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trip: updated the wording to reflect the new questions/format

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Events/Planned/Euro_trip_2025.md
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@ -8,14 +8,13 @@ The foundation is based off of the 2021.
The following points are based on the questions posed in the Foreign Trip Proposal form provided to the Computer Society.
(<<https://cdn.ulwolves.ie/docs/resources/Wolves_on_Tour.docx>>)
### 01 - Name of the Club or Society
### Name of the Club or Society
UL Computer Society
### 02 - Date of Trip
21-28 May 2025.
These dates are after the spring exams.
### Date of Trip
21/05/2025 - 28/05/2025
### 03 - Organisers
### Organisers
Main Organiser:
* Brendan Golden
@ -24,7 +23,7 @@ Trip Leaders:
* $PERSON2
* $PERSON3
### 04 - Destination & justification for choosing this location?
### Destination & justification for choosing this location?
The International Conference on Social Media and Cloud Computing (ICSMCC-25) is being held in Berlin on the 24th and 25th of May.
This conference is a research based conference where we expect our members to gain an increased understanding of the cutting edge of some of the topics covered in UL.
It will also provide our members with international networking opportunities.
@ -32,55 +31,102 @@ It will also provide our members with international networking opportunities.
The city also hosts an impressive collection of technological based museums, to know where we (and technology) is going we must first know where we have been.
These cover everything from early mechanical computers, to technology used during wartime and the cold war, right up to near modern day.
### 05 - What is the developmental reason for this trip?
### Context
#### Can this be done locally? (Saying yes does not mean the trip won’t be approved):
No
#### If yes, why select a location abroad?
ICSMCC and its content is not easy to find in Ireland.
Additionally Ireland does not have a long history with tech, this translates to us having no tech based museums.
#### How will this trip upskill/enhance training and the Clubs and Socs experience of members?
Our primary reason for the trip is to attend an industry/academic conference which will provide an experience they cannot be obtained in Ireland.
Aside from that Berlin is home to many museums which cover many aspects of computer history, from early mechanical days, to use of computers in the cold war to more modern such as the fledgling computer games industry.
The museums that we have picked showcase some fascinating exhibits on computing and technology.
Some other museums and exhibits we plan to visit are to inspire and learn about the history of technology and computing.
Our trip in 2019 before Covid helped to develop the society both socially and in relation to knowledge of tech from the past and how far it has come.
### 06 - How much is the overall cost?
The trip will roughly cost €14000-€16000, broken down by flights, accommodation, transport and museum tickets for 20 people.
Depending on how much the society covers (€7000-€8000) the cost for the individual will be €400-€500, see the table below for more information.
#### How does this link to your club or society?
We are Computer society, so attending a conference on cloud computing is right up our alley.
That is not even mentioning how wartime, specifically the cold war helped propelled computing forward.
### 07 - Is this the first time this trip is proposed?
#### Is this the first time this trip is proposed?
Yes this is the first time this trip has been proposed.
We saw how successful our trip was in 2019 and because of being unable to go for the past few years with COVID we wanted to up the trip capacity again this year.
From a quick gauge of interest in the society it seems like we have a lot of interest for the trip.
This has made us decided to go from 15 to 20 spaces on the trip.
This has made us decided to go from 15 to 20 spaces on the trip.
### 08 - How will you advertise this trip?
#### How will you advertise this trip?
We will be sending out an email to all members and advertising this event on our Discord and Instagram page.
We also plan to have an information meeting and presentation.
We also plan to have an information meeting and presentation.
### 09 - How do people sign up for the trip?
#### How do people sign up for the trip?
Sign up will be via Wolves.
### 10 - Are there selection criteria?
The committee reserve the right to refuse trip attendance to any member provided a valid reason is given by the committee.
#### Is there selection criteria?
All candidates must be in good standing in the Society.
In certain cases the committee reserve the right to refuse admittance.
All candidates must be in good standing in the Society.
### 11 - What is the breakdown (Undergrad, Postgrad, Alumni, Other) of the different membership types?
#### What is the breakdown (Undergrad, Postgrad, Alumni, Other) of the different membership types?
At least two thirds of the available twenty spaces on the trip will be reserved for undergraduate/postgraduate UL students who are members of the society.
The other third will be offered to other Computer Society members (e.g. alumni or external members) but higher preference will be given to undergraduate/postgraduate students.
### 12 - What is your Health and Safety Plan for the trip?
### Cost
| Cost | |
|-------------------------------------|--------:|
| Total Cost | ~€15165 |
| % being subsidised by club | 46% |
| Amount being subsidised by club | €7000 |
| Estimated No. of Members travelling | 20 |
| Cost per Person | €412 |
#### Please insert a full cost breakdown of your trip here. Please include any funding details here
| | Per Person | Total |
|---------------|-----------:|----------:|
| Flights | €139.85 | €2797.00 |
| Accommodation | €278.43 | €5568.60 |
| Transport | €107.00 | €2140.00 |
| Locations | €233.00 | €4660.00 |
| Total | €758.28 | €15165.60 |
The trip will roughly cost €15165, broken down by flights, accommodation, transport and museum tickets for 20 people.
Should the society cover ~€7000 the cost for the individual will be ~€400, see the table below for more information.
Funding from the Computer Society portion will be from our savings as well as some of the sponsorship we have obtained this year.
On top of that we have yet to submit some of the capitation requests for our earlier Irish trips.
Screenshots of the estimated costs can be found in the appendix.
### Health and Safety
#### What is your Health and Safety Plan for the trip?
Consent training is required for committee members attending.
As part of an information meeting which will be held before we depart on the trip we will discuss safety with each member of the society that is attending the trip.
We will also ensure that every member of the group has a European Health Insurance Card and a valid passport.
### 13 - For certain trips, especially clubs, is there a competency level that members must achieve before signing up for the trip?
#### Who will have overall responsibility for safety?
Committee members, with Brendan having the overall responsibility.
#### For certain trips, especially clubs, is there a competency level that members must achieve before signing up for the trip?
All members must attend an information meeting which will be held before we depart on the trip.
### 14 - Do you need to carry out first aid, a health and safety briefing or specialized training in order to maximise your time on the main training trip?
#### Do you need to carry out first aid, a health and safety briefing or specialized training in order to maximise your time on the main training trip?
We will designate a committee member who is attending the trip to carry a first aid kit before we depart on the trip.
The first aid kit will be carried by that individual at all times while we are on the trip.
No specialised training should be required for individuals to partake in this trip.
### 15 - What is your proposed Itinerary?
This is a total of a seven day trip after the Spring exams finish in May.
#### Who is responsible for training on the trip? Are they external or internal to the club or society? What is their qualification to coach?
We intend to get guided tours for many of the museums that we visit.
#### Have risk assessments been completed for this trip or do you need support?
No risk assessments have been carried out so far, support would be appreciated.
### Itinerary
#### What is your proposed Itinerary?
This is a total of a eight day trip after the Spring exams finish in May.
* 21th - Travel to Dublin, Fly to Berlin, Berlin Highlights Bike Tour
* 22th - Technik Museum + Science Center Spectrum
@ -93,15 +139,6 @@ This is a total of a seven day trip after the Spring exams finish in May.
We will be putting together a more detailed itinerary for our members and to pass on to C&S.
### 16 - Who is responsible for training on the trip?
We intend to get guided tours for many of the museums that we visit.
### 17 - What is the funding plan for this trip?
The subsidy that UL Computer Society will cover will come from our budget and savings.
### 18 - Have risk assessments been completed for this trip or do you need support?
No risk assessments have been carried out so far, support would be appreciated.
## Visas
Ensure you have at least three months until the expiry date of your passport to be allowed out and back.
@ -143,7 +180,7 @@ Cost breakdown is over four categories which cover the majority of the trip.
We will have two flights, there and return.
Some options may be better options because timing suits better.
| Item | Cost | Proof | Link | Notes |
| Flights | Cost | Proof | Link | Notes |
|-----------|-----:|------------------------|-----------------------|---------------------------------------------------|
| Cheapest | €87 | ![proof][flight_1_img] | [link][flight_1_link] | Cheapest but times are not the best for returning |
| Best time | €139 | ![proof][flight_2_img] | [link][flight_2_link] | Times of flights maximise days abroad |
@ -163,7 +200,7 @@ The most cost-effective is to book out dormitory rooms.
[Search page][accommodation_0_link]
| Item | Cost | Per Person | Proof | Link |
| Accommodation Options | Cost | Per Person | Proof | Link |
|-------------------------------|----------:|-----------:|---------------------------------|------------------------------|
| Kiez Hostel Berlin | €4544.82 | €227.24 | ![proof][accommodation_1_image] | [link][accommodation_1_link] |
| Metropol Hostel Berlin | €5568.64 | €278.43 | ![proof][accommodation_2_image] | [link][accommodation_2_link] |
@ -187,7 +224,7 @@ The most cost-effective is to book out dormitory rooms.
### Transport
Since we are staying for 8 days we will need a 7 day + 1day for transport in Berlin.
| Item | Cost | Proof | Link |
| Transport | Cost | Proof | Link |
|---------------------------------------------|--------:|---------------------------|--------------------------|
| EirEagle Limerick - Dublin Airport (return) | €42.00 | ![proof][transport_1_img] | [link][transport_1_link] |
| Berlin 7-day ticket | €52.70 | ![proof][transport_2_img] | [link][transport_2_link] |
@ -209,7 +246,7 @@ This is for all the locations we will visit, museums, exhibitions and tours.
Pass: https://www.smb.museum/en/plan-your-visit/museum-pass/
| Location | Cost | Proof | Link | |
| Locations | Cost | Proof | Link | |
|------------------------------------------|--------:|---------------------------|--------------------------|----------------------------------------------------|
| ICSMCC-25 | €169.00 | [pdf][locations_1_img] | [link][locations_1_link] | |
| Technik Museum + Science Center Spectrum | €7.00 | ![proof][locations_2_img] | [link][locations_2_link] | |
@ -245,14 +282,6 @@ Pass: https://www.smb.museum/en/plan-your-visit/museum-pass/
### Total
| Per Person (PP) | Per Person | Total (T) |
|-----------------|-----------:|----------:|
| Flights | €139.85 | €2797.00 |
| Accommodation | €278.43 | €5568.60 |
| Transport | €107.00 | €2140.00 |
| Locations | €233.00 | €4660.00 |
| Total | €758.28 | €15165.60 |
Round up from ``€15165`` to ``€15250`` to give a little bit of a buffer.
Final cost may be less than estimate.