Checklist for Trip Leaders

Thank you for agreeing to lead a tramp for the club. As Leader you need to:  

  1. Receive phone calls from prospective participants. You need not answer messages that ask you to ring back to a cell-phone. Usual deadlines for calling in are before 9pm Wednesday for a weekend overnight trip or Thursday for a weekend day trip.
  2. Organise transport. Normally you will arrange transport (in as few vehicles as possible) from the designated departure points, usually the Cathedral Steps or Richmond Badminton Hall. Members are expected to get themselves to those points, but you may be able to help, especially on overnight trips.
  3. Contact participants (usually Thursday night) of the arrangements for the trip.
  4. You decide (possibly in consultation with others) if the trip has to be cancelled because to weather or other circumstances.
  5. Leave a list of participants with phone numbers with someone in your household and email a PDF of the Intentions Form to Pat Holland, Kate Krawczyk and Chris Louth before leaving. They are the SAR contacts in case of emergency. For their email details follow the links on the editable form.
  6. Obtain a club PLB from Kate or Chris, and fill out an intentions sheet. Please return the beacon promptly. Activation of the PLB is at the discretion of the leader, taking into account the seriousness of the injury and considering other options, eg cellphone or someone walking out to get help. 
  7. Take reasonable steps to satisfy yourself that each participant is capable of undertaking the tramp – especially if they are not a Club Member. Trampers under age 16 or with a disability must have a “Caregiver” over 20 who accepts responsibility for them. You have the final say on who you are prepared to take. You may also limit numbers if it seems desirable. For a larger party, appoint an experienced tramper as “tail-end Charlie” during the trip.
  8. Remind party members of the need for adequate gear, food and drink, hut tickets, tents, ice axe and crampons if necessary. Ask if anyone has medical conditions that you should be told of confidentially. Introduce the members to each other, explain the route and show on a map. Emphasise that each person has “Personal Responsibility” for their own welfare. If necessary illustrate a particular tramping skill or need, or get an experienced party member to do it, as part of ongoing training.
  9. Collect the designated travel charge from each passenger and divide it equally among the drivers (or ask a deputy to do this).
  10. Get the name and address (preferably Email) of non-members and pass it to Patrick Holland (539 1340 or who will send them a programme and membership application form.
  11. Send to the newsletter editor: Raymond Salisbury,(, a brief trip report and any photos for the Newsletter (you may arrange for another member of the party to do this). An interesting report describes the route only in outline, but emphasises interesting incidents and features. It need not be a work of literary genius. Please show names of participants (including surnames), and indicate any non members. Use a spell checker first. 
  12. If permission has been obtained to cross private land, advise Patrick Holland so that he can send a Club letter thanking the landowner. 
  13. After your tramp has run (or been cancelled), enter the results on the website to update the database and clear the trip from the homepage. If you cannot do this please phone or e-mail the information to the programme co-ordinator Debbie Illenberger (

If you need any help or information, contact Debbie Illenberger or a committee member.