Resources

Guidelines for Trip Coordinators

One of the main objectives of the Alpine Club of Canada is to encourage and support mountain people in building confidence and skills for safer and more rewarding adventures. Members with more experience pass down the nuances of specific routes and the preparation needed to attempt an objective. A trip coordinator has the opportunity to share this knowledge with other club members. It’s a chance to apply best practices and build friendships with like-minded athletes.

Trip coordinators help fill the calendar with activities that offer opportunities to experience the outdoors—whether by exploring mountains in our local area, across Canada, or even abroad.

What is expected of a trip coordinator: help the group have a safe, enjoyable, and successful trip.

A trip coordinator doesn’t need to be the fittest or most experienced in the group, but must have a desire to foster cohesion and cooperation among all participants. Each participant in an ACC trip is an equal player with a role.

 

Pre-trip responsibilities

  • Download detailed instructions (includes List of Hazards), on how to post a trip to the calendar here
    Choose trips that are within your personal limitations and comfort zone.
  • Communicate estimated time to complete, distance, and elevation gain if possible.
  • Research thoroughly to understand the physical and technical demands of the trip. It is recommended to lead a route you are familiar with.
  • Coordinate carpools, reserve campsites or huts, and handle other logistical elements as needed.
  • Communicate the required equipment and technical skills needed for the objective.
  • Ensure waivers and legal requirements are signed and discussed.
  • Select a number of participants that will allow the trip to be completed safely. Make sure your participants’ abilities match the difficulty of the route.
  • Follow adventure smart guidelines and leave a trip plan with a responsible person.
  • Assess if a trip co-leader or tail person is necessary and plan accordingly with the designated individual.
  • Ensure that a first aid kit, communication devices, and route-finding materials are included in the gear.
  • When travelling in avalanche terrain, confirm all safety equipment is present and in good working order.
  • Share contacts and emergency contacts before leaving in the morning. Leave a trip plan with a responsible person.

During The Trip

  • Conduct a check-in with participants at the start of the activity, set a turnaround time if needed, and make sure everyone is ready to go and is feeling well.
  • Check that equipment is present.
  • Stay with your group. Group management styles vary, but the best practice is to keep the group together, especially when meeting people for the first time. Ensure that there are numerous opportunities for participants to regroup and adjust the pace. It is better to warm up and start slow at the beginning of a demanding day than blow up or discourage slower participants. Get familiar with “guide pace”.
  • For trips in avalanche terrain, do a transceiver check at the start of every outing.
  • Err on the side of safety and communicate frequently with participants about hazards and risks encountered on the route. Validate participants’ cooperation and input, and encourage open communication from everyone. The use of radios can be a game-changer on trips. Encourage participants who have them to bring them for better group connection.
  • Make sure no one leaves the parking area or trailhead until everyone is back at the cars.

Post Trip Responsibilities 

  • Have a debrief discussion as a group.
  • Encourage posting a trip report and send it to the WebHelp team to get it added to the website blog. Please send photos to our socials director to post on the club’s Instagram and Facebook pages.
  • Remind participants to return club gear or collect club gear and return it.

In Case of Emergency

  • Leave a trip plan with a trusted contact before heading out, include your route, return time, vehicle info, gear list and participants’ names.
  • Set a check-in time with a buffer, ideally a few hours after your expected return- but on the same day, not the next morning. Ask all participants to share the instructions with their own contact.
  • If you are in trouble: if you have cell service, call 911 and clearly state that you need Search and Rescue. SAR is usually activated through the RCMP and cannot self-deploy.
  • If no cell service: activate one of the group’s satellite communication devices. GPS coordinates are routed to SAR – this may take one hour to process and 3 to 6 hours for a team to reach you.

Waivers

  • The club now has electronic waivers that are signed at the time of renewing or getting a membership. Guests who are not members need to sign a paper waiver. Remember to send the guests their PDF copy of the waiver in advance for them to review. Also, please note that the club’s liability insurance does not cover guests in the event of negligence. All should choose members or encourage guests to become members for this reason before they join a club trip. Pass the completed waiver forms to the Section chair at a social event or mail them to the ACC Vancouver Section at: 595 Burrard Street, PO Box 48241, Bentall Centre, Vancouver, BC V7X 1A1.