Information for leaders

There are more comprehensive notes in the Members’ Handbook and Club policies.

New leaders must have a mentor to assist them.

Responsibilities of the leader.

The leader is responsible for:

• devising the activity,
• considering any risks, hazards and mitigations,
• submitting the event for approval and publishing on the website, Please refer to the Risk Management Policy.
• making all the necessary preliminary arrangements,
• leading the actual activity,
• making sure that everyone remains safe and obtains the maximum enjoyment from it, and
• completing any required administration after the event (e.g. incident reports if needed).

Some particular points for guidance are listed below:

Planning the event.

All Leaders must be familiar with the Club policies.

With regards to risk management, Leaders should consider potential risks for their activity and ensure that effective control measures are implemented, and documentation is completed. The risk management policy contains a list of key risks that Leaders should consider when planning and conducting an activity.

It is important that risk management is not a ‘tick and flick’ exercise. When planning an activity, "really have a good think", what are the hazards, what could go wrong, can we mitigate or avoid them, what would we do if it did happen?’. The Bushwalking Victoria manual is an additional good resource to have a look at.

Submitting the event for publishing.

Once you have logged in, hover on the ‘Events’ item on the menu and you should see a drop-down ‘Create an event’. Click on this and then fill out all fields on form, upload files using the choose file button and submit once completed.

Please consider your numbers and final date for booking carefully to minimise the need
for changes after publication.

The events coordinator will usually review and approve it within five days, and then it will be published on the website and visible in the calendar of upcoming events.

Booking people in.

Participants will book in via the website. They are also required to call you. Please do not
accept a booking without this call.

Refer to the Club policies for guidance on the "questions to ask" when taking bookings (e.g. ensuring participants are aware of appropriate clothing/equipment for the activity) and they are capable of the activity. If you are unsure do not accept them onto your activity but suggest a more suitable activity from the program.

Contact the events coordinator or your mentor for log in details to see your bookings. Once bookings have closed email participants with details re equipment, car pooling, etc

If numbers are full and you would like to include extra people, you can request the events coordinator to open a place. This may not always be achievable due to time contraints.

No one can participate unless they have registered on the website.

Before the event

If there are less than 4 registrations the activity must be cancelled as a club event.

Before the actual day, make sure that you have the transport arrangements in hand, and a first aid kit, map PBL or GPS as needed. Please refer to the Members Handbook for information on obtaining these and borrow a club first aid kit, map, PLB or GPS if needed.  

Once bookings have closed email participants with details re suitable clothing, equipment, car, pooling, etc

Please refer to the car pooling policy and current rates (published in footprints)

Remind participants to have their Emergency Contact Details form in the top pocket of
their pack.

If you need to cancel the event non members can be refunded. Contact the treasurer.
If a non member cancels we usually do not refund.

Leading on the day

Your responsibility is to make sure that everyone enjoys themselves in a safe manner. This implies that you have a social role as well as being the guide.

Refer to the leaders prompt card (a laminated copy is available) for the start of the activity (e.g. reminding people to stop at track junctions).

You need to collect and distribute the travel cost money. Lunchtime is a good time to do this.  This travelling cost is calculated using a per km rate) published monthly in footprints) per vehicle and dividing the total by the number of people in the vehicles including the driver. Google Maps should be used to give the distance between start and finish. Calculate this distance in advance of the trip.

If anyone is injured or unwell and needs to exit the activity ensure appropirate care is taken. No walker should be left or permitted to walk alone. Safety is our priority.

After the activity