The group organiser's checklist for a Muslim-friendly trip

Do not carry the whole trip alone. Split it into six roles: organiser, treasurer, meal coordinator, prayer coordinator, documents lead and welfare lead. Give each a short task list, collect consent forms with the least personal data you need, and keep every confirmation in writing.

Who does what?

Put a name next to each role before you book.

Role	Main tasks
Organiser	Final decisions, the supplier contact, a deputy named
Treasurer	Deposits, receipts, the cost split, a clear refund rule
Meal coordinator	Dietary tags, the meal grid, written confirmations
Prayer coordinator	Prayer windows, rest stops, prayer space checks
Documents lead	Passport copies, visa or entry checks, insurance details
Welfare lead	Older and young travellers, medicines list, a contact for emergencies

On a small trip, one person may hold two roles. Only the organiser and the deputy should hold the supplier contact.

What goes on the consent form?

Ask for what the trip needs and no more. A typical form covers:

• Identity and contact details, to book and to reach people.
• Emergency contact, with permission to use it.
• Dietary tag and allergies, for the meal list.
• Medical notes, only if the person chooses to share them, and kept restricted.
• Photo permission, separate from everything else.

The Personal Data Protection Act 2010 regulates how personal data is handled in commercial transactions and aims to protect the people it belongs to². State why you collect each item, who sees it and when it will be deleted, and keep it in one protected place. For a legal question, ask a lawyer. For a company, school or surau group, follow the body’s own policy as well.

How do you handle meals?

Collect one tag per person, then build a grid of meals and the claim state each one needs. Our dietary enquiry brief generator helps with the message, and which arrangements to confirm in writing lists what a reply should name.

How do you plan prayer for the group?

Mark the day’s prayer windows, then place a short rest at each gap. Check that the stop has a prayer space before you promise it. The prayer-stop itinerary checklist gives you a form to fill. Remember that a prayer plan for a group can mix times, so leave open blocks for people to pray at their own pace.

How do you check the supplier?

Check the licence before any deposit. Running a tourism business without a valid licence can lead to a fine of up to RM500,000, imprisonment of up to ten years, or both¹. Follow how to check a Malaysian travel agency licence, then save the result.

Ask your questions with the help of questions to ask a tour operator.

When should the checklist change?

For a surau, mosque or community group, look at surau and community group trips. For colleagues, read company trips abroad with Muslim staff.

Your next step

Write the six roles on one page with names and a date for each task. Send the page to your group before the first payment is due. For the wider topic, see families, couples and groups.