Last Updated: March 7, 2022

How DO you TO COORDINATE A TRIP for the AAmc?

The role change will give you access to the following on the AAMC website which walks you through the whole process from putting the trip in the calendar to send cool photos to our marketing and promotion chair:

• Access to the Event Manager Tool (and the instruction page that tell you how to use it to post a trip in the calendar)
• Access to the AAMC Waiver Administration Document (that you use when your participants sign the club event waiver)
• Access to the Trip Plan Form (that you use on the day of the trip)

If you have any questions, that are not answered in these above documents you can email executive@albertaadventuremountainclub.ca to ask your questions.

Prior acknowledgements

1. The trip coordinator understands that it is important to communicate all pertinent information or any changes to participants as the trip approaches.
2. The trip coordinator understands that the club does carry corporate general liability insurance that covers the AAMC and all its members,  however, all coordinators are expected to exercise the utmost diligence in judgement and decision making when coordinating trips.
3. All coordinators MUST adhere to the exact steps outlined in the AAMC waiver administration document

Some Good tips For Trip Coordinators to Remember...

1. Review the Safety Section of the club website
2. Confirm that the entire group is accounted for at the meeting location.
3. Confirm that everyone is clear on the nature of the trip, the level of difficulty and the type of terrain the event will cover.
4. Ensure you have a map and GPS with spare batteries (highly recommended for some types of trips) and perform equipment function tests for GPS and all transceivers (if required).
5. Divide up club equipment among participants to be carried into the destination (if required).
6. Identify to the rest of the group all persons carrying first aid kits and other safety group gear (i.e. avalanche probes).
7. Fill out the AAMC Trip Plan Form. If multiple separate groups, ensure each group has a designated contact that also fills this out. This is to provide much needed and timely information in the event of an emergency. After the trip is over, post that the group has come back safely in the Trip Coordinators chat on the AAMC whatsapp group.
8. Provide instructions regarding travel as one group. For large groups, identify a "second in command" who should stay with the back of the group.
9. Review any "regroup" strategy or instructions.
10. Set a turn around time for day trips if appropriate. If groups are splitting up, communicate your turnaround time with the other groups and set a return time. Check in with other groups upon your return. Contact search and rescue for any groups who have not returned by their designated return time.
11. Address questions or concerns raised by participants during the event as appropriate.
12. Ask the participants for a volunteer to provide a trip report... to save yourself a bit of work :)