Day Trip Coordinator Guidelines

This page follows on from ‘How to Coordinate a Trip‘ and specifically relates to day trips.
This information relates to the point following successful arrangement and notification of the trip.

Making Changes

You can change the venue on the day due to weather and other conditions (remember to register this).  If fewer than four members turn up, or snow is forecast, then the trip continues at your discretion.  At least four is suggested in remote areas and for walks more than two hours from help. Smaller parties must carry equipment that will enable them to be in contact with Emergency Services either through mobile phones where range is certain or satellite phones or Personal Locator Beacons (PLB).

A trip should not intentionally be made more difficult than originally advertised unless ALL participants agree and are capable of undertaking the altered trip.

The date of a trip cannot be changed unless agreed with your Trip Programmer or the Trip Secretary in advance.

If you cannot attend the walk due to illness or emergency you must ensure someone meets the party at the rendezvous with directions for the trip.

At the meeting place for the trip

  • Enter names of ALL Participants on Trip Report form.
  • Ensure all visitors (or Guardians) read and sign ‘Acknowledgment of Risks and Obligations’ (on back of Trip Report form).
  • Arrange car groups, explain route to the start of the walk, rendezvous points.
  • Note the number of vehicles to be used, and their drivers.

Starting the trip

  • Introduce the group and note numbers
  • Remind participants of the distance to be covered and terrain type.
  • Explain the route by using the map and a visual indication if possible.
  • If appropriate appoint a ‘tail-end-charlie’. If the party is large split it and appoint a sub-leader.
  • Remind walkers to keep in touch with the person ahead of them.
  • Ensure everyone knows procedure to follow if separated from the party. See description in Safety in the Bush.
  • Register trip details / names in PWS or other registration book if appropriate.
  • Remind participants to tell you of any health concerns and emergency medication or information carried ASAP or let you know that another participant can handle the emergency medication.
  • Check that everyone appears to have adequate gear, food and water – ask if unsure

During the trip

  • Be aware of the needs and welfare of every member of the party.
  • Count the number of members frequently, especially after stops, in mist and in difficult terrain.
  • Advise the party to keep together. Arrange regrouping points.
  • Advise the party to stop at every junction. Advise the party to adapt the pace to suit members and conditions.
  • Rest the party periodically.
  • Discuss behaviour considered inappropriate with the group.
  • Constantly check your position on the map and check results with other experienced party members.
  • Keep a watch on the weather and adapt your plans accordingly.
  • Watch for signs of distress or fatigue in members of the party, particularly in the inexperienced or weaker members.
  • Advise the party to eat and drink well and frequently to sustain energy, especially in cold wet conditions.
  • Check on morale, especially in adverse conditions.
  • Change the lead walker regularly in thick scrub or in soft-snow conditions.
  • Alert members to potential difficulties and dangers along the route such as on scree slopes, or if scrambling on rock; hold back participants from below others on likely rock-falls
  • Discuss minimum impact on the environment with the group if required.
  • Discuss difficulties with other party members.

Cars and Home

  • Final check of numbers.
  • De-register with PWS if applicable.
  • Sign Prospectives’ qualifying walks forms if necessary. (Prospectives should remind you).
  • Ensure that all cars have started before leaving and arrange rendezvous at first main road.
  • If the walk has been in a Phytophthora infected area, ask the party to wash their boots thoroughly at the first opportunity, and certainly before their next walk.


Final Actions by the Trip Coordinator

  • Enter the details from the Trip Report form into the website. Write a brief report on the trip for the Circular – enter details into website.  If any Visitors attended the trip, email or post the signed Visitors Risk Waiver Risk Form (found on the reverse of the Trip Report Form) to the Trips Secretary.
  • Report any accidents, incidents or complaints promptly to the Trips Secretary. Download an Incident Report Form from the website and mail or email it to the Trip Secretary ASAP.
  • Discuss any problems and suggestions with the Trips Secretary or your Trip Programmer.
  • Arrange for a letter of thanks (via the Trips Data Officer) to landowners whose properties have been entered.

Amongst the ferns.

Approaching Clear Hill by Geoff O’Hara