Expo Transport: people and gear

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.

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.

Routes and travel advice

• Personal travel - Getting there

Accounting and money

• Accounting guideline - who pays for what travel
• Classifying travellers - the expo fiddle-factor
• Car costs - crediting car owners

Organising travel

• Coordination and coercion - why this is hard
• The 2019 travel matrix - In Googledocs
• The travel matrix - 2018 using SCRF as expo website was broken at a critical time - again
• The travel matrix - 2017 standard "who & when" format on the expo website.
• The travel matrix - 2016 using SCRF as expo website was broken. This has an example of additional "by week" and "by person" tables (scroll down to the bottom).
• The travel matrix - 2014 using SCRF as expo website was broken. This has an example of additional "by week" and "by person" tables (scroll down to the bottom).
• The travel matrix - 2004 (sophisticated) "who & when" (some browsers can't render this)

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.

Entering data: we have had no particular problems requiring all expoers to hand-edit HTML or Markdown tables when stating their travel plans. This is somewhat surprising.

Commercial gear shipping

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.

Back to Expo Planning Guide.