Puget Sound Outdoor Programs

PSO Leader Trip Planning Check List

Trip Proposal and Planning Done!
1 / Plan up trip idea, talk with other leader, find co-leader
What is the trip about (objective/theme…gourmet cooking, ? Who is it aimed at? What are the risks involved?
Complete trip proposal: email for one
Pre-Trip meeting with the Program Contact – Libby Orrick, Laura Richardson, or Justin Canny) Done!
2 / Please schedule this meeting Thursday - Tuesday before the Wednesday Trip meeting.
q Meet with coordinator(s) and review trip proposal and discuss what come up
q Discuss questions and concerns
q Discuss current weather and relevant trip conditions
q Discuss leaders skills and strengths including: first aid, van driving,
q Trail maps – 2 sets per group
q Complete Trip information form to go to Security- including driving directions and copy driving directions for leaders
q Tentative Vehicle plan :
§ van #______
§ how to and where to pickup/drop off key
§ Taking out van seat
§ Filling fuel up
§ Cleaning of van
q Trip Folder review and check out
q Expenditure form and trip packet with gas card, expy key and Forest Service permit if needed:
Bev at Stu Dev before 4:30pm daily
q
Information Meeting
3 / Purpose: To inform, to get people comfortable, familiar and excited about the trip.
· Introduce yourselves
· Find out who is signed up and who needs to sign up and pay still
· Find out others names and fun fact/ice breaker question (especially if you know a lot of the participants. This can be helpful to make it seem like less of a click).
· Who, What, When, Where and Why:
o What is the purpose/objective of the trip?
o Where is it going?
o Who is it for (previous skills and exertion level)?
o When and where is the trip leaving from?
o When is the trip returning?
o What equipment will they need?
It is important to review the equipment list and to bring the leaders
o Individual Equipment check – Friday equipment as an example for beginning trips and for overnight trips.
o When is the next meeting?
§ Day trips the next meeting will be when the trip starts
§ Overnight trips:
· Friday then do all of this on Thursday
· Leaving on Saturday
o Purchase food – meet with leader(s) and some of participants on Thursday.
o Group equipment check- Friday
o Repackage food – Friday
· Review the risks inherent in the trip and how you plan to reduce
· Have participants fill out Participant form for Security
· Acknowledgment of Risk and Liability Forms – after introducing risks, have participants read, sign and witness others signatures.
· Health Forms - Participants must fill out the FRONT and the BACK!!!
If they do not have insurance info with them, make sure they bring it to the next meeting.
· Copy trip form after meeting for your use to call or email participants.
Final Pre-Trip Logistics – On Thursday for Overnight trips and on Friday for day trips
4 / q Individual equipment checked for overnight trips
q Group Equipment OR Day trip box signed out and checked out from the Expeditionary
q Final trip conditions check: driving, trail, road, snow, water
q Food purchase and repackaged
q Permits in trip folder
q Verify return time and # to call Program contact at one of us and we will text the others.
Libby: 415-823-4524 Laura: 612-607-2403 Justin: 253-230-7901
Post trip!
5 / q Fill Gas tank on the way back at any gas station in Tacoma
q Put group equipment (no individual rental equipment) in the Expy Kitchen
-Clean Pots and Pans
-Road kill food goes in the road kill box in the fridge
-Leave any wet tents or tarps stuffed- hang them up Monday w/ expy staff
q Clean and sweep van of trash and debris
q Return van keys to security
q Call YOUR Coordinator, tell us that you are back :)
Libby: 415-823-4524 Laura: 612-607-2403 Justin: 253-230-7901
On Monday:
q Clean and check equipment in with the Expy staff
q Return $, all receipts and completed expenditures form to Bev or Justin in Student Development
q Final trip summary meeting with Program Coordinator - see Trip Summary sheet in this packet

Puget Sound Outdoors - Trip Information

Leave 1 copy of this page with Security prior to departure

Name of Trip Destination: ______

Trail head: Land owner:

Departure Date & Time: __ Return Date & Time: ______

Leader Cell # cell carrier

Driving Information:

Driver: Driver’s License # / State

Vehicles (circle): UPS ASUPS minivan Personal Rental: Enterprise or Budget

Make/Color:______License # :______

ROUTE: Write detailed driving directions and trailhead information

PSO Coordinator Signature:______

Security Staff – Once trips date has passed…usually on Monday - Please return this form to Justin Canny at CMB# 1003

Leave 1 copy of this page with Security prior to departure

Name of Trip:______

Participant Names / LOCAL ADDRESS or Hall & room # / PHONE NUMBER
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All day hikes and backpack trips have a maximum of 9 participants and 2 leader OR 11 total. There are other trips that are larger.
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