TRIP SPONSOR GUIDE

Successful Hoosier Canoe Club activities, particularly trips, are an important part of fulfilling the objectives set out in the club constitution

To bring together people with a mutual interest in canoeing, camping and other family outdoor activities.

To promote skill and safety in canoeing.

To promote interest in canoeing.

To promote the preservation of natural waterways and natural resources.

Because the majority of HCC functions are club trips, and good trips will contribute to a better HCC, this guide has been written to serve as a thought provoker and check list for sponsors of HCC trips. As a participant in trips you will also benefit from reading this guide.

This is not presented as the only way that trips can be organized or operated within the HCC. There is always room for individual creativity. It is designed to cover the most important aspects of trip planning and operation.

The trip sponsor is responsible for the planning, organizing, advertising, and execution of the club trip. On the river the sponsor is also the trip leader unless that function is delegated to another member. The trip leader must also be receptive to input from the other persons on the trip. Other paddlers should respect the trip leader's guidance but feel free to make alternative suggestions.

Check that the trip is accurately described in the club trip schedule. Write up the trip for the club newsletter for publication at the beginning of the month of the trip. If the trip is very early in a month the write up should be early enough to publish a month ahead. Write ups always include the trip date, stream name, section that will be paddled, a description of the river, meeting point for the trip, when to be at the meeting point, where the put in is and what time the shuttle is anticipated to start. Also include the estimated driving time to the meeting point and suggested routes. Give the RSVP date, times and telephone number. Use the attached checklist for all information.

If any special equipment is needed because of water or weather conditions include that in the write up and also tell all of those who RSVP.

If a trip involves conditions that require special skills, equipment or physical conditioning then include that information in the newsletter article. Open participation is a general rule in HCC, but safety is vital! A judgment of stream difficulty is a combination of rapids, water level, temperature and remoteness of the stream.

Scout the trip. This includes scouting the river, the shuttle routes and the route to the trip site. The best way to scout a river is to paddle it. You can learn hazards, play areas, rest areas, lunch stops, points of interest and paddling time. A county map is best for shuttle routes and a TOPO is best for river information. Find a landmark on the river at the take out or mark it. Select a take out with adequate parking. If you can get the name and telephone number of a person living near the river to check for water conditions. There are other sources for river conditions: canoe liveries, DNR offices, Forest Service, Corps of Engineers, and sometimes a Chamber of Commerce.

Obtain permission from land owners if the put in or take out parking areas or lunch stop are on private property. Do this for each trip. Don't rely on previous permission. (Property is often sold). If you cannot scout a trip, talk to a member who has run it recently or was the last sponsor. If you could not scout in person try to arrive early and check the put in and take out areas before the other arrive.

If camping is part of the trip, select a campground and make reservations if necessary. Put the camping information in the newsletter article and inform those who RSVP of the campground location, telephone number, type of facilities and cost.

Keep a list of those who RSVP. It makes a good check list to see who has arrived at the meeting area. It is also good for introductions and signing the release form. If plans change you will need a call back list.

When you receive the call review the trip and any special conditions that will be encountered. If this trip involves even modest whitewater remind them of any equipment needs and what level is expected. If CB's are to be used ( Yes if available) remind them to bring their units.

Obtain or be sure that the club safety kits will be on the trip. Check them out to be sure that they are serviceable and not wet or used up of needed items.

Obtain and use the club liability release/wavier form. The sponsor is responsible for obtaining the signatures of all participants before the trip starts. Usually this is done at the meeting point as people arrive.

Check the weather and water conditions a day or two prior to the trip. Changing plans is easier with some advanced notice.

Check your equipment. Try to set a good example for the other paddlers. See that boats, paddles, pfd's, etc. are in good condition.

Review those who RSVP. Try for shared rides. It saves fuel and makes friends, make shuttles easier, and reduces parking problems.

Take copies of an updated trip schedule with you to answer questions about future activities. It doesn't hurt to have membership applications for guests.

If there are any questions that you are unable to answer always call the HCC Trips Chairman. They are usually a source of information on who to call for specific river facts or equipment sources.

Arrive at the meeting point prior to the scheduled time. Occasionally road markers will be necessary to direct people to the meeting point. Check the water level. If it is at hazard level consider changing the trip or limiting those who can participate based on experience. Again safety over all other considerations. Note the water level at the put in against a permanent feature such as a bridge pillar.

As paddlers arrive see that each signs the wavier/release form. Have a person see that introductions are made. Make it a practice to ask if the paddlers have any special physical or medical conditions that you should know about during the trip. After all paddlers have arrived place the wavier/release form in your vehicle. You will need it for the trip report and for the trips chairman to log river miles for the year.

Consolidation of boats on vehicles at the meeting place is always a good idea. It reduces the parking and shuttle problems, particularly for a large group.

Shuttles are a major user of time. If it is possible start the shuttle one-half hour after the scheduled meeting time. Organize the shuttle so that some vehicles can carry two boats back from the take out. Consider both weather and distance when setting the shuttle. If there are two CB units consider having them in the lead and last vehicles on the shuttle. At either the put in or take out park vehicles so as not to block access to driveways, fields or create a traffic problem.

At the start of the trip get the boats organize into natural groups by skill, paddling speed and experience. A mention of the desire to do this is usually enough to make it happen. Persons in both the lead and sweep groups should have safety kits and the ability to make rescues. All participants should stay between the lead and sweep boats.

For both safety and legal reasons have a PFD for each person in a boat. Rule is that without a PFD you don't paddle. Encourage wearing the PFD! Discuss any known hazards, downed trees, fences, dams and what procedures will be necessary at those spots. Make sure everyone knows how to identify the take out while on the river.

In some cases, particularly whitewater, lead paddlers will get set with throw lines and rescue boats at known rapids. In situations where a special river position or extra skill is required a lead person will usually wait below the hazard to see that each boat get through.

Safety is always a concern and is enhanced by using the rule of always being in sight contact with a least one other boat, particularly the one behind. If paddlers need some instruction have them in the follow group. Really unsafe practices will sometimes require issue of warnings or even direct orders to halt or change actions.

During the trip the trip leader must monitor the progress. Lead paddlers may be a mile ahead of the sweep. That is about the maximum separation the group needs. Have the lead take some rest stops every half hour to allow others to catch up, particularly prior to the lunch break. Try to have the sweep arrive at the take out not more than 20 minutes after the lead boat.

Respect the property rights along the river. In most cases you have a right to paddle the river but not to be on the banks above the high water level. In any case don't argue with a land owner, be as polite as possible under the circumstances and continue down the river. Take more litter than you brought and leave the river and banks better than they were before you were there.

At the take out after the boats are loaded have members check each other tie-downs and that boats are secure. Make a sweep of the area to see that no litter or equipment has been left by HCC people. Pay particular attention that guests are leaving with a good impression Of HCC. Check to see that all drivers are alert and ready to make the trip home or to the campsite. Stopping for food and drink on the way home is a good idea.

At a campsite site try to have a special area for HCC. Private site owners are usually alert to collecting their fees. Make sure that all HCC members have paid and have receipts for their camping space.

FOLLOW-UP ACTIONS

While the trip memory is fresh make some notes. A map showing the river and the shuttle route, anything of interest about the trip, river or things that happened on the trip. Get some input from others on the trip. All this makes the reporting job easier. The newsletter article is a very important part of the trip. It records attendance and provides other members with a history of the trip. It makes it easier to enjoy the same trip another time. The newsletter editor will take your article in any reasonable form, but the easier on the editor the better. Written is OK, typed better, computer diskette still better, and on-line the best. Use the attached checklist to help you prepare the trip report.

Make the Trips Chairman aware of the location of the safety kits and make arrangements to return them or get them to the next trip sponsor. If any items were used or lost advise the Trips Chairman or Safety Chairman that items need to be replaced.

Guests on trips are potential new members. If they were given a schedule and telephone numbers before the trip, they should have a club contact. Let the Membership Chairman know who they were and how to contact them. A small gesture of friendship may result in a new member that you can enjoy on trips for a long time.

Report to the Trips Chairman any particularly good or bad things that happened. HCC wants to repeat the good things and eliminate the bad.

Being a trip sponsor is not a really as difficult as it would seem based on the material you have just reviewed. Since the HCC members really want to have an enjoyable trip each time they are cooperative and very understanding. Trips attended by members that have been trip sponsors makes it even easier because they will help you as much as possible. If you have been on a few trips consider volunteering for a familiar trip on a river that you like just to get the experience. Don't be shy about asking for help on your first or second trip sponsor assignment.