This page is an index to other pages with the information you need (updated 2018).
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The logistics of getting 20 or so cavers and half a tonne of miscellaneous gear out to Austria, on a shoestring budget with a limited number of cars, and people coming-from/going-to various places are daunting. The job mostly involves collating info and badgering people regularly. Starting early saves everyone money.
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Organising transport is one of the biggest nightmares and the sooner we know who is going and when, the easier this gets. Getting a second (non- refundable) deposit off people helps to tie them down.
<li><ahref="treasurer.html#travelcosts">Accounting guideline</a> - who pays for what travel</li>
<li><ahref="treasurer.html#traveller">Classifying travellers</a> - the expo fiddle-factor</li>
<li><ahref="treasurer.html#carcosts">Car costs</a> - crediting car owners</li>
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<dt>Organising travel</dt>
<ul>
<li><ahref="treasurer.html#travelorg">Coordination and coercion</a> - why this is hard</li>
<li><ahref="../years/2017/whoandwhen.html">The travel matrix</a> - 2017 standard "who & when" format</li>
<li><ahref="https://www.srcf.ucam.org/caving/wiki/Expo_2018/Who_and_When">The travel matrix</a> - 2018 using SCRF as expo website was broken at a critical time</li>
The expo handbook assumes (in places) that it is the Treasurer who organises transport; or by default it gets done by the expo leader. This is probably not a good idea and a dedicated transport coordinator should be nominated. This must be someone who has been on expo before, and who can liaise closely with the treasurer on decisions about allowable costs.
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Entering data: we have had no particular problmes requiring all expoers to hand-edit HTML or Markdown tables when stating their travel plans. This is somewhat surprising.
<dt>Commercial gear shipping</dt>
Rumour has it that we paid for a pallet of gear to be transported to Hilda's using a commercial courier at some point in the past.
