill the available vehicles and reduce the overall trip costs.  Be flexible.  To date, we have never had to turn anyone away due to space limitations.

Please be aware that we cannot charge vehicles directly to our MU account (MUNW20).  In order to rent a vehicle, a research account index number must be used, and when the motor pool charge arrives (about 1 month after the trip) the MU account may be used to reimburse the research account.  The risk is that if anything happens to the vehicle during the trip, the research account is liable. 

To rent a vehicle, call OSU Transportation Services at 737-4141. In order to rent a vehicle, the driver must be approved to drive a state vehicle. The approval process is very simple, and consists of filling out an approval form that must be signed by a department head. A vehicle may be reserved by one individual, and driven by another, as long as both people are approved. This allows a vehicle to be paid for by an individual with access to a research account, but driven by a student who may not have an account available. Transportation Services has a wide variety of vehicles available and a staff who are happy and willing to be of assistance.  Another frequently less expensive option is to rent from Enterprise which also has vans available or use private vehicles. Enterprise will also charge an OSU index number, which can be reimbursed from the Hydrophiles account when the charge arrives. In either case, contact the Departmental accounts payable specialist to let them know to reimburse the research account from MUNW20 when the charge arrives.

Organizing a trip can be a fairly large time commitment.  The stress of trip organizing can be easily reduced by having different individuals handle different trip segments, driving and transportation, trip write-ups and website updates, thank you letters, etc., so ask for help or delegate tasks.