What the leader does

Before the Trip

Get Inspired

Decide on a trip you would like to do and find out what it entails – look at maps, read guide books, check out last year’s copy of Antics, and most importantly, talk to other club members about your plans. Chances are someone else has been there before and will be able to give you some advice. Check that the President/Vice-President or Safety Officer is happy for you to lead the trip. It’s also a good idea to talk to the Department of Conservation (DOC) about the current state of the track, access to the track, hut fees etc.

Do a budget

Fill out a budget form and estimate what the cost of your trip will be (example trip budget). The budget should include: transport and fuel costs, food, hut fees, and any extras (e.g. boat ride).

Organise transport

Ask the transport officer to book a van for your trip well in advance – it can be changed closer to the date if the size of your trip changes. If you are unable to drive the van yourself (i.e. if you are under 21), or do not feel confident about driving the van, ask around to see if there are any drivers willing to come on your trip, or talk to the transport officer who should be able to help you find someone. Where possible, two drivers over 21 should be available on all trips – especially for long journeys (it can be really tiring to drive after a long weekend tramping).

Green trip list

You’ll need some people for your trip – so fill out a green trip list and put it on the back of the Otago Room a few weeks before your trip is going. Keep an eye on it to see if it’s filling up – if not …

Advertise your trip

At club meetings, in the Muesli Mag, on the forum and on the email list. Make people sick of your voice, and emails. Then you’ll get at least one or two to come along.

Book group gear

It is a good idea to let the gear officers know what gear you will need early on in the week. Club trips take priority when it comes to hiring gear, but the gear officers can’t help if you ask for the gear too late, and they’ve already hired it out to someone else! Usual group gear for a club trip includes stove, fuel bottle, billies, first aid kit, tent fly and poles.

Pink Forms

Get people to pay for the trip and fill out a pink form at the Monday meeting before the trip. Pink forms should be given to your contact person before you leave on Friday, and returned to the treasurer, along with your completed budget form, after the trip.

Make contact with your group before the trip – it is a good idea to give your group a call on the Wednesday night before the trip, to explain trip details. Go over what personal gear they will need (refer them to the blue membership card list). If you know that a group member has not tramped with the club before, it is a good idea to run over things in a bit more detail – DO NOT ASSUME PEOPLE KNOW WHAT TO BRING! A good trip can be ruined if someone leaves a raincoat or bedroll behind! Check everyone’s pink form for details of experience level/medical conditions and food requirements/allergies – discuss these with the individual if necessary.

If your trip requires a high level of fitness, or experience, and you do not feel that someone who has signed up for your trip is up to it – then tell him or her they cannot come on the trip. Be polite but firm, and if they put pressure on you, refer them to the President or Vice-President (who will back you up!).

Give each person the name and phone number of the contact person for the trip (to give to their flatmates – if a trip is overdue, this makes it easier for flatmates to find out what is happening).

Shopping – grab a food chit from the treasurer to be used at Centre City New World. Get one or two of your group to help you with the shopping for the trip – you don’t have to do it all yourself! In general, group food for a weekend trip should cover two breakfasts, two lunches, one dinner, (and dessert!), hot drinks, and maybe some extra snacks. Take a calculator to the supermarket to help keep within the budget – and make sure you buy the essentials (dinner) first before the optional extras (biscuits etc).

Weather – check out the weather forecast before you go. It is a good idea to have a back-up trip if the weather looks bad (e.g. to another area where the weather looks good, or just modify your trip to accommodate the weather).

Intentions Form – leave your intentions / route description with your contact person (along with pink forms), and don’t forget to sign in at the local DOC office too.

During the trip

• Route finding – have the right map for the area and a compass, and know how to use them! Show your group where you are going – encourage them to be involved in decision making – you are all in this together!
• Keep your group together – it is easy to become separated in thick bush, at night or with large groups. There is strength in numbers so stay together. If you have to split up, make sure a competent leader is delegated to each group and that everyone knows who this is and what the plan is for the remainder of the trip.
• Be Aware/Communicate – be sensitive and aware of other people’s problems – blisters, tiredness or whatever. Check that everyone is happy, and that the pace is not too fast for anyone – you can only go as fast as your slowest group member. Take regular breaks for snacks and drinks. If someone is tripping over a lot it may be a sign of exhaustion/hypothermia – recognise the potential seriousness of seemingly mild problems.
• Fill in the hut books – put in date, who you are, where you are going, the weather conditions and any other information of value.
• Delegate – get members of your group to help with dinner, dishes etc – remember you are not a paid guide! Teach them how to use the stove, put up a tent fly etc.
• In the event of an accident – take charge, prevent further accidents – secure the safety of everyone, and plan further action. If you haven’t done one already, sign up for one of the club’s Outdoor First Aid Courses during the year.
• Weather – Keep an eye on the weather-if it is deteriorating, you may need to modify your plans/destination.
• Be flexible – don’t push your group to get somewhere just because it is in the schedule. Never let your judgement be clouded by your ambition. Allow plenty of time to reach your destination.

And of course…. Remember to have fun !!!

After the Trip

• Sign out at the local DOC office.
• Ensure the contact person knows you are out of the hills.
• Get group gear off your group before they go home – and return clean gear to the gear room as soon as you can and report any damage (eg. stove not working).
• Ask someone in your group to write the trip up for Antics.
• Talk to the President or Vice-President about your trip when you get back, if you had any problems, or felt that things didn’t go as well as they could have, they may be able to give you some advice for next time.
• Complete a trip review report. And accident/incident forms as required.
• Finally… remember, leading a trip can be hard work, but it should also be fun and rewarding. Without trip leaders, we wouldn’t have trips – your efforts are appreciated (even if people forget to say thank-you sometimes!)

This guide outlines some of the basic steps that are involved in leading an OUTC trip. For more detailed information, leaders are encouraged to read the Mountain Safety Manual: Bushcraft (available for loan from the OUTC library). If you are leading a club trip, you should have the necessary experience, skills, judgement and common sense to do so. Your primary responsibility is to return your group safely from the trip.