Activity and Trip Leader's Guide J. Kent, April 2020
Rule #1: You have got to have fun. Rule #2: If you are not having fun, refer to Rule #1.
Role of the Activity/Trip Leader:
Activities may include 4WD trips of varying difficulty, training and fun days, workshops, social events, working bees, displays and public events etc.
The activity leader has primary responsibility for co-ordinating the planning and conduct of a safe, happy and enjoyable activity. Participants also share in this responsibility.
Leaders are encouraged to take a team approach and join with others to lead an activity, and to consult others experienced in the type of activity.
Experienced members are strongly encouraged to assist. The club Activity Co-ordinator may organise an experienced mentor if requested.
Activity / trip Leaders and volunteers have Liability Insurance cover through the 4WD Association’s Insurance Policy. Leaders and volunteers should be recorded as such. All participants have limited personal insurance cover but MUST be recorded as being in attendance.
Pre-activity: Prior to the activity, the leader/planning group should:
Do your homework. Decide on a program, venue/route to take, timings etc. Check that the activity is allowed in the area and permission/permits are obtained if required.
To avoid clashes check the availability of proposed dates on the Calendar on the club’s web site www.wagga4wdclub.org or contact the Activity Coordinator email@example.com.
f visitors are accepted on trips they must complete the Temporary Membership Application Form prior to the trip. Trip leaders have the right to accept or reject applications.
Conduct and record a risk assessment on the Activity Sign-in Sheet. Decide on the degree of difficulty and actions to take to minimise risks.Inform all participants of the hazards and risks.
Have an emergency plan and ensure there is a “home base” contact in the event of an emergency.
Advertise the event using the Club Activity / Trip Information Form. Forward the form to the club Activity Coordinator in plenty of time for inclusion in TrackChat and scheduling of the event in the Club’s Website Calendar. The deadline for TrackChat publication is the end of each month. For last minute events, Information Sheets may be emailed to members by the Club Secretary. Email: firstname.lastname@example.org.
Give adequate time for participant preparation. Participants should not be accepted until after the activity has been published in TrackChat to enable all to have an equal chance of participation. If numbers are limited and there are many applicants, a ballot system is to apply. Inform those successful in their application and inform unsuccessful people.
For trips, the Trip Leader has at all times the absolute discretion to make the final judgement to determine the suitability of vehicles or equipment proposed to be used. Furthermore, the Trip Leader has the discretion to accept or reject any person’s participation whether before or after the commencement of the trip.
Ensure participants fully understand the requirements, degree of difficulty, risks involved and arrangements for the activity. Participants are fully responsible for their own vehicles and occupants, and the actions they take. Participants are to follow the club Trip Rules.
For trips, a recce (preliminary trip by Trip Leader to area to be travelled) in conjunction with other vehicles is recommended but not essential. The Trip Sheet should note if a recce has been undertaken. No recce means there is an element of uncertainty about routes, conditions etc.
Ensure that adequate resources are available as appropriate e.g. first aid kit, recovery gear, toilet, camera, maps, emergency communication, home base contact etc. Home base contact needs to know what to do in the event of problems affecting the trip.
Check weather reports. Cancel the trip if adverse weather is forecast.
During the activity/trip:
At the prearranged meeting place, as appropriate:
a. Meet and greet. b.Check off names of all participants and do a head count. c.Ensure all participants are recorded on the Activity Sign-In Form. d.Provide participants with a Health Emergency Information Form/book if they do not have one. e.Provide a briefing on: i.The nature of the activity and program. ii.The risks involved and emergency plan. iii.Convoy procedures (if a trip). iv.Trip / activity rules. f.Appoint a Tail-End-Charlie (for a trip). g.Appoint an activity reporter for the TrackChat report (ensure reporter and photographer understand the deadline for TrackChat is the end of each month). h.Conduct a radio check.
For trips, travel at comfortable pace, observing speed limits and road rules, with adequate breaks and toilet stops.
Make camp early (if camping).
Check that no one gets lost and that all return home successfully.
Supervise (or appoint someone) all vehicle recovery operations and hazard crossings.
Ensure Tread Lightly principles, Trip Rules, and Code of Ethics are observed.
Ensure home base contact is notified on return home.
After the activity:
Record any Accidents or Incidents on the Sign-In Sheet.
Give the Activity Sign-In Sheet to the club Activity Coordinator for archiving (essential for insurance purposes).
Return club gear and sign it back in. Report any damage or breakages.
Report (or arrange a participant to report) on the activity to a club meeting.
For trips to National Parks and State Forests, complete the report form on the Assoc. website.
Ensure the Activity Report is written and submitted to TrackChat editor along with photos.