Organise a trip to an RHS flower show with your Gardening Club
05/03/2023
For many gardeners a visit to an RHS Flower Show is a must. They are wonderful events and definitely worth a visit. But, organising a group trip can sometimes feel daunting. No matter how much you plan, there will always be the chance that someone will lose their ticket, forget the time, or get distracted and miss the allotted meeting point. If you’re feeling overwhelmed by the event you’ve been asked to coordinate, we’ve put together some tips to make sure your trip is as stress-free as possible.
You’re not alone
Just because you’ve been asked to organise the trip, or have volunteered, does not mean you’re on your own. Get other members involved. Talk through the details with them, such as timings, destination, budget, and transport; their opinion can help guide your planning and will take some of the weight off your shoulders.
Who’s on the bus?
Whichever RHS Garden your Gardening group chooses to explore, it’s important to gather info from the members who will be coming with you to the show.
The easiest way to ensure you arrive and leave the show with the correct number of people, is to do a register. Whether you’re stopping at the services, or leaving the show for the day, you don’t want to leave someone behind!
Communication is also really important. Make sure that every member of your groups knows the full itinerary for your day, including meeting points, timings and how to get hold of you.
What should you (the organiser) take to the show?
- A list of all the members attending, along with their mobile phone numbers
- Emergency contact details for all members attending
- The mobile number of your coach driver
- A travel first aid kit
What should your members take to the show?
To avoid long queues and high prices you can encourage members to take the following items with them:
- Water
- Suncream
- Layers
- Snacks
- Picnic blanket or a kneeling mat to sit on
- Programme (if you pre-order them)
Arrange a meeting point
Organise a meeting point if you get lost or lose your friends. It’s entirely possible to be next to your friend one minute and then lost in a sea of gardening fanatics the next!
Booking your Gardening Club’s RHS tickets
It's important to pre-book tickets to avoid disappointment. To make a group booking for 20 people or more, select the RHS Flower Show you would like to visit, and send your booking request to the official RHS ticketing partner ‘The Ticket Factory’ in one of the following ways: Complete the online booking form, call 0800 358 0058 or email groups@theticketfactory.com.
Travelling to an RHS show as a group
Consider the logistics for your event. For example, for RHS shows, there is ample free coach parking at Tatton Park and Hampton Court Palace, however Chelsea is a different story. Chelsea Flower Show might be the pinnacle of the gardening calendar, but it’s worth noting that it is in the centre of London. This means that getting to the show isn’t as easy as parking the coach and jumping off.
- Plan your visit to Chelsea
- Plan your Visit to Hampton Court Palace
- Plan your Visit to Malvern
- Plan your Visit to Tatton
Booking a coach
Group trips require careful planning ahead of time, especially when it comes to transport. Have you decided how your club’s members will arrive at your destination safely and on time? Carpooling and ridesharing divide your group members among multiple cars, so keeping track of everyone and spending quality time together is harder. Drivers should ensure they are adequately insured under their car insurance policy.
Before contacting prospective bus companies for a quotation, make a note of the essential details of your trip. Key information you’ll need to provide your coach company:
- Location of pickup, as well as your destination
- The times you want to be picked up and dropped off
- The number of people in your group
- Do you need a wheelchair-accessible coach?
- Which amenities does your group need?
Safety, access, and Insurance
Safety & Security at the shows
Visitors will be subject to security searches upon arrival at the shows, and the RHS ask visitors attending the show to remain extra vigilant. Whilst security is tight and it may be tempting to avoid the bag search by leaving yours at home, at the RHS flower shows, you’ll find taking a bag useful. You may want to pick up leaflets, plant lists and impulse garden purchases.
Though the shows are well equipped with security measures, you should still remain aware and report anyone or anything suspicious, dangerous, or unusual to a member of the RHS show staff or security immediately.
Risk Assessment for your Gardening Club’s trip
Once your group is inside the showground, your members may be covered by the RHS’s public liability insurance.
Equally, if you are hiring a coach, you should be protected under the coach companies’ insurance. Your coach-driver will be responsible for your group’s safety while you’re on the coach. Though, it may be worth completing a quick visual check before departing, for your own records.
You should check your Gardening Club’s insurance details and/or inform your insurer that you plan to take a trip, to make sure you are covered and complete a risk assessment for any event you are holding
