Trip Organisation Guidelines

 6. Taieri Recreational Tramping Club: Trip Organisation Guidelines, July 2021

‘Before the sky there are no fences facing’. Bob Dylan – Mr Tambourine Man Context

 

These guidelines are for those nominated to lead, organise and guide the group, but they are also mutual responsibilities for all participants, so all club members must become familiar with them. The leaders nominated by the club for a particular walk are to considered to be the final arbiters and provide direction on the day. Guidelines need to be flexible for the conditions; whether on top of Mt Charles in fog, heading south on the Maungatua into a SW change, undertaking a walk in town to admire street art, or walking to the end of the day out with clear views of the parked cars in the distance.

Pre trip

• Undertake a recce. Assess that the walk would meet the expectations and capabilities of the group; confirm access and car parking available and prior permission of landowners if required. Assess appropriate spots where tea and lunch breaks will be held; is cell phone coverage available? On the day do a weather check and if necessary identify a back up option. If the walk is on public land track alerts can be checked on DOC/ DCC websites. If on farm land and in lambing season check this when talking to the owners. Pre-arrange tea and coffee venue if necessary.

• Use all of the communication channels within the club to advise changes to trips or starting times.

• Ensure the group has essential equipment such as club personal locator beacon (and know how to use it- instructions are included and a list of members and cell phones will be kept in the bag as well), first aid, hi-vis vests. These could be collected at the end of the prior weeks trip if appropriate. Organisers are to wear hi-vis vests at all times. and must carry whistle (1 blast for everyone to stop, 3 blasts for emergency) as well as a torch, pen and paper.

Trip day

• Participants should ensure they have breakfasted well, have plenty of water and pack labels are up to date.

• Vehicles are to have current WOF, drivers cell phone numbers to be held by trip leaders and locator beacons, first aid and hi-vis vests are available. Note that any devices such as drones are not permissible. Ensure everyone has a ride and drivers have directions and know where to park. Check the number of cars and participants.

• Leaders have the discretion as to who participates on the day. Participants must ensure they are in good health; and advise of any pre-existing condition that may require access to medication or epi-pen etc. on the trip. Additionally, in case of emergency, guests must provide contact details to the trip leaders.

• Leaders should continually assess the limits of the group, as well as time and the weather. Keep an eye out for anyone starting to stumble or slip. If visibility or weather is poor all members of the group must be within sight. There should be regular stops for water to re-group and to check everyone is present. In no circumstances should anyone be allowed to walk on their own, even returning to a vehicle. If someone leaves the track for a toilet stop, tell someone and leave their pack on the track.

• Clear instructions on direction and stops must be shared and known by the persons at the front and rear of the group. • All track intersections must be appropriately managed. • If the group is larger than 18, experience has shown a volunteer can be nominated to be in the middle of the group to assist by ensuring communication is effectively relayed.

• If the trip is long or terrain or weather is difficult and the group becomes too spaced out, slower walkers should be at the front. Participants should ensure leaders are kept informed if they are feeling unwell or need rest or support.

• As a general rule strong river currents should not be attempted. Turn back.

• On roads where there is no footpath or wide verge, move in single file facing on-coming traffic. The front and rear walkers must have the hi-vis vests on. The shortest route must be taken across roads and the group split into smaller groups when crossing. No straggling long lines!

Post trip • Ensure everyone knows where to meet for coffee/tea ‘n’ cake or ice cream. Contact the Café if necessary.

•Provide a short write up to the club webmaster. If the walk has been on private land acknowledge this in the write up, and if not possible on the day contact the landowner to say thanks on behalf of the Club.

• Provide feedback, as appropriate, to the President/a committee member on prospective members.

What to take

• Clothing and equipment:

Sensible clothing – wear layers to cope with changing weather. (Not jeans). Always carry a waterproof jacket/parka, warm hat and gloves. Waterproof over-trousers are also useful.. Sunhat/sunscreen in summer, sun-glasses. A light-weight day pack – don’t overload it! Footwear – boots recommended, with woollen socks, but for some walks, sneakers are okay.

• First aid: Small personal kit – include a few plasters, painkillers, insect repellent and personal medication.

• Food and drink: Take adequate food for morning tea and lunch, plus something extra (e.g. a muesli bar) for emergencies. It is essential to have adequate drinks for the conditions, e.g. a plastic bottle for water, and/or a thermos for a hot drink if desired. Sip water frequently as you walk.