Planning is an opportunity to think through the trip in advance, so that you can identify any risks and devise ways to deal with them. It takes a little bit of work, but makes the on-trip leading so much easier.
There are several steps involved when planning a trip:
Plan your route
Promote your trip
Find out about your punters and their experience level
Find out about your punters medical conditions
Email your punters – initial email
Email your punters – trip plan email
Organise club gear
Email your intentions to the club's emergency contact
Find out what the weather forecast is
What to do if there is sickness
If you are not sure where your trip is intended to go, you can:
Further things you need to work out are:
And you must check
1. Check that your trip sheet is on the club notice board. Alert the chief guide or assistant chief guide if not.
2. If you want to limit the group to a particular number, you can alter the trip sheet to do so.
3. Promote your trip by giving a notice at club nights
4. Remove your trip sheet from the clubroom wall
Attached to the trip sheet is:
If a punter is unknown to you:
This is especially important if your trip is Medium or above. You can remind people that we strongly recommend their first trip with the club be an Easy or Easy Medium. This is definitely the case if people have not tramped in New Zealand outside of Great Walks.
If you remain uncertain about the fitness/ability of a punter
If they don’t have and can’t get the right clothing/boots/gear, don’t take them.
People should disclose to you any medical conditions they have. Treat this information with respect and keep it confidential.
If they have a condition they don’t want to tell you about, suggest that they put a note in an envelope that you can open only in the event of an emergency.
Ensure that everyone has paid before you give final trip numbers to the transport officer. You need to do this
If people pay …
you must …
ask them to confirm the money has been transferred
this to the person on duty in the gear room in an envelope with the trip money form
Remind punters that they are liable for the trip fare if they pull out after
The reason for these deadlines is that we make transport bookings/allocations based on these punter numbers.
People are less likely to pull out of a trip if they have paid. If people do pull out after the deadline and they haven’t paid, it’s your responsibility to chase them for the cash and this is a problem you don’t need.
Email the club transport officer with your final numbers by the relevant deadline. He will let you know what kind of transport you will be using.
You might then need to liaise with the weekend’s other trip leaders to sort out drop offs and pick ups from different road ends (this is organised cooperatively by leaders, not by the transport officer).
Send an initial email to your punters as soon as you take the sign-up sheet down from the club room wall. In this email you should:
You could also tell your punters
And ask them
About a week before the trip, email out your trip plan. It should cover:
The email should also tell punters
Ideas for communal meals for your tramp are in the WTMC recipe book (see the bottom of this web page).
Print out a copy of your plan and bring it on the tramp, so you know who’s got what gear, and what dinner ingredients you’re supposed to be using!
A detailed plan means everyone knows what to expect and feels comfortable about the weekend’s intentions.
You will need to organise your party to collect the following items from the club rooms on the Wednesday prior to trip departure:
|Tent||Tents are available for alpine trips|
Pegs also need to be allocated for both flys, and large flies also need separate poles.
|Billy / billycan||
We recommend every group takes at least two.
|Communal first aid kit||
Weighs less than 900g
The communal emergency first aid kit is intended for emergencies and does not include basic items like sticking plasters and panadol (remind punters that they are expected to bring plasters and panadol for personal use)
When returning the kit, make the Gear Custodian aware of any items used on your trip.
|Personal locator beacon (PLB)||
We strongly encourage you to take a personal locator beacon on your trip. Check the batteries and ask another leader for instructions on use.
The club has three PLBs that can be collected from the gear room. If a club PLB is activated during the weekend, SAR will first contact that weekend’s club emergency contact. It is therefore very important that you have completed the club’s intentions/emergency contacts process.
Beacons should only be activated in life-threatening situations. (These don’t include minor injuries or being late out.)
You must also ensure your group takes with them:
|Topographic map and compass||Bring your own topo map and compass, and get familiar with the route.|
The club does not have cookers available for hire.
You will need to ask members of your party to bring the appropriate cookers and fuel for your trip.
Cookers come in various weights (MSR/liquid fuel type ones weigh more, though are more efficient)
When you are allocating gear (similarly with your food allocation), feel free to give heavier items to fitter members of the party. Everyone’s happier if the group pace is relatively even and handicapping gives a subtle nudge in that direction.
You will be told via email who is the emergency contact for your weekend.
You must email this person with:
Forward the name and number of the club emergency contact person back to your punters, so that they can pass it on to their emergency contact (who may become worried if the group is late out).
If your trip is overdue, the club emergency contact person will contact Search and Rescue, who will assess whether a search is necessary.
It’s better for someone to pull out at the last minute than to be sick in the back country. Having an ill punter on your trip can create difficulties in completing your intentions and can cause that person to become sicker.
Encourage people to stay home if they are feeling unwell.
Refunds can be organised for the ferry portion of a trip fare if you contact the transport officer before the sailing (though not for van/rental costs).