Convenor’s Guide



BAMWAT TRIP PLANNING GUIDE

Helpful information for trip organisers or anyone considering planning a trip. See Appendix C (page 10) for a trip planning checklist.

1. ROLES AND RESPONSIBILITIES

Each Britain and Abroad Mountain Walking and Trekking trip is organised by volunteers with the full support of the Committee. If you have volunteered to organise a trip, thank you. Your commitment adds to the club’s success. This guide will provide you with details of how to plan and run a trip.

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Firstly, select a destination and dates. You should check the best month(s) of the year for optimum weather and ensure that the destination and dates have been agreed by the Committee and are featured in the current Trip List. The Committee tries to ensure that there is a good mix of UK and overseas trips and that these are spread out appropriately across the year.

There is a trip planning meeting following the AGM in July each year, so you have the opportunity then to get your pitch in for the best time that suits you well in advance.

You are able to arrange the trip as it suits you, however as organiser, you agree to:

▪ Arrange suitable accommodation

▪ Advertise the trip to all members of the club

▪ Act as a co-ordinator to record participants

▪ Collect deposits and payments (where required)

▪ Organise transport arrangements

▪ Provide directions to the accommodation

▪ Ensure adequate maps/guides and safety equipment is taken

▪ Give advice on eating arrangements

You can delegate any of these tasks to another willing member of the trip (or any other BAMWAT member who is willing to help you.) If you cannot get the support you need, please contact a Committee member.

2. ACCOMMODATION

You are free to choose appropriate accommodation, unless it has been pre-booked by the Committee. Generally, this only happens for our annual Christmas or summer club trip, when ideal accommodation is popular and needs to be booked well in advance.

Ideally, accommodation should be suitable for mixed groups and have some self-catering facilities. Other aspects to consider are the number of beds. Although members will happily share single sex dormitories, very few are happy to share a bed and several guest houses, especially in the UK, have double beds rather than twin beds. So, it is very important to ask the question when booking as this will affect the number of people you can accommodate.

When hostel-type accommodation is booked, participants should always be advised if they are required to bring bedding, towels etc.

If members are driving to the accommodation, you should also enquire about available parking. Some hostels have very limited parking or there may be parking charges.

Secondary considerations that often make or break a successful trip are the social facilities. Are there pubs and or restaurants nearby (either in walking distance or a short drive away?)

3. ADVERTISING

It is your responsibility to advertise the trip to all members of the club in plenty of time, i.e. at least two months in advance. Email is the accepted means of advertising trips. The current mailing list is available from the membership secretary. When mass e-mailing members, you should always use the bcc option to keep members’ e-mail addresses confidential.

You should use the BAMWAT Trip Planner template to advertise the trip (copy attached below):

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and should include:

▪ Destination

▪ The dates (include return arrival day when the trip is longhaul)

▪ Number of leave days required

▪ Minimum/maximum number of participants

▪ Type(s) of walking available – use the walk gradings provided in Appendix A

▪ Type of equipment required

▪ Type of accommodation

▪ Transport arrangements (e.g. flights, car rental etc.)

▪ Catering (self-catering, restaurants etc.)

▪ Amount of deposit required and by which date

The Trip Planner template guides you to include all the necessary information. Keep your language appropriate, factual and fun. The advert/flyer is a sales pitch for your trip, but it should also outline the type of walking, likely grading and fitness required.

4. ASSISTANCE

You can call upon any member of the Committee at any time for assistance or advice with the arrangements for a trip. If you foresee any problems, contact a Committee member.

5. PAYMENTS AND DEPOSITS

All members and guests, who request a place on a trip, MUST pay a deposit. This deposit is NON-REFUNDABLE. It is your responsibility to collect deposits. It is advisable to ensure that deposits cover, as a minimum, any non-refundable payments made for accommodation, train fares, entrance fees etc. paid on behalf of trip participants.

You are not obliged to cover costs in advance for trip participants and should ensure that you have collected a large enough deposit or relevant costs in time to cover advance trip expenses.

Although deposits are advertised as non-refundable, if you are able to find a replacement and/or negotiate a refund for the accommodation, train etc., you should do all possible to refund as much as you can to the individual.

6. PLANNING

You should advise what specific items participants need to take with them on the trip e.g. food, sleeping bags, towels. Also advise which maps will be used and details of any useful guidebooks. This is to encourage participants to inform themselves about the destination. Do this well in advance to allow participants time to purchase items where necessary.

The Club has a very limited supply of certain items, such as sleeping bags, tents, crampons and these can be borrowed free of charge. These items are offered on a first come, first served basis.

Bear in mind that some participants may be new or less experienced and may need more advice on what to bring in terms of equipment etc. Consider producing some written instructions which you can share with all participants.

When cars are used, you should request volunteer drivers and help co-ordinate who travels in which cars. Drivers should be reminded to bring their driving licence when renting cars.

For overseas (or domestic trips involving air or train travel) you should check which flight/train everyone is booked on and arrival/departure dates and times.

To do this you should distribute the BAMWAT Trip Registration form (copy attached below) at least seven days before departure.

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Do all possible to hold a pre-trip meeting, especially for trekking/camping trips where the logistics are more detailed. If this is not possible then, as a minimum, an e-mail should be sent to all participants, with all details of the trip including meeting times and places. Consider setting up a temporary Whatsapp group to facilitate communication.

7. PROBLEMS

Wherever possible you should try to manage any problems that occur during the trip. Problems of a serious nature, i.e. those which could have an effect on the success of the trip should be notified to a Committee member. These include safety or financial issues.

8. SELECTING WALKS

You should plan, in advance, sufficient walks for the duration of the trip so that you are able to inform participants of the level of the walks (see Appendix B, page 7). Check that everyone is happy with the choices and confident that walks are not too difficult or too long for their current ability and level of fitness.

Always have a “plan B”, i.e. alternative walks, in case of inclement weather and consider easier options in case the party wishes to split into two groups for the more difficult walks. There will

always be opportunities to change your mind at the destination, but you will find it less stressful to go with a plan.

As early as possible, during the planning phase, you should share with the group details of the maps/guide books you are using and, if possible, other available guide books. You should also encourage them to either purchase them (or borrow them from their library).

Here are some useful planning tips for longer trips:

▪ Be knowledgeable. Check whether there is a local visitors’ centre nearby in the destination and plan to visit it as early as possible on arrival. Sometimes you get more detailed and current information in situ and you can also check the local weather to help with planning. (It also gives people a final opportunity to buy maps)

Information you may get from a local visitors’ centre include any recent changes in conditions such as closures of certain trails due to deterioration, landslides etc, restricted daily numbers for conservation reasons. These updates may hinder your plans so the earlier you can find this information, the better.

▪ Be flexible. Have enough ‘up your sleeve’ to be able to change plans due to weather, closed paths, bad route conditions new local knowledge or group preference.

▪ Be informative. Have a briefing session on the first evening (if arrival is not too late) so that everyone knows what is planned, you can agree roles and responsibilities e.g. shopping, cooking, keeper of the purse (a.k.a. ‘kitty’), agree departure times etc.

▪ Take it easy. If possible, start with an easier walk to allow participants to acclimatise and you to assess current fitness and ability levels. If there are ‘tough’ walks, plan them for the middle of the trip, not the first or last days.

▪ Be sociable. For trips of one week or more check whether the group wants a walk free day e.g. for sightseeing, shopping. This can enhance the level of trip satisfaction enormously.

▪ Be cool. Don’t let the responsibility of organising stress you. As per the BAMWAT Code of Conduct, the whole group is responsible for the success of the trip, their own safety and they have a duty of care to each other. If you need help, ask for it (either from the Committee or other participants). You are also on the trip to enjoy yourself.

There should always be more than one competent map reader on the trip. This does not necessarily have to be you, though you should be responsible for ensuring that this happens and that those people are happy to take that responsibility. If you are having difficulty with this you should always inform the Committee, who will make a decision regarding the viability of the trip.

9. ABILITY AND SAFETY

You have the authority, and full backing of the Committee, to deter any member, whom you consider unfit or ill-equipped from participating in a walk. If the member wishes to ignore your advice, they must be made fully aware that the Club no longer has responsibility for him or her. If this happens, the Committee must be informed as soon as is practical. As this is more difficult to manage once the trip has begun, where possible, verification of fitness and equipment should be handled before departure. The following statement is included in our Code of Conduct:

All participants share joint responsibility for their own safety and the safety of the group as a whole.

Appropriate safety equipment should always be carried (or hired in the destination), e.g. helmets and harnesses on via ferrata walks or crampons and ice axes for glacier or winter walking.

No member of the group should be left behind or “lost” during a trip. The best way to do this is to ensure that all walkers have the person behind them in sight.

The group should stay together and should only separate after prior agreement. A time and place for meeting up again should be agreed before separating. Inexperienced walkers should not be allowed to separate from the main group unless in the company of an experienced walker and map reader.

Even experienced walkers should be discouraged from leaving the group and proceeding on their own. If they are alone and injured, they may not be in a position to call for help.

Encourage any inexperienced walkers to download the BMC guide for new hill walkers:

You should note the emergency telephone number of the destination country and, if you are walking in remote areas, hills or mountains, you should check how to contact mountain rescue. (See Appendix B, page 8, for Emergency and Rescue information).

10. CANCELLATION

If you decide not to continue with a planned trip, the Committee should be contacted as soon as possible to find a substitute organiser or cancel the trip.

11. INSURANCE

It is each individual’s responsibility to ensure that they have travel insurance and also that the selected insurance covers the type of walking that the group will be doing. Most travel insurance policies cover the standard mountain walking that we do but additional cover will be needed for riskier types of walk such as via ferrata, high altitude walking etc. (See 12. Trip Registration Form below).

As a BMC registered club, we are covered for public liability (among other things) through their Combined Liability Insurance. Click on the link for more details:



12. THE TRIP REGISTRATION FORM

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The BAMWAT Trip Registration Form should be sent out at least seven days before departure to each participant in the group. It should be completed and returned to the organiser.

The form collects details of participants’ next of kin, phone numbers, insurance details and travel arrangements.

We collect participants’ insurance details so that someone can contact the insurer in case the individual is incapacitated and cannot do so themselves. Next of kin information is collected for

similar reasons. The information should therefore be kept safe and some other members of the group should also know where the returned forms are kept during the trip.

For data protection reasons, the registration form (and the data it contains) should be destroyed at the end of each trip. However, if the trip is part of a series organised by the same person (e.g. national trails walked over several weekends), the form can be kept until the end of the series and then destroyed.

13. DATA PROTECTION

As a registered club, BAMWAT is subject to data protection laws. Please keep any personal data of other club members, or “friends” of the club, in a secure place. Please also take note of the following:

1. See section 12 above (The Trip Registration Form)

2. Please use the bcc function when sending club information by e-mail so that e-mail addresses are not visible by other recipients.

Appendix A

WALK GRADINGS:

Leisurely: Suitable for most people in good health, walks are predominantly on good paths, at low altitude and on undemanding terrain. You expect to be walking for 3-5 hours a day (Including rest stops). Ascents/descents up to 300m in total per day. Walking speed is around 2.5 mph. Previous walking experience is not necessary.

Moderate: Suitable for fit weekend walkers. Consecutive walking days of around 4-8 hours on generally good paths. Ascent/descent up to 1000m a day. Altitude generally below 3000m. There may be stretches of exposure (e.g. ridge, scree, ladders) but not technical.

Challenging: You need to have a good level of fitness and previous trekking experience is recommended. Trekking days are generally 6-8 hours with some long steep ascents and descents. Altitude can be over 3000m and on difficult terrain (e.g. exposed and snow). You may be backpacking and need to carry personal items and equipment for 2-3 days.

Tough: You should be an experienced and confident trekker with a good level of endurance and fitness. Days will generally be long e.g. 7+ hours. Altitude could be above 5000m. The routes will be more technical and specialist equipment may be needed. Some areas can be remote and extremes of weather and climate may be encountered.

APPENDIX B

EMERGENCIES AND RESCUE

It is essential to know the emergency numbers of the country you are travelling to. When you reach the emergency services, ask for mountain rescue. Here is some specific information you should provide:

▪ Location of the incident, altitude

▪ Number and names of the people in the party and their condition

▪ Any injuries and names of casualties

You should also have the following information at hand:

▪ The number of the phone you are using and any other phone numbers from the group

▪ The nature of the incident – what happened?

▪ Time of the incident

▪ What equipment you have: warm clothing, group shelter, emergency blanket etc.

▪ Description of the incident site: distinguishing features, map reference

▪ Number and names of the people in the party and their condition

▪ Any injuries and names of casualties

▪ Weather: wind, temperature, visibility

Note: If a helicopter rescue is involved, extinguish all flames and secure all equipment.

Some useful emergency numbers:

|Country |Area |Emergency No. |Misc. |

|United Kingdom |All |999 |You can register your phone number |

| | |– ask for POLICE then Mountain Rescue |with emergency services by texting |

| | | |“register” to 999. |

|Ireland, Jersey, Isle of Man | |112 or 999 | |

|Europe – see page 7 for more |Western and Eastern |112 (most countries) | |

|information |Europe | | |

|USA, Canada, Bermuda | |911 | |

|Caribbean |Most islands |911 | |

|South Africa | |112 (from mobiles) | |

|Australia | |000 | |

|New Zealand | |111 | |

Also, take a small notepad and pen (sealed in a plastic food bag to keep it waterproof) and keep this with your First Aid Kit.

Mountain Rescue: France, Austria, Italy Switzerland

France :

Savoie : PGHM de Modane +33 4 79 05 18 04

PGHM Bourg St. Maurice +33 4 79 07 01 10

Haute Savoie : PGHM de Chamonix +33 4 50 53 16 89

PGHM Annecy +33 4 50 09 47 47

Hautes Alpes : PGHM de Briançon +33 4 92 21 58 58

Isère et Drôme : PGHM de Grenoble +33 4 76 77 57 70

Switzerland :

Swiss Valais 144

Swiss Rescue Services (REGA) 1414

You can also download the REGA app for iPhone or Android. It allows you to request assistance and automatically send your GPS position. For more information visit:



Italy:

General: 118

Valle d’Aosta +390 165 238 222

Austria:

General: 140

Voralberg: 144

APPENDIX C

Trip Planning Checklist

| |1. DESTINATION |

| |Select destination |

| |Check Club maps/books available |

| |List is available on the website: |

| |Purchase maps and travel books (or collect from ??) |

| |Alternatively, borrow from your local library |

| |Check visa and/or vaccination requirements |

| |Advise group in plenty of time if needed |

| |Check whether water purification tablets needed – preferably iodine based. These should be new and unopened as tablets |

| |deteriorate quickly. Participants may also need a water filter |

| |For more remote or hot destinations, check availability of potable water en-route (at huts, taps, with wardens etc.) |

| |2. GROUP |

| |Agree group size, both minimum and maximum |

| |Most overseas trips are limited to between 8-12 participants |

| |Send out trip advisor (flyer) |

| |This should be done at least 2 months before departure to allow members to plan leave, make family arrangements etc. |

| |Collect deposit amount from group |

| |This is to ensure commitment and in case anyone drops out and any cancellation fees apply |

| |Advise Membership Secretary who is participating |

| |E-mail l.jill.wood@ with names of participants. This allows us to check membership status. |

| |Send out trip packing list |

| |Do this as early as possible in case members need to purchase items. See Appendix B for an example of a trip packing list |

| |Check group has travel insurance with the appropriate cover for the trip |

| |Additional cover may be needed for more risky trips such as via ferrata, difficult scrambles or very high altitude and |

| |winter walks. |

| |The BMC offers several short duration policies for a variety of mountain activities. Insurers should be told the nature of |

| |the trip, otherwise the policy may prove invalid. |

| |You will need to send out the trip registration form at least seven days before departure, but it is essential to give the |

| |group time to get the best travel insurance quotes. |

| |3. ACCOMMODATION AND CATERING |

| |Select and book accommodation |

| |Use deposit payments to cover any required deposits Ask for additional payments in advance if necessary |

| |Check the number of beds vis-à-vis the number of males/females travelling |

| |Unless couples are travelling do not assume that people will share doubles. Although members are very flexible about |

| |room-sharing, most will not share a double bed |

| |Advise group of accommodation choice |

| |Provide with website links if possible |

| |Reconfirm accommodation |

| | |

| |Plan catering in advance |

| |Especially when staying in remote locations or on backpacking trips |

| |Where to shop, daily menus, shopping list |

| |For backpacking trips consider weight and volume and share out main ingredients among the group |

| |If you expect group members to cook, allow them to volunteer in advance so that they can select recipes they are |

| |comfortable with (not everyone is comfortable cooking for a group) |

| |if YHA accommodation is booked, someone with YHA membership can book for the group, if none of the participants have a YHA |

| |membership, please contact the Committee, |

| |This is in order to get the group discount |

| |Check before making the booking |

| |FLIGHTS |

| |Check flight options, including alternate routes on other airlines, Hotlines etc. |

| |Check fares and taxes |

| |Advise group of flight information and approximate total costs and options |

| |Solicit the help of other group members to keep an eye on seat availability if Hotlines are not used |

| |Where possible consider alternatives should someone not get on (or miss) a flight |

| | |

| |Note: Participants are responsible for booking their own flights. Your research is only advisory. |

| |CAR RENTAL |

| |Check number and size of cars needed for size of group including luggage |

| |Most rental firms do not allow for enough luggage space so bigger is better |

| |Remind participants to bring smaller cases due to restricted luggage space |

| |Book cars via phone, apps or Internet |

| |Rentalcars is a very good third-party site |

| |Ask for volunteer drivers |

| |Not everyone is happy to drive overseas |

| |It is best to have 2 drivers per vehicle in case of injury or to share long distances |

| |Remind drivers to bring driving licence |

| |And ask everyone else to just in case there is a problem with one of the drivers (e.g. missed flights) |

| |Check requirement for international driving licence |

| |Issuing may take some time, so do this several weeks in advance |

| |Provide clear instructions on how to get from the car rental office to the destination |

| |If possible provide drivers with a map |

| |If a map is only available upon collection, check that each driver is clear about where they are going, especially if you |

| |will arrive at night. |

| |Assume that you will not be able to drive in convoy! |

| |6. CLUB KIT |

| |Collect any required Club kit from the Committee, e.g. maps, map cases, 2-way radios, YHA card, compasses, First Aid Kits, |

| |sleeping bags, tents etc. |

| |Check on the website what is available and give the contact at least 1 week’s notice to ensure timely delivery/collection |

| |7. PRE-TRIP MEETING (approx. 7-10 days before dep.) |

| |Pre-trip meetings are beneficial because it allows the group to get to know each other before the trip begins and this is |

| |particularly useful for new club members. They also provide a good opportunity for confirmation of car sharing arrangements|

| |and for asking specific questions about the walks, the destination or the arrangements. |

| | |

| |If a meeting is not possible, send a summary and confirmation e-mail to the group with your contact details and mobile |

| |phone numbers of all participants. Consider setting up a temporary Whatsapp group to maintain speedy communication. |

| | |

| |Check availability of group for meeting and agree time and location |

| |Send out BAMWAT Trip Registration Form |

| |to collect mobile phone numbers, emergency contacts in U.K. insurance details and travel plans |

| |Confirm individual travel plans |

| |Some people may leave earlier out of choice or because of seat availability |

| |See section 12 of main document re BAMWAT Trip Registration Form |

| |Advise any special foreign currency requirements |

| |Your role here is advisory and participants are responsible for making their own arrangements and enquiries |

| |Bring any Club kit |

| |Allocate among the group in order to share load |

| |Keep a note of who has what as you are responsible for returning kit |

| |Agree departure/arrival meeting time and place |

| |Advise any participants unable to attend meeting of information given and decisions made |

| |8. MISCELLANEOUS |

| |For remote or hot destinations check group members have enough water bottles or large capacity |

| |Sometimes 3-4L per person per day is needed |

| |Make sure everyone brings enough sunscreen with high protection factors |

| |and caps or hats with peaks or large rims |

| |Take GPS and batteries (optional) |

| |Take 2-Way Radios and batteries (optional) |

| |9. 24-HR CHECK |

| |Check flight availability and advise participants if necessary (Staff Travel) |

| |Though this is ultimately the responsible of the individual |

| |Reconfirm departure/arrival meeting time and place |

| |10. AT DESTINATION AND POST TRIP |

| |Agree roles and responsibilities |

| |e.g. cooking, shopping etc. leading walks |

| |Confirm walks |

| |In hot destinations or on long walks plan to start early enough to cover enough distance in cooler temperatures or to |

| |complete the distance as early as possible |

| |Sunscreen should be applied BEFORE risk of burning |

| |Keep receipts (and advise group to do so) |

| |for shared costs such as petrol, road tolls etc. |

| | Manage reconciling of costs and return any unused deposits |

| |IMPORTANT: During walks keep all walkers in sight - both stragglers and leaders |

| |Often the group gets strung out (due to different walking speeds) and in these situations it is important that no one is |

| |lost from sight for any length of time. |

| |Walk leaders should be responsible for allowing stragglers to catch up and/or agreeing with fast walkers that they keep the|

| |rest of the group in sight. |

| |Or, in extreme cases, to agree to walk in two separate groups |

| |If a walker is lost from sight for an extended period, the group should stop and wait for him/her to catch up and check |

| |that they are not in difficulty or, if necessary, retrace steps until the walker is located. |

| |Particular care should be taken with new or inexperienced members, who may overestimate their level of fitness or |

| |underestimate the difficulty of the walk |

| |The group should not separate without prior consultation and meeting places and times agreed |

| | |

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Mountain Walking and Trekking Club

Britain and Abroad

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