Responsibility of Trip Leaders

Submitted by caitlin_allan on Sun, 23/12/2007 - 3:00pm

Risk Management

Live by the McMaster Outdoor Recreation Risk Management Policies and Procedures
Certifications – obtain and maintain certifications – always consider upgrading your certifications ie… wilderness advanced first aid, wilderness first responder
Ensure that all the ‘paperwork’ is in order for all outings. Ie health and waiver forms, be aware of all allergy and health/diet conditions for all your participants, written itinerary with contact numbers and time you are expected back, the Emergency Response Plan must be on the wall of the office, and you must carry a copy for your records
See Risk Management Plan also included in this Manuel

Group Leadership (begins at pre-trip meeting and continues through to post trip duties)

Clearly establish your role as ‘leader of the pack’ – do your research and be prepared to answer questions, take (or delegate) initiative on all tasks,
ensure that everyone is well informed and feeling safe and comfortable (ie not anxious or uncertain about things)
Discuss roles and responsibilities of the group ie – if something happens to one of us, it happens to all of us; expect everyone to be responsible for their own safety and the safety of other on the trip.
Establish and maintain clear understanding of trip ‘goals and objectives’; manage time and activities accordingly; remain flexible and make sure to ‘check-in’ with the group and its members individually.

Trip Planning

Start an EVENT BINDER FORM and UPDATE IT CONSTANTLY!!
Work with Club Staff and Executive to plan the trip – check in early and often to see about transportation and accommodation bookings, check that cost, date and time information is correct on class system*
Research the area you are going and any organizations you are working with(ie blue mountain, bark lake, horseback riding or dog sledding company); be aware of traveling times and distances, what gear is recommended/needed (ie bedding, kitchen stuff) information, forms or money needed by ‘partner organization’.
The Trip Summary and Information library is a good place to start, you can also contact other leaders, or the executive, who have led a similar trip in the past.
If you are going away overnight, it is a good idea to provide a trip itinerary, with contact numbers and estimated time of return, along with a packing list for your participants.
You will have to leave a trip itinerary, with contact numbers, list of participants, estimated time of return and an Emergency Response Plan* in the office on the bulletin board before you go. You must also carry this information in written form with you on the trip. Make sure your participants are aware of this in the event that something should happen to you.

Pre Trip Meeting (check schedule for date, time and location of the pre trip meeting; not applicable to the day hikes and some events)

· This is a chance to establish your role as a competent, organized and knowledgeable Outdoor Leader (see group leadership responsibilities).

· Introduce yourself to the group, and have everyone introduce themselves

o you can have everyone say something about themselves, such as their favorite kitchen utensil, a superpower they wish they had, their favorite food, something unique about themselves. Etc… (be prepared to answer your own question as you will probably have to go first)

· Introduce the Trip and itinerary

o the location, mode of transportation, level of difficulty, activities planned and optional, travel times and distances.

o Be prepared to answer questions about stuff

· Expectations and objectives – ask what people expect/ want to do and move toward a collective understanding of the ‘goals’ of the trip

· Clothing and gear requirements – weather, what is provided by club/accommodation place

· Food Allergies, sensitivities, dislikes; discuss menu. Answer you this: who is going to bring the food and when are you going to shop?

· Health and wavier forms – if they are members of the club, then we should have this in the binder, if they are not, they must fill out the form.

· Send around a sheet – get everyone’s name and email and phone number, gear they need to borrow, allergies/health conditions (remember to ask people with any medical conditions to speak with you privately)

· Costs – what is included, what cost extra ie food, gas, extra activities, rentals etc

While On Trip

Nature Interpreter

o Anything and everything you can do to draw attention to the specific wonders of nature will contribute to the positive impact that your trip will have on your participants

o For information and ideas, consult the Outdoor Leader Resources Manuel

Skills Development Facilitator

Outdoor Club trips are not so much guided trips as they are communal outdoor experiences.
As an Outdoor Leader, you should encourage and provide support for your participants to contribute to all trip activities and tasks, including but not limited to packing packs and loading cars/boats/backs, paddling and portaging, campsite setup and takedown, bear protocols, cooking and cleaning up.
Some specific skills you can ‘teach’ your participants are

Portage techniques, centre flipping

Hiking techniques, using arms or hiking poles,

Packing a pack, adjustments, the two backs are better than one pack lift

Padding skills, sterning and the j stroke

Body temperature regulation: layers, using gear and things like ‘vents’, hydration and frequent ‘ins and outs’ ie GORP and peeing often, cool cloth to back of neck

Fire Building

Camp stoves 101 how not to loose your hair

Water Purification

Tent setup, maintenance and packing

Tarps and Knots

The general ABCs of Outdoor Life. The Always Be Cool attitude is important to practice and role model as a leader. Your participants will pick up on your chilled out attitude and learn to go with the flow, role with the punches of the water and the trail, and develop a sense of finesse with the daily tasks and challenges of outdoor life.

Post Trip Responsibilities

Clean and Return all gear to its rightful home. If you are not sure where this is, ask the executive, please do not just leave it in the office.
Submit all Receipts and final budget form to the executive,
Complete and submit a full trip summary*, including ‘learning moments’ and recommendations to the next trip leader
Encourage Participants to go online and complete a trip evaluation.
Facilitate picture sharing and a post trip gathering

For Day and Evening Hikes

Communicate with executive about the event locations, meeting times, transportation, costs, and people interested. CHECK EMAILS
Check the Event Binder for information, and email interested people

Plan the Trip: Consider the time of day, sunset time, weather, bus schedules, take along appropriate things such as first aid kit, water, clothing, food, maps, compasses, etc