Trip Preparation

The planned trip must be correctly categorised, approved by the Trip Co-ordinator, a trip sheet raised and details included in the Club Magazine, and on the web.

• Talk to the Trip-Coordinator / Assistant regarding details and date of the trip

• Download the Trip Plan and submit to Trip Co-Ordinator

• Obtain check lists, visitors agreements and Trip Procedures for Participants from  the Trip Co-ordinator.

• Destination – extended or local.

• Length of trip – day, weekend, long weekend or extended.

• Classification of trip – easy to hard (rain). Social or scenic.

• Places of interest to visit – 4wd tracks, historic, unusual.

• Maps – what type of maps – details

• Number of vehicles on trip – reserves.

• Campsite bookings and Permits – Park Rangers.

• Trip agenda – planning meetings – trip leaders.

• Trip sheet - promoting trip – expressions of interest.

• Have details of trip included in magazine and web – diary, calendar or page if required.

• Trip participants – compatibility with type of trip.

• Vehicle Preparation – recovery equipment – spare parts if necessary.

• Camping trailers – camping gear – Showers/toilets.

• Fuel availability – Water – Food – Happy Hour (Roster)

• Trip Procedures – GPS – Epirb- Radios (Flying Doctors)

• Extended trips - shakedown camping weekend – packing of vehicles.

• Post trip meeting – swapping photos – next trip.

• If a rostered forestry trip obtain the permits, by-laws etc from the Trip Co-ordinator.

 Before Trip Date

• Determine location/destination of proposed trip

• Obtain relevant maps and gather information on area to be traversed

• Obtain any necessary permits for recce and trip

•  If applicable, contact landholders and obtain permission to enter

• Carry out recce of proposed trip ( may not be necessary or possible for longer trips)

• Determine camping facilities/fees (if applicable)

• Where necessary obtain fees etc from participants well prior to the trip.

• Pay camping fees/deposits (if applicable)

• Arrange for a winch and recovery kit to be taken on medium/hard trips

• For medium/hard trips ensure participants have completed the DAP

• For long trips arrange a group meeting of participants

• Carry and adequate first aid kit and identify anyone with first aid qualifications.

• Appoint an experienced driver as Tail End Charlie (TEC)

• If needed obtain Club GPS and hand-held radios (2) from Trip Co-ordinator.

Day of Departure  (or daily, on long trips)

Before departure

• Ensure non-members complete a visitor agreement.

• Ensure each driver has signed the trip sheet.

• Ensure that every vehicle has at least Third Party Property Damage insurance cover.

• Ensure appropriate recovery equipment is available in each vehicle

• Identify any vehicle(s) without radio communication.

• Ensure individual permits (if required) are completed by participants

• Hand each driver a copy of the Club’s Trip Procedures and remind them of their obligation to adhere to the Club’s rules and by-laws

• Brief participants about the route and what to expect.

• Appoint:

•         Fines officer

•         Person to present verbal report at club meeting

•         Person to prepare written report for club magazine, and web.

After departure

• Carry out radio check with TEC

• Carry out radio check with all vehicles

• Check trip procedures are being followed, in particular that vehicles are waiting for  the following vehicle, are not proceeding up/down hills or around obstacles until cleared by the vehicle in front.  Emphasise the need for safety at all times.

Post Trip

• Report any incident or accident to the club management committee, verbally and in writing.
• If a forestry trip ensure the required paper work has been returned to the DNR and fees collected have been handed to the Treasurer.
• Return trip sheet to the Trip Co-Ordinator.
• Attach details of the trip – times, distances, maps, GPS readings, places/items of interest etc regarding the trip – to the trip sheet for filing.
• Advise Sergeant-at-arms the name of the fines officer.
• Advise the Trip Co-Ordinator the name of the person who is to present the verbal report at the club meeting.
• Ensure the written report along with any relevant photographs has been forwarded to the Magazine Editor prior to the cut-off date.

Last Modified Tuesday, 18 March 2008
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