Any member can run a club trip. The conveners and the committee are there to give advice and offer assistance, so feel free to contact them.
Lots of reasons!
We are a club, organising club trips is the whole reason for our existence! You will have a group of people ready to go do fun stuff with, the support of the club, be covered by club insurance, have priority gear hire.
Club trips and personal trips are two different things and its important to keep in mind the difference.
Club trips are
- Advertised to all members (through our trips system, secondary advertising is fine, but it must be in our system
- Align with the club purposes
- Open to members of suitable experience and equipment to join in at the time of advertising (i.e. a trip isn't a club trip if you post it but its already full - that's not in the club spirit!)
- Organized by a current club member and club members attending
- Not be in conflict with the clubs constitution, policies or risk management guidelines (see Downloads) (the convenor approval/upload process helps ensure this bit is taken care of).
Decide on the details, where you want to go, what activity, what time you will leave etc.
Get an event setup on our calendar. This needs to be done by (or with written approval from) the activity convenor to ensure the risk management procedures are being followed. The convenor will use the activity template and add you as an "official" for that event so you can edit details and see all participant details. If you have trouble getting in touch with the convenor, they may be away adventuring, in which case email the president firstname.lastname@example.org
Getting the event in our calendar system is the only way to organise a club trip. Trips where specific skills are required (eg. Outdoor climbing, Caving, Kayaking etc) or where there is a heightened duty of care (eg taking people who wouldn't have the appropriate skills to be doing the activity on their own) need to be set up by the Activity convenor of that sport
More system specific details here
Note: Timing for event advertising: Events can be set up at anytime, however if you would like to be included in the email summaries (organised by the committee), ensure you get it in by 6pm Sundays, or 6pm Wednesdays.
When people fill in the registration form (or in bulk), reply, let them know if there is space, and give them extra details. Give them your mobile number (in case people are running late and need to let you know). Once the trip is full, its easy to turn off the signups (or set a limit in the system)
Organize any gear/maps you / others on the trip may need (ie tell people when they can hire gear). If you do not have access to the gear store, the committee can help. Remember to collect a 1st aid kit.
At the start of a trip, the group should discuss the plan including;
BOM District forecast
BOM river levels
Parks Victoria (National Parks)
EPA Yarra Watch (water quality)
CFA Total Fire Ban