This page is meant to be a general guide for new and returning trip leaders. It contains a number of steps that should be followed, although it is impossible to foresee all issues that might arise. If the answer is not here, or if it is unclear, feel free to email the Vice President with your question or concern.
Planning Your Trip
Before you announce your trip to the GWS membership, you should do the following:
Select a time and date for the event
Create driving directions to the location from a well known location (a city, an intersection, or another place that most people could locate easily)
Consider who this trip is appropriate for. Does it require special skills or equipment?
If you are planning on meeting at a location that you have not used in a very long time, it would be beneficial to verify that the site is still as you remember it.
Are there any costs?
Do participants need to make any reservations, particularly if any overnight stay is planned at a State Park or other such site. If so, get all of the information about who they need to contact, when to make the reservations, and so forth.
Normally, we encourage guests to come on a trip or two with us before they decide to join the club or not. But if you are limited to only small number of participants, paid members probably should get priority over non-members.
Is there any special safety equipment that you need?
Does your trip require any shuttles (common on canoe trips for example). If so, plan on how to get from one location to the other.
Feel free to co-lead a trip. Not only does it allow for a sharing of the work, but it also allows less experienced trip leaders to pair up with experienced ones.
If any children (under 18) are going on the trip, make sure their parent(s) or guardian(s) are going and sign the liability form (see below)
Announcing Your Trip
Send the following information to the Vice President by email, US mail, or by phone. The Vice President will get the info posted onto the website and sent by email to the members.
Name of the trip or event
A brief description of the trip. Include any special things that will be done or seen.
Time and date for the event
Driving directions to the location from a well known location (a city, an intersection, or another place that most people could locate easily)
Any special skills or equipment that is needed.
Rate the trip for difficulty. Is it an easy hike or a very hard paddle? Is it a appropriate for beginners or experienced participants only?
How should people contact you? By phone or email?
If your trip is weather dependent, describe what will occur if bad weather is present.
The Day of Your Trip
Bring the following things with you:
Names of people that you know are planning on attending.
Any safety equipment that is needed for the trip.
A copy of the liability release form. You can print out a copy of it and take it with you. All trip participants should sign it at the initial meeting location.
Any maps or directions that are needed.
GWS business cards are available at club meetings and other events. It is handy to have these, as that you may meet some people in the wilderness who would be good potential members.
After Your Trip
If there were any injuries or incidents on the trip, send the liability form and a written description of the incident to the Vice President as soon as possible.
If you or anyone on the trip has photos for the website, send them to the Vice President .
Write up a one or two paragraph trip summary and send it to the Secretary for publishing in the newsletter.