Plan and Manage Your Adventures

The Trips & Events section is your comprehensive trip planning and management tool. Create detailed itineraries, invite friends, track expenses, and manage everything from weekend camping trips to multi-day expeditions.

Understanding Trip Types

Overlander supports three distinct types of events, each with unique characteristics:

Type	Icon	Purpose	Best For
TRIP	🚗	Multi-day overlanding adventures with routes and itineraries	Expeditions, camping trips, off-road adventures
MEET	👥	Social gatherings and meet-ups for the overlanding community	Group meetings, trail runs, casual get-togethers
SHOW	📅	Trade shows, expos, and large-scale events	Overland Expo, vendor shows, exhibitions

📊 Filter by Type: Filter at the top of the Events page to view specific types: All, Trips, Meet-ups, or Trade shows.

Browsing Trips & Events

Search and Filter

1 Search Bar: Type keywords to search across trip names, descriptions, and locations

2 Date Filter: Tap the calendar icon to set the minimum start date for displayed trips

3 Type Filters: Select from All, Trips, Meet-ups, or Trade shows

Understanding Trip Cards

Each trip card displays:

Banner Photo: Visual preview of the trip
Trip Name: Title of the event
Type Indicator: TRIP, MEET, or SHOW
Skill Level: Beginner, Intermediate, Advanced, or Expert
Date Range: Start and end dates
Privacy Indicator: Shows if trip is private
Bookmark Option: Save trips for quick access

Trip Visibility

Public Trips: Visible to all users in search results
Private Trips: Only visible to creator and invited attendees
Your Trips: All your trips appear regardless of privacy setting

💡 Pro Tip: Trips are automatically sorted by start date with the nearest trips appearing first. Search updates instantly.

Creating a New Trip

Create a comprehensive trip plan with all necessary details.

Basic Information

1 Tap "+ Add": In the top right of the Events page

2 Trip Name: Enter a descriptive name for your adventure

3 Description: Provide details about the trip's purpose and highlights

4 Trip Type: Select TRIP, MEET, or SHOW

5 Dates: Set start and end dates (can be single day or multi-day)

6 Skill Level: Choose the required experience level

Additional Details

Banner Photo: Upload an eye-catching image (recommended)
Meeting Point: Specify where participants should gather
Terrain Type: Describe expected road conditions
Vehicle Requirements: 2WD, 4WD, high clearance, etc.
Maximum Attendees: Set capacity limits (optional)
Cost/Fees: Note any entrance fees or expenses

⚠️ Important: Set the correct skill level to ensure participants are adequately prepared. Underestimating difficulty can create safety issues.

Building Your Itinerary

Create a detailed day-by-day plan with locations, activities, and routes.

Adding Itinerary Items

1 Navigate to Edit Trip: From trip details, tap "Edit Itinerary"

2 Add Stop: Tap "+ Add Location" to insert an itinerary item

3 Select Location: Choose from saved locations or search the database

4 Set Day/Time: Assign the stop to a specific day and time

5 Add Notes: Include specific instructions or activities for this stop

Itinerary Features

Reorder Stops: Drag and drop to change the sequence
Day Grouping: Automatically organized by day
Estimated Times: Set arrival/departure times
Distance Tracking: Automatic calculation between stops
Notes per Stop: Add context-specific information

Route Integration

Link saved routes from your Explore Routes collection
Import GPX tracks for navigation
Share navigation waypoints with attendees
View entire route on map

🗺️ Navigation: During an active trip, tap any itinerary stop to open it in your preferred navigation app (Google Maps, Waze, etc.).

Managing Attendees

Invite friends, track RSVPs, and assign roles for your trip.

Attendee Roles

Role	Permissions	Responsibilities
Organizer	Full edit access, manage attendees, delete trip	Trip creator and primary coordinator
Participant	View all details, add comments, check-in	Active trip member with full engagement
Observer	View-only access, no check-ins or active participation	Follow trip progress without actively attending

Inviting People

1 Open Attendees: From trip details, tap "Manage Attendees"

2 Add Person: Search for users by name or username

3 Assign Role: Choose Participant or Observer

4 Send Invite: User receives notification and can accept/decline

Attendee Management

View Status: See who's confirmed, pending, or declined
Remove Attendees: Organizers can remove people if needed
Change Roles: Adjust participant/observer status
Vehicle Information: See which rigs attendees are bringing
Contact Details: Access email and phone for coordination

💡 Observer Role: Great for family members tracking your progress, support crew, or people interested in following along without physically attending.

Equipment Lists

Create and manage comprehensive equipment lists for your trip.

Creating Equipment Lists

1 Navigate to trip details and select "Equipment List"

2 Tap "+ Add Item" to create a new equipment entry

3 Enter item name, category, and quantity

4 Optionally assign items to specific attendees

Equipment Categories

Vehicle Recovery: Tow straps, winch, hi-lift jack, traction boards
Camping Gear: Tents, sleeping bags, camp chairs, cooking equipment
Navigation: GPS device, maps, compass, satellite communicator
Safety: First aid kit, fire extinguisher, emergency supplies
Tools: Basic tool kit, spare parts, tire repair kit
Communication: Two-way radios, frequency list, emergency contacts
Food & Water: Meal plan, water containers, purification supplies

Shared Equipment

Mark items as "group shared" to avoid duplicates
Assign responsibility for shared items to specific attendees
Track who's bringing what
Send equipment lists to all participants

📋 Templates: Save frequently used equipment lists as templates to quickly populate new trips.

Pre-Trip Checklist

Ensure everything is ready before departure with comprehensive checklists.

Essential Checklist Items

Vehicle Preparation

Check tire pressure and condition (including spare)
Verify oil, coolant, and fluid levels
Test lights and signals
Inspect brakes and suspension
Fuel tank full
Recovery points installed and secure

Safety & Communication

First aid kit stocked and accessible
Fire extinguisher charged and mounted
Emergency contact list updated
Two-way radios charged and tested
Satellite communicator activated (if remote area)
Share itinerary with emergency contact

Documentation & Permits

Required permits obtained
Vehicle registration and insurance
Driver's license
National park passes
Border crossing documents (if applicable)

Final Checks

Weather forecast reviewed
Meeting point confirmed with attendees
Gear secured and weight distributed
Electronics charged

⚠️ Safety First: Never skip vehicle safety checks. A mechanical failure on a remote trail can turn dangerous quickly.

Active Trip Dashboard

Monitor and manage your trip in real-time during the adventure.

Starting Your Trip

1 On your trip's start date, the Home Dashboard shows "Ready to start"

2 Tap "Start Trip" to activate tracking

3 The system creates check-in locations from your itinerary

4 Your trip is now active and visible on the Home Dashboard

Active Trip Features

Trip Progress: See "Day 1", "Day 2", etc. on your dashboard
Check-In Points: Mark itinerary stops as completed
Real-Time Updates: Share status with attendees
Quick Navigation: One-tap launch to next stop
Trip Notes: Add observations and updates on the fly
Photo Upload: Document your journey with geo-tagged photos

Check-In System

Tap any itinerary location to check in when you arrive
Add notes specific to that location
Upload photos from that checkpoint
Rate the location experience
Share timing updates with other attendees

Ending Your Trip

After the trip end date, dashboard shows "Trip ended on [date]"
Tap "End Trip" to officially complete and archive
Trip moves to your history
Final statistics and summary generated

💡 Stay Connected: The active trip dashboard is your command center. Check it regularly to ensure everyone is on schedule and safe.

Tracking Expenses

Keep track of trip costs and share expenses with attendees.

Adding Expenses

1 From trip details, navigate to "Expenses" tab

2 Tap "+ Add Expense" to create a new entry

3 Enter description, amount, and date

4 Categorize the expense (fuel, food, permits, etc.)

5 Mark as shared or individual expense

Expense Categories

Category	Examples	Typical Split
Fuel	Gas, diesel	Individual
Food	Groceries, meals	Shared or Individual
Permits	Park entry fees, camping permits	Usually shared
Accommodation	Campsite fees, lodging	Shared or Individual
Equipment	Gear purchases, rentals	Individual or Shared
Maintenance	Repairs, supplies	Individual

Expense Splitting

Equal Split: Divide expense evenly among all attendees
Custom Split: Assign specific amounts to individuals
Percentage Split: Allocate by percentage
Paid By: Record who initially covered the expense
Settlement: Calculate who owes whom at trip end

Expense Reports

View total trip cost
See per-person breakdown
Export to spreadsheet
Generate settlement summary
Track by category

💰 Smart Budgeting: Set a per-person budget at the trip start. Overlander will track spending against this target and alert when approaching the limit.

Privacy Settings

Control who can see and join your trips.

Public vs. Private Trips

Public Trips

Visible in search results to all users
Anyone can view details and request to join
Great for community meet-ups and open events
Displayed on the Home Dashboard carousel
Can still require organizer approval for attendees

Private Trips

Only visible to invited attendees
Not shown in public search results
Invite-only participation
Ideal for personal trips or small groups
Badge shows "Private" on trip cards

Setting Privacy

1 When creating or editing a trip, look for "Privacy Settings"

2 Toggle between "Public" and "Private"

3 For public trips, optionally enable "Require Approval"

4 Save changes

Approval Settings

Open: Anyone can join without approval
Request to Join: Users must request and organizer approves
Invite Only: Only people you invite can attend

⚠️ Privacy Note: Even private trips are visible to all invited attendees and observers. Choose attendees carefully.

Trip Management Tips

Plan Ahead

Create trips at least 2-4 weeks in advance to give attendees time to prepare, arrange time off, and gather equipment.

Communicate Clearly

Set clear expectations about skill level, vehicle requirements, and costs upfront. This prevents surprises and ensures everyone is prepared.

Build Buffer Time

Add extra time to your itinerary for unexpected delays, mechanical issues, or weather changes. Rushed overlanding is dangerous overlanding.

Backup Plans

Always have alternative routes and locations in case your primary plan becomes inaccessible due to closures, weather, or conditions.

Emergency Contacts

Share your trip itinerary with someone who isn't attending. Set check-in times and establish what they should do if you don't report in.

Post-Trip Review

After the trip, update location information if conditions have changed. Add reviews and photos to help future travelers.

Frequently Asked Questions

Can I edit a trip after people have joined?

Yes, organizers can edit trip details at any time. All attendees receive notifications of significant changes. Be mindful that major changes (dates, location, difficulty) may affect people's ability to attend.

What happens to observer-role attendees during an active trip?

Observers can view the trip progress and check-ins but cannot actively check in themselves. They won't see the "Start Trip" option on their dashboard.

Can attendees add to the equipment list?

Yes, all participants can suggest equipment additions. Organizers can approve or manage the list to prevent duplicates.

How do I cancel a trip?

From trip details, tap the menu (three dots) and select "Cancel Trip". All attendees will be notified. Cancelled trips remain in your history for record-keeping.

Can I copy a trip for future use?

Yes! From trip details, select "Duplicate Trip" to create a copy with all details intact. Update dates and make any necessary adjustments.

What if I need to leave a trip I joined?

Tap "Leave Trip" from the trip details page. Notify the organizer separately as a courtesy, especially if you committed to bringing shared equipment.