Instructions for Trip Coordinators

Instructions For Trip Coordinators

  1. Send email to the club announcing the trip and including any relevant instructions.  (see template below).
  2. Check weather conditions and determine go/no go for the trip at least 2 days in advance for day or weekend trips. Advise all trip participants of your decision to cancel. For Wednesday evening paddles, it is the responsibility of the coordinator to advise cancellation to the ‘webmanager‘ via email by 4:00 PM to allow participants to check the website for updates or cancellation notices.
  3. Prior to launch, have all participants sign the Trip Release Form.
  4. Have guests sign the Non-Member Release Form and collect $10.00 per guest for the insurance fee. Remember, you must advise the guest that they cannot participate if the fee is not paid. NOTE: If a guest wants to pay for a full membership, have them fill out the appropriate paperwork, collect their fee and ensure the application is submitted to an executive member of the club as soon as possible.
  5. Have your pre-launch meeting with the group (see below). Remember, if you are uncomfortable with weather conditions, you can cancel the trip. Also, if you do proceed, you must be willing to turn back based on anyone’s request.
  6. At the conclusion of the trip, complete the trip report (final). Put all paperwork in an envelope and return to any member of the club executive.

EMAIL TEMPLATE FOR TRIP ANNOUNCEMENT

This is a suggested template for notifying the club of your trip plans:

This is a notice to anyone in the club who wishes to participate in (general description of the trip).

We are planning to (detailed description of launch time, any conditions eg. Skill levels, numbers, launch site, campground information if applicable and activities that may be available).

If you are interested, please contact (name, telephone number and email address).

Please remember that guests are welcome, however, they MUST bring cash or cheque for the $10 insurance fee or they will be denied access to the trip.

Members are encouraged to look at the website and ensure they are familiar with the responsibilities of the trip coordinator and the trip participant.

Coordinator’s name
telephone number
email address

 

Trip Coordinator’s Guidelines

Overview

The trip/activity coordinator is a club member who volunteers to initiate and/or carry out planning and logistics for a Club activity or trip. The coordinator is not an instructor, a guide or trained in first aid. Club members on any Club activity or trip are responsible for their own skill level, equipment and safety.

Activities of a Trip/Activity Coordinator

  1. Declare interest in coordinating a particular trip.
  2. If a trip is not on the annual CPC Trip Schedule, propose and describe the trip to the CPC executive through an executive or the Chairperson for the Trip List for consideration.
  3. Work with the CPC executive to determine the appropriate trip level.
  4. If approved, the trip will be added to the CPC trip schedule and circulated to the membership.
  5. Be available for questions from members regarding the trip/activity including conditions (e.g. numbers, issues such as currents, rating, weather conditions etc.) that may apply or affect the trip.
  6. Coordinate departure, return times, etc.
  7. Announce trip/activity cancellation in an appropriate manner and time due to weather or sea conditions etc.
  8. TRIP DAY

Have each participant sign the  CPC Trip Release Form before departing, to be returned to the CPC executive following the trip.

Discuss with participants on-water plans, safety and emergency preparedness and personal risks etc.

Collect $10 per person fee for insurance from anyone not a member of the club and have them sign both the Non-Member Release Form and the CPC Trip Release Form.
NOTE: IF THE GUEST DOES NOT PAY THE FEE OR SIGN THE WAIVER THEY CANNOT JOIN THE TRIP

  1. Submit all paperwork and fees collected to a club executive or the Chairperson for the Trip List.

PRELAUNCH DISCUSSION

Comox Paddlers’ Club trip coordinators are not guides and do not assume responsibility for the skill levels of trip participants.

Each trip coordinator will facilitate the group’s prelaunch discussion regarding expectations during the outing. The prelaunch discussion may include:

  • division of large groups into smaller pods based on paddler preference, speed, goals, or other criteria
  • information regarding access, route, timetable, tides, sea conditions, terrain and weather
  • formations for crossings
  • lead and sweep (rear) paddlers
  • identification of buddies
  • paddle or whistle signals or radio contacts
  • gear check
  • personal limitations or medical conditions that may impact the trip