COC Coordinator Manual

Choosing Your Event

1. Think of things you’ve done before that would be appropriate for COC events. Hikes & walks, snowshoeing or skiing ventures, rafting, etc.
   Be careful when posting "social" events - these events MUST be appropriate to the COC purpose. Some pub nights, potluck dinners, and so on are great. Things that are more appropiate to the Calgary Culture Club (for example, live music, theatre, dance, museums, ethnic dinners) should be posted there, not on the COC.
    
2. Use the Event Suggestor to look for ideas.
    
3. For hikes/backpacking, pick up guidebooks and search the internet for information on trails. Typically, coordinators should choose hikes that they have completed at least once before, but it’s not necessary. It’s nice to have the experience and comfort level that comes with having done a hike previously. If you haven't done that trail/event before, please include a note such as "Explorer Trip: Your coordinator has not done this trip before but wants to try it. Please allow time/patience for unforseen circumstances." in your itinerary.
    
4. Don’t be afraid to post an event on the same day as someone else’s (but try to steer clear of posting the same trail/location)! Remember, we have thousands of members now, so there will likely be interest in just about anything that goes up.
    
5. If an event has a long waiting list, consider a trip of similar intensity and distance to a different location. If you choose to split off a second group for an event with a long waiting list, no more than two events to the same place on the same day should be posted and even this should be avoided if possible. And at least one hour between the events should be posted.
    
6. Groups for all events beyond urban and social events should never exceed 15 people. As events go up in difficulty, this maximum number should drop. As an example, difficult scrambles (those rated moderate and above in Kane's book), backcountry events and events to avalanche areas should not generally exceed 10 people, with eight being a more appropriate number. See our Commandments and Safety Policy for more information.
    
7. Research your potential event thoroughly. Consider carpools for events at locations serviced poorly by public transit, find driving directions, maps and transit routes that are applicable for the time and date of your event.
    
8. Make reservations as necessary, research potential costs for members, and whether it would make sense to collect these fees through the club in advance or pay at the event.
    
9. Don’t forget safety. Be confident in what gear and/or training is necessary or recommended for the event.
    
10. For winter events, make sure you've considered avalanche danger as required
     
11. Sorry - no Co-Hosted events (see our Commandments page for more information). A co-hosted event would be one that is posted on other organizations besides the COC (for example, if you also volunteer with the Calgary Ski Club). All of our events must be COC-only as we've had issues in the past with co-hosted events.