TRIP TIPS
Some suggested tips on how to plan your next major dive trip

These notes are based on practical experience of planing dive trips and are often based on hard experience. They are primarily suggestions for group travel, although many points still apply to individuals or buddy pairs. Again they are written with the international traveller in mind, but are useful for those taking a trip within their own country.

INTRODUCTION
The majority of dive trips/holidays can be split in to three component parts - travel (including transfers), accommodation and dive package. Although you may take these as a collective package, each one needs to be considered separately to ensure a successful trip. Alternatively, you can split each part and make arrangements separately which can give you the cheapest overall package. Broadly speaking, you are therefore choosing between an off the shelf package and one tailored to your requirements by you and your suppliers.

There are many specialist dive travel agents offering an excellent array of packages. Many of these are superb and run to established locations and are tried and tested. They may well offer good value for money, especially for small parties with little bargaining power. They will also offer peace of mind, especially if you are using an established company with the security of bonding. They also mean that you will have little to organise yourself, most things being pre-arranged for you. However, they tend to go to the more popular and therefore more frequented locations and are inevitably less flexible in what they can offer. There are a few exceptions to this, particularly with the smaller operators whose senior staff are often enthusiastic divers themselves.

If you want to do something a little different, or that matches more eclectic requirements, the off the shelf package may not suit you. In these circumstances, you may well be better off making your own arrangements. This way you are also likely to get the better-priced deal as you are essentially cutting out the middle man. You may well have considerable extra work to do this way, but you should end up with what you want at your target budget. In short, you have a choice between the advantage of likely substantial cost savings when you arrange things for yourself and the disadvantage of extra work and possibly risk if you choose this way.

Your first step is to reflect long and hard on exactly what it is you think you are looking for before starting the process of asking questions. There are many different options available and obviously each won't suit everyone. You should therefore carefully define what you want. What time of year will you go? What weather do you expect/want? What can you afford? But perhaps above all, what type of diving do your require? Scenic? Wrecks? Islands? Shore? Liveaboard? Sharks? Tropical? Walls? Lagoons? Drop-offs? The cameraman will not be grateful for a location where there the dives are predominantly fast drifts. The wreck diver may get bored with endless soft corals however beautiful they are. So think about the composition of your prospective party.


So here are some basic tips and ideas:

1) INITIAL PLANNING
a) Conduct initial research into several alternative trips - either entirely alternative locations or alternative options at the same location;
b) There is usually plenty of information available. Check the advertisements in the dive magazines for tour operators and read any relevant recent travel articles. Contact tour operators direct or visit their stands at shows;
c) Use the internet - skilled use of search engines will turn up a mine of contacts and information at your dive location or country of destination. Once you have one contact name, e-mail (or fax) them for proposals and more information on alternatives;
d) Visit the various dive websites to leave messages in dive newsgroups and forums asking for comments about what other divers have experienced at your chosen location;
e) Buy and read dive guides to the area you plan to visit. There are some very informative books (e.g. those published by New Holland, Pisces Books and Lonely Planet) which are regularly advertised in the dive magazines;
f) Start talking to airlines. If you have a group of 10 or more you should get a considerable discount. It is increasingly difficult to persuade airlines to sell direct to the public, as they prefer dealing with bonded operators. However, you will be able to discuss substantial discounts with consolidators;
g) Shop around and then negotiate, being prepared to split your package between several suppliers - travel, accommodation, dive package. This should give you the best deals, but, of course, it takes more to organise;
h) If you possibly can, inspect the location you intend visiting. There are always tips you can pick up from first-hand experience and you will invariably find you would do things a little differently if you were to return a second time.


2) ASSEMBLE A PACKAGE
a) Armed with your basic information, you should then put together a complete package. This could be one you have "brokered" yourself or something more off the shelf;
b) When looking at the travel element, you will probably have to trade off getting late bargains with securing a booking that matches other planned reservations. No frills, budget airlines offer some excellent bargains, but usually at the expense of flexibility;
c) Remember to clarify luggage allowance. You may well have to negotiate an extra personal baggage allowance - perhaps 10kgs over the standard allowance of 20kgs. This should be agreed in writing at the time of booking;
d) Think out your choice of accommodation to cater for needs of individuals in your party, such as suitability of room share, special dietary requirements and degree of comfort;
e) Ensure you put together a viable dive package. Work out what basis you want, such as tanks & weights only (weight belt included or not?) or full kit hire. How many dives will you get? What level of experience will be needed? Is there sufficient variety? Do they match the level of qualification of the least experienced member of the party, or are there options?
f) Ask exactly what kit you will get - tank size and type, A clamps/DIN fittings, nitrox availability, other kit hire;
g) Be careful about the timing of your trip. Ask about the best time to go. Factors you should consider are seasons, events and marine life. Seasons will, of course affect the weather and such things as sea-state, visibility and water temperature. Many locations are known for certain types of marine life - turtles, sharks, whales etc, but you need to go at the right time to see them. You may also need to avoid weather extremes. Additionally, you will usually find flight prices higher near public holidays.
h) Do shop around, negotiate and be prepared to say no or suggest alternatives. Compare prices before finally deciding on your total package;
i) Take references on the various operators and service providers wherever possible. An operator may be bonded, which will give you security, but you may be dealing with small businesses overseas. Ask them for names of recent customers. Ask for comments from others on the internet;
j) It is often possible to get lists of recognised tour operators from the National Tourist Office for your destination country. NTO's have representative offices in various capitals around the world, including London. Approach them for advice and clarification on status of tour operators;
k) Once you have decided what you want , get it in writing, spelling out precisely what you require and the cost;
l) Continue to liaise with your chosen service providers before departure, and as appropriate during your holiday.

3) GETTING THE PARTY TOGETHER
a) Once you are clear what you are doing, you'll have to get that across to prospective members of your trip. Be prepared to put out quite a lot of information about the holiday to encourage interest and ensure everyone knows what to expect. You might want to put this in writing, circulate travel brochures/leaflets/maps etc or even call a briefing meeting;
b) Be clear what is being offered and what the price includes. You may want to fix the ticket price to participants at a sufficiently high level to cover some expenses. If so, it is best to be open about this;
c) It is usually possible to get group discounts and even free places for each 10 or 15 booked. Decide what you are going to do with this extra revenue. Will it reduce the overall price, cover organisation costs or be used for some other purpose?
d) You should produce booking documentation for all members of your party. You'll need their full contact details and get them to accept any undertakings you require at this early stage, including with respect to deposits, balance payments, refunds etc;
e) Don't try to spread the group too widely unless you are prepared to make an extra effort in organising everyone. You'll be asked lots of questions by each participant, so the more in the group, the more work you make for yourself! The use of e-mail can be a bonus to facilitate quick communication to all participants;
f) You will need to collect initial payments from everyone to pay the trip deposits. This is likely to be from 10 to 20% per head. You should not normally be paying more than that. The balance should be payable about 6 to 8 weeks before departure;
g) As soon as the deposit has been paid, everyone on the trip should take out travel and dive insurance. You should encourage this. However, there are many different policies available and, as they tend to suit different personal circumstances and requirements, it is difficult to recommend any one insurer;
h) As part of the holiday briefing, it would be helpful if you provided a comprehensive list of local conditions and holiday tips. These are likely to include everything from hints on what dive kit to take with you to electrical power and plugs, sun cream, insects and clothing. Also give emergency numbers and take next of kin contacts;
i) A week or so before departure have a final briefing and organise a "shake-down" dive, especially if some members of your party have not dived for a few months. This can be especially important if you are going on a winter trip to a hot climate.

4) IMPORTANT MATTERS
There are 1,001 things to think about when planning a major trip. You will need to be closely involved with many things if you want it to go smoothly. Here are just some of them:

a) You will most likely need passports and perhaps a local visa on your trip. Most countries require that passports have a 6-month validity beyond the date of your return. Ensure you take any extra photographs you need for visas or passes and possibly a photocopy of the details page of your passport for extra security;
b) You will need money! Check out what is best - travellers cheques, sterling, dollars or local currency. It is not always obvious and local advice should be taken as to what is the most useful and where it can be changed. Some places readily accept credit cards, others cannot take them at all;
c) You should check out medical requirements some months ahead of your trip. A visit to your physician on your behalf, and others in the party, is useful to discuss inoculations and malaria precautions where necessary. Those of you in the UK are likely to find a telephone call to MASTA helpful. This specialist medical advisory service will send you the latest health details of your destination by return of post. It also includes other general warnings and observations about visas, security etc. Although access is on a premium phone line, the information provided is detailed and specific and can be taken to your doctor for discussion. MASTA also sell certain products for personal protection - e.g. against mosquitoes. You can call the MASTA Travellers' Health Line on 0906 8 224 100;
d) All party members should take their qualification records and log books with them. Any self-respecting dive operator should inspect your qualifications before allowing you in the water. Actually, if he doesn't you should be suspicious of him, unless you know him well. The operator may ask you to sign an indemnity form before you dive - likewise the operator should check yours!
e) It may be worthwhile co-ordinating group transport to the airport. Not only do you have the reassurance of everyone arriving together, but you may also save on fuel costs, car parking etc.;
f) You should pay careful attention to the security of the group, although the extent this is necessary depends where you are going. Advice and reminders you should issue will range from being extra vigilant against theft or assault (don't go around on your own) to being careful with luggage, cameras, jewellery as you would anywhere;
g) Remind members of your party to respect the ways, and traditions of the country you are visiting;
h) Sadly, even on the best-planned holidays, things can go wrong and people can fall out with each other. Party members may not agree with everything and can get tired and erascible after long journeys. A few words in advance of the holiday to let everyone know what is expected would be well worthwhile, especially with a large group. The actions of the few can easily spoil it for the many. As trip co-ordinator you should be prepared to step in and have a quite word before minor irritations become serious issues.

5) SAFETY
Just because you are going on holiday, is no excuse whatsoever for letting safety standards slip. So here are a few relevant points:
a) As party members for their emergency contact details of relatives etc back at home and take a list with you. Give a copy to the dive package provider;
b) Research the local evacuation and emergency procedures. Is it acceptable, for instance, that the nearest hyperbaric chamber is 300 miles away? Is your dive boat equipped with oxygen and radio?
c) On the trip listen to your Divemasters & Guides and observe their advice on local conditions. Discuss daily plan by all means, thinking about the experience and capability of your group;
d) Listen to dive briefs and PLAN THE DIVE AND DIVE THE PLAN;
e) Don't cut corners or take extra risks just because you are on holiday!

6) FINAL POINTS
a) Be prepared for it to go wrong! It may be worthwhile for you to have fallback arrangements or alternatives for certain aspects of the holiday. Remember that if things do not go according to plan, your party will look to you to sort them out. Redress is often difficult and time consuming, if not impossible from a practical point of view even if you do have contracts, bonding, and insurance;
b) Oh, yes, by the way enjoy yourself - tell others it's your holiday too!!

David Dixon
Chairman Peterborough Sub-Aqua Club
BS-AC Branch 0297

e-mail: scuba.diver@virgin.net
(c) Copyright DS Dixon 2000