Planning a trip

• Provide an accurate description of the activity, trip and grade by completing the Trip Leaders Activity Description Form and forward it to the Program Secretary for inclusion in the next program. • Survey the route if possible taking note of any potential risks and morning tea and lunch spots. If the trip is ‘exploratory’ plan the activity from reference to the map or by reference to other information sources. • Have an alternate plan in case of unforseen circumstances. eg. flash flooding, track erosion, transport changes etc. • Choose areas, trips and grades that are within your capabilities as a leader. • Clearly describe potential hazards to all intending participants and exclude any participant who in the leader’s judgement may have difficulty completing the planned activity. • Advise participants of the appropriate clothing and/or equipment required for the activity. • Advise participants of the amount of food & water required, at least one litre for a day trip (and more as required for overnight trips).  In hotter conditions carry 2 litres or more of water. • Leave comprehensive details of the trip with a reliable person including instructions on what to do if you do not return at the expected time. • A few days prior to the trip check transport details if applicable. • A day prior to the trip check anticipated weather conditions including storms/flooding/tidal conditions.  If the conditions are expected to deteriorate then cancel or postpone the trip.

Prior to the start and during the trip

• Ensure a map, compass, first aid kit and any other equipment appropriate for the planned activity are brought on the activity. • Ensure all participants complete the attendance /risk waiver form. See Forms for Leaders. • Hold an introductory circle prior to setting out and advise details of the trip including expected distance, possible hazards, expected return time etc. and confirm that all participants consider that they have the requisite experience, equipment and fitness for the activity.  The leader has the right to refuse participation to any persons they consider may present a risk to themselves or other participants or do not have the necessary skills for the activity. • Ascertain if anyone is carrying a mobile phone, GPS or PBL for emergency use and whether any participants have a first aid certificate and/or medical training. • When relevant, ensure cars are secured, lights off and keys securely put away. • Have a reliable person act as ‘tail’ for the group and advise participants not to fall behind this person for any reason without advising the ‘tail’.  Ensure you maintain a line of sight with the participants. • Appoint a person to wait at track junctions to ensure nobody goes the wrong way.  Carry out regular head counts to ensure you have everyone. Have regular drink and rest breaks and allow participants to regroup. • Manage the group, and monitor any unexpected hazards. Ensure everyone is comfortable with the pace and conditions. Remember it is easier for fast participants to slow down rather than slow participants to speed up. • When managing the group ensure that faster walkers are instructed to stop at track junctions or at pre-arranged landmarks or time intervals. • The leader should stay with the main group unless route-finding.  If the leader leaves the group for a short while (eg to find the start of a track) they should make sure that the members of the group understand that they are to wait until the leader returns or calls for them to follow before moving. • The leader should ensure members of the group are kept advised of details regarding the proposed route and/or plans, particularly if these need to change during the course of the walk.

The end of the trip

• Ensure that all participants have arrived at the finishing point and that all vehicles will start before anyone leaves. • Forward the completed Trip Leaders Attendance/Risk Waiver form and Leaders Trip Report on the back of the form to the Assistant Secretary.  See Forms for Leaders • Reports any accidents involving serious personal injury requiring immediate medical attention or hospitalisation as soon as possible to the Assistant Secretary. See Reporting an Injury procedure in the members area. • Contact the person with whom trip details were left to inform them of return.

Forms for Leaders

Form Purpose Trip Leaders Activity Description Form Members can use this form to submit activities for inclusion in the next program. Forms should be sent to the Activity Collector or the Program Secretary Trip Waiver and Report Bushwalking Cycling Kayaking This form is for general activities including bushwalking, cycling and kayaking. Leaders should ensure that all participants in the activity sign the risk waiver form. On completion, the leader, on the Report section of this form, must report any injuries or incidents that occurred during the trip. Also see the procedure – reporting an accident/injury - on the Members section of the site. Trip Waiver and Report Abseiling Canyoning This form is a special form for abseiling/canyoning activities, similar to the general form in 2 above. Trip Waiver and Report Skiing This form is a special form for skiing activities, similar to the general form in 2 above. Prohibited Employment Declaration This form is to be completed by leaders who agree/plan to take children (under 18 years) on activities. This is a legal requirement. See procedure: Children’s Attendance on Activities on the member’s site. Children’s Risk Waiver – Prior to First Activity This form is to be completed by the responsible adult or guardian of a child prior to the first activity being undertaken – it is equivalent to the general risk waiver signed by Club members on their application renewal. See procedure: Children’s Attendance on Activities on the member’s site. Children’s Risk Waiver – Single Activity This form is to be completed by the leader when a child participates in an activity – it is equivalent to the normal trip waiver form. See procedure: Children’s Attendance on Activities on the member’s site.

New Leaders Required