EVENT COORDINATORS’ GUIDELINES

Updated – 21 September, 2022

These guidelines serve as a framework for the preparation and coordination of CORE events. The content is not meant to be a catalog of DOs and DON’Ts, but a fairly comprehensive list of suggestions for anyone whose proper objective is enhancing the safety and enjoyment of all trip participants.

Quick Tips for Coordinating Events are offered below as a quick pre-trip review of the essentials for making the best of every trip, and may be downloaded at this link. For the full Coordinator’s Guidelines, click here.

The initiative and efforts of our volunteer trip coordinators are necessary and are greatly appreciated by all members. A trip coordinators’ prime objective should be to maintain the highest level of awareness for the safety of all participants. To this end, preparation, organization and communication are very important.

First time coordinators: Please contact CORE’s Executive Trip Coordinator, either in person (at a club meeting) or by email through the link on the CORE Executive Contact Info page prior to posting an event. New coordinators are expected to have an experienced CORE coordinator along to help manage their first event, and CORE has a mentoring program in place to provide assistance.

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Quick Tips for Hosting/Coordinating Events

  • Research your trip. The Internet is a great resource for planning and researching your hike, or any other type of event. As well, guidebooks like the Kananaskis Country Trail Guides by Gillean Daffern and topo maps such as those created by Gem Trek are extremely useful. But don’t overlook the resources available at your fingertips on CORE’s website, particularly the Resources/Links page where you will find listings of useful phone numbers and Internet sites, and reports on weather, road, camping, and trail conditions.
  • Post the event on the CORE calendar. Before doing so, make sure you have the following information available: Date and time of event; return distance, elevation gain and difficulty rating (if it’s a hike or walk) and a description of some of the highlights of your event. Provide your email address for participants to sign up. Request responding participants to provide their cell # and emergency contact info. For instructions on how to post events, refer to the Guides/Calendar Posting page.
  • Determine the difficulty rating for your hike, by referring to the Guides/Difficulty Ratings.
  • Ask questions in a positive manner if you are unsure of a member’s ability for a particular trip, e.g., previous experience/physical ability. Inform participants whether you intend this to be a leisurely trip at a slower rate or a faster paced event.
  • Note phone numbers and email addresses* in case you need to cancel or change an event. If you must cancel, inform participants with as much notice as possible. Provide your contact info to participants, and remember to Cancel (but not delete) the event on the CORE calendar.
  • * Hint – Prepare your Trip Report beforehand and add participants info as they signup for the event. Download the Coordinator Trip Report template here: PDF  –  Word
  • Confirm club memberships by contacting the Executive Trip Coordinator or Membership Coordinator, if you are uncertain about whether a participant is a current member. Refer to Resources/Protected: Executive Contact Info for their contact details.
  • Arrange a convenient meeting place, preferably at one of CORE’s designated carpool locations, and make sure participants are aware that the posted time is the carpool departure time. See CORE’s Guides/Car Pooling & Locations page for potential car pool meeting locations
  • Arrange carpooling and ensure that each driver knows how to get to the trailhead. Provide maps if necessary. Let drivers know the return distance from the meeting place to the trailhead by researching the distance on Google. Know the current carpool rate.
  • Consider asking another member to co-coordinate with you. Having someone to share the “duties,” can help, even if that person just helps you at the carpool location.
  • Introduce participants to each other at the trailhead and/or carpooling lot.
  • Speak to your group at the trailhead. Tell them what you expect on the event. Let them know that they must wait at all junctions for the slower group to catch up. Try to establish a suitable place for lunch, reminding participants to reconvene there.
  • If you have a large group, it is best to split into a faster and slower group, Ask for a volunteer to “coordinate” the slower group, and establish a tail-ender (sweep) for each group. Make sure participants understand that everyone should be travelling in groups of four or more, for safety.
  • If a sub-group wants to go beyond the scheduled destination, you, as the coordinator MAY permit this, provided there are at least 4 people in the group. Make it clear that they are fully responsible for themselves. Any necessary carpooling adjustments should therefore be arranged before they set off.
  • Make sure everyone arrives back safety at the trailhead before you leave. Remind participants to pay the driver when they are back in Calgary. Assist drivers in figuring out the carpool contribution costs, if necessary.
  • Once you have left the trailhead, your responsibility is over and each car can make its own way back.
  • Above all, remember that you are all there to have fun; try to make it an enjoyable experience.
  • Fill in the Trip Report. Record all participants and trip details on the Trip Report. Submit the Trip Report to the Executive Trip Coordinator via email**
  • ** Hint – You can fill in the WORD version of the Trip Report, or take a photo of a scripted one. Email it to the Executive Trip Coordinator.
  • If you are unable to lead the trip, try to find a substitute coordinator before cancelling or postponing the event. Reminder: If you cancel your trip but fail to contact all who have registered, you must go to the meeting area and wait a reasonable time for them—otherwise they may be tempted to drive to the trailhead expecting to find you there.
  • Remember that you need at least 4 people (including yourself) for the trip to qualify as a club-sanctioned event.

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