Leader's Guide (Print for Your
Reference)
Introduction
The purpose of this guide
is to assist both potential and experienced trip leaders
in selecting and organizing Adventuring trips. The
recommendations listed may not cover all situations and
may not apply to all trips. While this guide contains
information from the "Articles of
Incorporation" and the "Bylaws," it is not
intended as a complete source of Adventuring policies. If
you have any policy questions contact any member of the
Operations [Adventuring] Committee. Comments and
suggestions for future editions are welcome.
Why Lead
Trips?
No one person or committee
in Adventuring organizes trips. The success of the group
depends on the willingness of individuals to plan and
lead trips. If you think there are not enough trips
offered, or that a particular type of trip should be
offered more often, perhaps it is time to consider
leading one.
Much satisfaction can be
gained from organizing a successful trip. Participants
appreciate your efforts and you get to know them better
than if you were just one of the group. You also have
opportunities to learn a few things.
Active trip leaders are
considered members of the Advisory Council. This group
meets at least twice a year and advises the Operations
Committee on matters of Adventuring policy and practice.
Selecting
Trips
Start with something
simple and familiar, then work up to more involved trips.
Before scheduling your own, you may want to co-lead a
trip with a more experienced leader.
Coming up with ideas for
trips isn’t difficult. You need not be original.
Some of our most popular trips are done year after year.
Remember that not every
participant is interested in hurling his or her body at
planet Earth with nothing more than a flimsy piece of
cloth strapped to his back. There is considerable
interest in easier trips that don’t require a high
level of skill or physical condition. Just make sure
trips involve some form of physical outdoor activity.
Some resources for trip
ideas are:
• Trips that
haven’t been offered recently. Look through some old
issues of the newsletter or call the particular Program
Coordinator (in Adventuring, these are divided up as
WOODS, WHEELS, WATER, or WINTER).
• Trips that have
been done recently or are already on the Calendar of
Events. Activities like skiing and skating can be
repeated in the same season, even at the same location.
Activities like hiking and canoeing can have completely
different perspectives when led at different times of the
year.
• Annual trips
usually led by someone else. Some trip leaders enjoy
leading the same trip every year. Others may be ready to
move on to a new challenge, so a popular trip might not
have a leader. Ask these leaders about adopting their
trips.
• Activities that you
have done on your own, with family, or with friends.
• Vacation ideas:
rafting through the Grand Canyon, skiing in the Rockies,
biking across the Netherlands and hiking in the Alps are
some of our successful extended Adventuring trips.
• Other groups’
activities: consult the members, newsletters, websites,
and publications of the Sierra Club, the Potomac
Appalachian Trail Club, etc.
• Guide books.
• Other trip leaders.
Planning
Trips
Once you have an idea for
a trip, you have to work out the details. Do as much
research and planning as you can before letting others
know about the trip, so that you may answer questions
about it.
Decide when the trip will
take place. Know what kind of weather, insects, water
levels, crowds, etc., are expected at that time of year.
Some facilities are seasonal and are subject to being
closed when you may want to use them; always check before
deciding.
Select a route using
available maps, guidebooks, etc. If the trip will be a
long one, make sure there are some "escape
routes" if a participant becomes exhausted or
injured.
If the trip is not a
circuit, beginning and ending at the same location, you
must arrange for car spotting. This can add time and
complexity to the trip. Some options are:
• Meet at the ending
location, load participants and gear into half of the
vehicles, leave the other half of the vehicles there, and
drive to the beginning location. This keeps all
participants together for the entire trip, but will
require up to twice the normal number of vehicles at
twice the cost.
• Meet at the
beginning location, leave all passengers and gear there,
drive all vehicles to the ending location, and return
with only enough vehicles to hold the drivers. This
option requires only enough vehicles to hold participants
and gear, but part of the group is kept waiting during
the car shuttle process.
Make copies of maps and/or
written directions for the drivers. A good way to handle
this is to incorporate driving directions and maps into a
single detailed trip description sheet(s) along with
equipment lists, detailed itinerary, etc. that should be
considered by all trip participants. Don’t plan to
travel in a caravan--it is difficult to maintain and can
be unsafe.
Decide if the trip should
be limited to participants with a certain level of skill
or physical condition. If beginners are welcome, say so
in the trip description.
Set any limits on the
minimum and maximum number of participants. Pick a range
that will be large enough for safety and small enough for
you to maintain control.
Estimate costs.
The costs must be
divided equally among all participants,
including yourself. You may not profit in any way from
the trip. You may accept commissions (e.g., free
transportation or accommodations) only if the full value
of the commission is used to defray the cost of the trip
for all. Some of the costs you need to calculate are:
• Trip fees: as of 1
January 2000, the Adventuring trip fees are: $2.00 per
participant for a single-day trip; $4.00 per participant
for a multiple-day trip. Trip leaders are exempt from
the trip fee.
• Transportation
costs. See the chapter at the end of this guide.
• Lodging. Relatively
inexpensive accommodations are usually preferred.
• Meals. Determine
whether to have individual meals, group meals, or a
combination. Group meals help bring everyone together but
may create more work for you. Try asking a participant to
organize a meal. Alcohol should be calculated separately
from food; note that in some areas such as many National
Parks and state parks, the consumption of alcohol is not
permitted.
• Outfitter charges.
• Special equipment
rentals.
• Permit fees,
registration fees, entrance fees, etc.
• Toll calls,
postage, photocopying, etc. done in preparation for the
trip. Decide if a deposit is necessary. Make sure you ask
for enough to cover your pre-trip expenses. State the
amount, what it covers, the deadline for receiving it,
and the refund policy. Scout out the trip beforehand.
This is strongly recommended. It will let you determine
or verify map information, mileage, landmarks, parking
areas, regulations, and much more. If this is going to be
a "common discovery," say so.
Advertising
Trips
Now that the trip has been
planned, let others know about it, since many people plan
ahead for their weekends, give as much advance notice as
you can.
Write a trip description
using the following guidelines:
• Include as much
information as possible--the basic plan, skill level
required, limits on number of participants, costs,
deposits, deadlines, etc.
• To enforce
pre-registration, leave out the meeting time or place.
• Use actual dollar
amounts for all costs. If an amount is estimated, state
so.
• Use terms like
"easy," "moderate," and
"strenuous." Elevation changes, distances,
etc., by themselves are not very meaningful to the
average participant.
• In addition to the
facts, include something to make the trip sound
interesting and enjoyable. If possible, announce a trip
at a trip planning meeting. These meetings, called 3-4
times a year by all Program Coordinators, give you the
opportunity to work with other trip leaders and allow you
to avoid calendar conflicts. At other times, notify the
Program Coordinator of your plans by using the
"Suggest A Trip" feature on Adventuring’s
website at <www.adventuring.org> or by phone;
he/she will advise you of any conflicts or possibly a
more desirable schedule.
After receiving the
Program Coordinator’s go-ahead, get the trip
description published through Adventuring’s website.
The Program Coordinator will issue the Trip Leader’s
access web page address; fill in all pertinent
information and click! It is very important that contact
information such as a phone number and if possible email
address are included; incomplete postings will not be
displayed on the Adventuring Calendar.
If mailing your trip
description is preferred, send the description directly
to your Program Coordinator. The deadline for mailed
newsletter publication is usually near the middle of the
preceding month, though this varies. This allows for the
timely printing and sending to those who prefer a mailed
version. There is a subscription charge for the mailed
version; it is currently $18 but is subject to change
without notice.
Additionally, each issue
of the Adventuring newsletter is sent to "The
Washington Blade" newspaper. As a service to us,
they list many of our trips in the weekly calendar. There
is no guarantee that a specific trip will be listed. If
it is important to you that a trip is listed (or not
listed), call the Community Reporter at the newspaper.
The deadline for an issue is the preceding Friday.
Pre-trip
Organizing
After a trip is
publicized, you will receive calls from interested
participants. If you took time to write a good trip
description, this should not require much effort. You may
want to keep a record of a participant’s name, phone
number, car pool information (driver, car size,
location), etc.
When taking reservations,
remember that Adventuring trips are open to
everyone on a first-come, first-serve basis. You
may not exclude someone because of gender or mere
personality conflicts. The only reasons for excluding
someone must be clearly related to group safety and
smooth functioning.
Make sure participants
know the level of difficulty, ground rules, costs,
sleeping arrangements, food arrangements, etc. Advise
them on what to bring on the trip (e.g., clothing, rain
gear, food, shelter). If necessary, send them a trip
information sheet(s) which offers more detail; this may
also include maps and driving directions.
Collect deposits from
participants, if applicable to your trip. Allow
sufficient time for checks to clear.
Make reservations, send
deposits, and obtain permits.
Keep reasonable records of
the income and expenses for the trip. At its discretion,
the Operating Committee may request these records.
Arrange car pooling.
Participants willing to serve as drivers should have cars
that seat at least four people comfortably for day trips;
allow for less if the trip requires extensive equipment
and/or an overnight stay. Put drivers and passengers in
touch with each other to complete arrangements.
Make sure any special
equipment is available, and know who is bringing it.
Print out a copy of the Adventuring
Request & Release form from the Adventuring
website or request a mailed copy from the Program
Coordinator. For mailed copies, you need to allow two
weeks before your trip.
At the last minute,
confirm reservations, check the weather forecast, and
leave an itinerary and emergency phone number with a
responsible person.
Running Trips
The big day has arrived.
If you have planned everything well, the trip itself
should go smoothly. Don’t forget to enjoy it
yourself! The trip can be run informally, but you should
maintain control at all times. You may set any reasonable
guidelines as long as everyone knows them in advance. If
someone refuses to follow those guidelines, you may tell
them that they are no longer a part of the trip.
At the beginning of the
trip:
• Have all
participants sign the release form.
• Collect trip
fees.
• Introduce everyone
and make any newcomers feel welcome.
• Let participants
know that it is their responsibility to obtain the
consent of anyone they wish to photograph.
• Have participants
who are interested sign up for a complimentary
newsletter.
• Make note of your
car mileage if you have not already calculated
transportation costs.
Be prepared for the
unexpected.
Accidents can happen, and
have happened, even on a simple day trip. Some safety
ideas are:
• Bring a first aid
kit. If you do not have one of your own, borrow one from
another trip leader and be sure you know how to use it.
• Bring any special
equipment needed for your activity.
• Have participants
provide an emergency phone number.
• Any participant who
may require medication should let you know. Be sure you
get specific instructions as to its use and dosage; this
is especially true of those persons who have allergies to
insect stings, asthma, etc.
• Turn back if
necessary.
• If an accident
occurs, stay calm and assess the situation. Send someone
(more than one person if possible) for help, making sure
they know the exact nature of the emergency, where you
are, and where they are going. Write it down. Don’t
try to perform emergency procedures you are not qualified
to do. First aid and CPR courses are strongly recommended
for all trip leaders.
On some trips, like those
to commercial ski areas, it is not necessary to keep
everyone together. On other trips it may be very
important for the group to remain together at all times.
Appoint someone familiar with the route (not necessarily
you) to take the lead, with instructions to stop at any
points where someone if likely to get lost. Appoint
another person as a "sweep" to bring up the
rear. Count heads occasionally.
Be considerate of those
who are not as experienced or not in as good physical
condition as others. For example, the last ones to arrive
at a rest stop should have enough time to rest. They
probably need it the most.
Minimize your group’s
impact on the environment.
The number of times an
individual has done an activity is not necessarily an
indication of their environmental knowledge. Washing
dishes in a stream is an example of a common, but
harmful, process. Set a good example for the rest of the
group; use Leave No Trace methods when possible.
Make sure participants
share equally in the work of the trip (e.g., washing
dishes, cooking, cleaning).
Use your camera. Slides
and photos are useful in promoting Adventuring
activities; always get written permission of those you
photograph.
At the end of the trip:
• Calculate the
transportation costs. Use the formulas on the final page.
• Collect
transportation fees from all participants, including
drivers.
• Reimburse the
drivers. Remember that all drivers get the same
amount. You may have passengers directly pay drivers only
if you make adjustments for uneven numbers of passengers.
Using the example on the last page, you would have each
passenger pay their driver $6. You would then take $4
from the driver with three passengers and give $2 each to
the other two drivers.
• If there is a large
amount of money left over, it should be refunded to the
participants. If the amount is small, suggest that the
group donate it to Adventuring.
Follow Up
Write a brief report about
the trip for the newsletter. Trip reports offer people an
idea of what happens on Adventuring trips. One to three
short paragraphs will suffice. This can be done on
Adventuring’s website through the Trip Leader’s
page where you originally posted your trip.
If you prefer to mail your
trip report, include it with the complimentary newsletter
request form, the release form, and a check made out to
"Adventuring"; a pre-addressed stamped envelope
is available by mail from Adventuring upon request. The
check should include trip fees plus any money left over
after expenses and refunds. The release form must be
returned even if the trip did not take place. Just write
"CANCELED" across the form. Return the forms as
soon as possible; if you are leading more than one trip
per month, return the forms after the last trip.
Return any borrowed
equipment such as first aid kits to the owner(s).
Save any information that
may be useful the next time you or someone else leads the
same trip.
Transportation
Formulas
The following formulas
provide reimbursement to drivers for all trip-related
expenses including gas and wear and tear on their
vehicles. Adjustments may be made if there are
exceptional circumstances, such as:
• Tolls. If
significant, these may be added to the total cost.
• Accessory vehicles.
If someone insists on taking their vehicle, they and
their vehicle may be left out of the calculation and
reimbursement.
• Special vehicles.
An adjustment may be made for a vehicle that is needed
but which is especially expensive to operate (a van or a
truck).
• Varying departure
points. If participants are arriving at the beginning of
a trip from diverse points, each carpool can determine
their own method of driver compensation as mileage will
vary.
This formula assumes a
rate of 15 cents per mile (as of 15 March 2000). Check
the website or newsletter for the current rate.
Total Cost = Number of
miles round trip x 15¢ x number of cars.
Individual Cost = Total
Cost / Number of people on trip.
Driver Reimbursement =
Total Cost / Number of drivers.
Example: Round trip
distance is 200 miles. There are two cars with a driver
and two passengers, and one car with a driver and three
passengers.
Total Cost = 200 x 15¢ x
3 = $90.00
Individual Cost = $90.00 /
10 = $9.00
Driver Reimb. = $90.00 / 3
= $30.00
Contacting
Adventuring
You can always reach
Adventuring through its website at
<www.adventuring.org>. Various options are
available on our website that allow you to see the
current calendar, suggest or post a trip, and a listing
of current members of Adventuring’s Operations
Committee as well as its Program Coordinators (WOODS,
WHEELS, WATER, and WINTER).
If you prefer a mailed
copy of the newsletter, a complimentary copy and
subscription form are available from:
Adventuring
PO Box 18118
Washington DC 20036
All completed trip Request
& Release forms, checks for trip fees, and any
written communications should also be sent to this
address.
(This document was revised
8 November 1999. Comments and corrections should be
directed to the Operations Committee.)
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