When the organization arranges a trip for seniors and provides financial support or full sponsorship, several financial aspects need to be clarified to cover costs and ensure legal compliance. Here is an overview of the financial points that should be considered:

1. Travel Costs

   Transportation Costs:

   • Arrival and departure (flight, train, bus)
   • Transfers on-site (e.g., airport to accommodation, excursions)
   • Accessible transport options

   Accommodation Costs:

   • Room rental for the duration of the stay
   • Additional charges for accessible rooms
   • Potential extra costs for single occupancy (if needed)

   Meal Costs:

   • Full board (breakfast, lunch, dinner)
   • Snacks and beverages
   • Consideration of special diets and requests (e.g., lactose-free, gluten-free)

   Activities and Excursions:

   • Admission fees for attractions or cultural events
   • Costs for guided tours, special programs (e.g., wellness offers)
   • Organized leisure activities (e.g., museum visits, nature excursions)

2. Medical and Care Costs

   Medical Care:

   • Necessary medical assistance (e.g., caregivers, nurses)
   • Costs for medications or specialized equipment (if needed on-site)
   • Emergency measures (e.g., doctor visits or hospital stays)

   Care Staff:

   • Costs for professional caregivers during the trip
   • Expense allowances or fees for volunteer caregivers
   • Additional costs for individual care needs (e.g., incontinence supplies)

3. Insurance

   Travel Insurance:

   • International health insurance for medical emergencies
   • Trip cancellation insurance (in case a senior needs to cancel due to health reasons)
   • Luggage or accident insurance

   Liability Insurance:

   • Coverage for potential damages caused by seniors
   • Liability insurance for caregivers or staff

4. Administration and Organization

   Administrative Costs:

   • Organization fees for trip planning (e.g., booking fees, agency costs)
   • Possible administrative fees of the travel operator

   Advertising and Fundraising:

   • Costs for marketing efforts to attract donations (flyers, posters, online campaigns)
   • Events or initiatives to collect donations

5. Donations and Funding

   Donation Acquisition:

   • Overview of total costs needed for the trip (cost calculation)
   • Transparent breakdown of costs for potential donors (e.g., daily cost per senior)
   • Fundraising goals and communication strategy to secure the necessary funds

   Financial Support from Third Parties:

   • Partnerships with travel companies for discounts or special conditions
   • Applications to foundations or public institutions that support social projects
   • Support from private sponsors or companies

6. Tax and Legal Aspects

   Tax Deductibility of Donations:

   • The organization must ensure that donation receipts can be issued (non-profit status)
   • Transparent accounting of the use of donations to meet tax requirements

   Legal Aspects of Grants:

   • Clarification of any restrictions on covering travel costs for needy seniors
   • Ensuring all grants and subsidies comply with legal regulations (e.g., no violations of social security law)

7. Allowances for Accompanying Persons

   Volunteer Helpers:

   • Expense allowances for volunteer helpers or accompanying persons who support seniors during the trip
   • Possible reimbursement of travel and accommodation costs for caregivers

8. Reserves and Emergency Budgets

   Reserves for Unexpected Costs:

   • Potential additional costs due to sudden changes (e.g., flight rebookings, extra care needs)
   • Emergency budgets for unforeseen medical care or extended stays

By clarifying and budgeting these points in advance, a solid financial plan for the donation project can be developed, providing potential donors with trust and transparency.