NZAC Section Trips – Trip Leader Resources

This document is a resource for those organising, or planning on organising a section trip. For an overview of what section trips are about, read NZAC Section Trips Overview, found on the NZAC website.

What’s in here

  • Trip planning guidelines
  • Trip leader checklists
  • Safety planning resources
  • Incident and emergency resources

Trip Planning Guidelines

If you are a potential trip leader (TL) interested in running a section trip for the NZAC, the first person to talk to is your localSection trip co-ordinator (STC). This position is appointed by the local section committee. Their role is to help you prepare and plan for the trip, and they will help organise the promotion of the trip to section members.

Section Trip Planning Overview

Duty of Care

The expectation of the NZAC is that anyone leading a trip or instruction course on its behalf takes all steps that are reasonably practicable to eliminate, isolate or minimise significant hazards.
The best way to do this is by involving all the participants in the safety planning process, so that they understand that they also have a duty of care – to themselves, each other and to the trip organisers.

Trip Selection

Most section trips involve Grade 1-2 climbs with relative low objective danger, but can also be focussed on rock climbing or more serious summits if the skill level of the participants is appropriate.

It is desirable that the TL is familiar with the area of the proposed trip. If you are unsure about an objective, consult with the section trip co-ordinator.

Trip Approval

The NZAC entrusts the role of approving and co-ordinating section trips to the sections themselves. The criteria for what is an appropriate objective and who is equipped to lead it is best entrusted to the knowledgeable locals. However the NZAC Instruction Committee is available to consult if there are any questions that arise in this process.

The NZAC encourages the STCs to involve the section committee in the process of selection of section trips and leaders. It is noted that in many cases the STC may be the TL.

Trip Information and Promotion

The STC and TL together should put together a trip information sheet, to be made available to potential participants. This should include:

  • Trip difficulty
  • Skill and fitness level requirements
  • Trip Logistics
  • Gear and clothing lists
  • Schedule
  • TL contact details
  • A method for applying for the trip (paper or online application form)

An example of a trip information sheet can be found in the appendix of this document.

The STC should organise for the trip to be advertised to the section membership, via section meetings, newsletters, websites and social media as appropriate.

Participant Vetting

The application process should involve a comprehensive application form, a template of which can be found in the appendix.

If there is a chance that their attendance may affect the trip safety in a negative way, for example if their experience is too limited for the terrain or difficulty of the objective, it may be a good idea to deny participation to an applicant.

When making the decision about who can come, consider:

  • Guidelines for terrain/difficulty
  • Relevant level of experience for trip (see application form)
  • If they have climbed on similar terrain and skills are current
  • If they have attended a club climbing course
  • Proven attendance on past section trips
  • Overall level of experience of participants
  • If they are suitably kitted with appropriate gear
  • Reported fitness levels (take with a grain of salt if unfamiliar)
  • Medical records and privacy

Medical issues that could affect / compromise the success of the trip medical issues require tact but must be addressed, for example it may be the case that a participant’s medical issue is well managed. A leader can allow/ decline participation on their trip on medical or other grounds after considering:

  • Their own level of leadership experience and comfort level
  • Agreed participant numbers
  • The safety and enjoyment of other trip participants
  • The level of section support ; can opportunities be provided for climbers to gain experience?

Be cautious and seek advice from other section trip co-ordinators /trip leaders if unsure.

Safety Planning

For a number of reasons relating to the environment and activities, section trips are considered high risk activities. Once the participants have been confirmed, it is ideal to organise a meeting to confirm logistics and to confirm the trip safety plan, a template for this is in the appendix. If a meeting before the trip date is not practical this meeting could happen in the pre-field phase, but must happen.

The advantages of involving the participants in the safety planning are:

  • The participants better understand what the risks are
  • They can make an informed decision whether or not the trip is suitable for them
  • Signed consent forms can be collected
  • The process of identifying and managing risks reinforces safe decision making in the field
  • Incident or emergency plans are discussed
  • Terrain and weather issues can be discussed in an non-rushed scenario
  • The location of field communications and first aid equipment is known by all

Transport and logistics

Vehicle transport plans should take into account the potential impact of driver fatigue and road condition on overall safety.

Food plans should include provision made for different dietary/allergy requirements.

Field Communications

The NZAC requires that on section trips the group is able to call for help if it is needed. Each group must have field communications that allows this to be achieved.

Incidents

An incident is something that causes or could have caused harm or damage. In the event on an incident the trip leader is to:

  • Assess the severity of the incident
  • Make a decision as to whether it is appropriate to continue or discontinue the trip
  • Report the incident to the NZAC head office.

Guidelines for how to do this can be found in the appendix of this document.

Emergencies

An emergency may be defined as

  • Serious injury to a person, physical or mental
  • Fatalities
  • Any requirement for air evacuation
  • Substantial damage to property
  • Severe negative impact on the NZAC image

In the event of an emergency the course leader is to co-ordinate the response using the Emergency Management Procedures, a laminated copy of which is held by each trip leader and assistant leader.

An example EMP can be found in the appendix of this document.

Where applicable, the trip leader or assistant trip leader will assume responsibility for co-ordination of the response until relieved by police, search and rescue services, ambulance medics or locally responsible personnel (e.g. ski patrollers or alpine rescue team).

The NZAC response will be co-ordinated by, in order of availability:

The General Manager

The Programme Manager

Trip Leader

Trip Participants

Emergency personnel responsibilities:

Role / Responsibilities / Communicate With
Trip Leader and Assistant Trip Leader / Implement Emergency Management Procedures
Contact general manager and programme manager as soon as is practical
Co-ordinate NZAC’s response until relieved / Participants
Programme Manager
General Manager
Programme Manager / Assure general manager is alerted of situation as soon as possible
Co-ordinate NZAC’s response in absence of general manager / Trip Leader
General Manager
General Manager / Assume co-ordination of NZAC’s response as soon as is practical
Handle media communications / Trip Leader
Programme Manager
Instruction Committee
NZAC Instruction Committee / Give guidance to general manager
Analyse emergency response
Review Safety Management Systems and update if necessary / General Manager

Appendix A - Trip Leader Checklist

Section Trip Co-ordinator(STC)Trip Leader (TL)

Phase / Task / Responsibility
Pre-trip / Trip objective &location approved by section / STC / □
Trip Leader approved by section / STC / □
Trip information & application forms confirmed / TL & STC / □
Trip promoted to section members / TL & STC / □
Accommodation booked (if appropriate) / TL / □
Participants vetted and confirmed / TL & STC / □
Food / catering arranged:
  • Dietary needs assessed
  • Requirements communicated to participants if self-catering
/ TL / □
Gear hire organised / TL / □
Meeting time and travel arrangements confirmed / TL / □
Participant meeting held, consents collected, safety plan confirmed, objectives and environmental care expectations discussed / All participants / □
Weather & terrain assessment completed
Backcounty avalanche advisories checked / TL & STC / □
Field communications ready and available / TL / □
GO/NO Decision made / TL / □
Information left with appropriate third party:
  • Trip intentions
  • Participant names and emergency contact details
  • Relevant communication and rescue equipment
  • Expected return time and when to raise alarm
/ TL / □
Travel to trip location / All participants / □
Phase / Task / Responsibility
Field Phase / Daily morning weather & terrain observations collected and recorded / TL / □
GO/NO Decision made / TL / □
Turnaround time established / TL / □
Equipment Check for participants:
  • Personal climbing equipment assessed
  • Gear list checked
  • Clothing list checked
  • Group First Aid Kit checked
  • Field communications devices checked
/ TL / □
Emergency Management Procedures
Trip leader and assistant leader are familiar with and in possession of a laminated copy. / TL / □
Climbing! / All participants / □
Post-trip / Participants debriefed
Risk Disclosure and Medical Information forms destroyed unless participant has been involved in an incident or accident. / TL / □
Contact person notified of return / TL / □
Hired gear returned / All participants / □
Trip report made to STC / TL / □
Incident Report Forms completed if required.
Incidents that cause serious harm must be reported to NZAC general manager within 24 hours / TL & STC / □

Appendix B – NZAC Incident Plan Guidelines

Name / Role / Mobile / Email
Sam Newton / General Manager / +64 27 723 9380 /
John Cocks / President / +64 27 246 3918 /
Sefton Priestley / Programme Manager / +62 21 055 0568 /