COC Coordinator Manual

Running Your Event

• Attendee List
  Under "Coordinate" - "Upcoming Events", print off either the "Summ List" AND "Carpool List", OR just the "Dtl List". This will give you all the information you need, including who is willing to drive, who needs waivers, and contact/emergency contact information for everyone.
   
• Carpool
  
  What to bring to carpool:
  - Several extra waivers (member, non-member and child if applicable) with you in case people show up without them. In January, be sure to bring LOTS of extras because it's the beginning of the year and we're collecting new waivers for everyone.
  - Your "Carpool List" which will tell you who's willing to drive and who needs waivers
  - Your "Summ List" (or "Dtl List" if you prefer) which will give you everyone's contact, and emergency contact information, which you should have with you.
  - OPTIONAL: Driving directions and/or maps to the event location
  - OPTIONAL: A ziplock to collect donations in
  
  Managing Carpool:
  What do you do with a gaggle of folks lollygagging around at a carpool location? Here's a tried-and-true process that we've found works well for carpool management:
  1. Print off the Carpool List report (available from your "Upcoming Events" list under "Coordinate").
  2. Arrive at least 15 minutes early - some people show up early and the coordinator should be there so they know they're in the right place.
  3. As people arrive, check your carpool list to see if they have a waiver signed already and if not, get one from them.
  4. Wait no longer than 10 minutes past meeting time for everyone to arrive (try to leave on time... only wait past your departure time in extenuating circumstances).
  5. Some people may offer voluntary donations when they arrive, but just before figuring out driving arrangements, ask folks for donations (for those who didn't cough up right away). Just say something like "Anyone else want to make a donation to the club today? I'll accept it right now." If Rhonda Scheurer/Samantha Mathie is along, get everyone to give the donations directly to them. Remember the donations are voluntary and just leave it at a simple one-time request and then forget about it. We don't keep track of who donated what.
  6. Just before splitting people into carpools, do a round of introductions. You can introduce everyone or do a "round robin" where everyone says their own name.
  7. As people arrive, confirm your drivers (starting from the top of the list) and figure out how many people each can take. Split folks up according to your list - try to keep a good mix of regulars and newbies in each vehicle. Fill the vehicles up as much as possible... you may want to leave spare seats in one or two vehicles, but for the most part, fill 'em up!
  8. Make sure the drivers have directions to the trailhead.
  9. If you're carpooling from a known crime-spot (ie. Brentwood LRT), advise those leaving vehicles behind to move their cars to another location. This will add a few minutes onto the total carpool time, but it is worth it to not return to broken into, or stolen, member vehicles (which has happened several times in the club).
  10. Be on your way.
  
  Last-Minute/Un-Announced Attendees:
  Occasionally you will have a member show up to an event (or carpool) without being signed up, or someone bringing a guest along that is not registered. These people should NOT be accepted on the event. We do not have a strict policy against this, and if you decide to allow it, please consider the following:
  1. If there's a waiting list for the event, it is not fair to the people left behind on the waiting list who are "following the rules"
  2. You do not have this person's emergency contact information on your list, and it is possible that you *may* be personally liable if something happens to this person on your event if they're not signed up on the web site
  3. It sets a precedent for repeat incidents, not only with this person, but with others who witness them "getting away with it". It can foster a perception of the club allowing this "unfairly" and cause hard feelings among members
  4. It could potentially leave us short on carpool spots
  
   
• Waivers
  You must collect a waiver from every member who has not got an annual one on file yet for this year, and for every non-member attending your event. See Waiver Info for complete information.
   
• Donations
  Donations from members are voluntary, and we do not keep track of who donated what - we leave it up to our members to keep track "in their hearts" of how much they've paid in a year and stop paying once they've reached their personal maximum (recommended: $20/year).
  Donations are easily collected at carpool by setting your donation ziplock bag (if you're using one) in a visible location. Quite often, someone will offer a donation before being asked, which often prompts a landslide of donations - you don't even need to ask. If no one initiates, you can just say something like "If anyone would like to make a $2 donation to the club today, I'll be happy to accept it now".
  Don't press the issue, nag people, or follow-up. Our members have been very generous and we don't want anyone to feel pressured, unappreciated or uncomfortable - including you!
   
• Before Starting
  • When everyone is ready to go, do a round of introductions (even if you did it before at carpool). State the number of people on the event (for your own reinforcement, as well as others') and then do the introductions. You can say the names, or do a "round robin" where everyone else says their name. Re-iterating the introductions (even if you did them at carpool) will not only refresh people's memories, but also do the introductions for anyone who met at the event instead of at carpool.
  • Before heading out on a hike (or whatever) it is a good idea to announce some expectations to the group. You may think some of these things are common sense, but common sense isn't as common as we might like it to be. Announce your route - where you're going, where you're planning on stopping for breaks (ie. lunch), if the trip is an out-and-back or a loop. Tell people to wait at all intersections for the rest of the group to catch up. We have had a few stressed-out coordinators (especially newbies) because they've had a speedy group take off on them. If you're in bear country, you may want to put yourself in the front and make everyone stay behind you to keep the group together, or put one of your slowest hikers in the front to set the pace and make everyone stay behind them while you stay in back to keep an eye out and make sure the group isn't splintering.
  • You may arrange for the group to stop after approx 15 minutes of hiking for a couple of things:
    1. To regroup and discuss splitting into "faster" and "slower" groups for the day
    2. For a group stretch - it is recommended to do 10-15 minutes of stretching after your first 15 minutes or so of warming up.
  
   
• During the Event
  • Act as an Ambassador for the club. Make sure new members, especially those out for their first time, are included and made to feel welcome. Be available to answer questions and take suggestions (which can always be passed along to the appropriate club Officer)
  • Make any adhoc decisions to be made. Make sure decisions consider safety and enjoyment of all participants. Don’t alter the event - ie: don’t take attendees into dangerous territory or off-trail, don’t start an event more difficult than was stated in the overview without consent, etc.
  • Be aware of the medical concerns of those on the event, and don’t change the event to something more difficult at the last moment.
  • Ensure no one gets separated from the group. Watch for stragglers, don’t plow off ahead with no regard for those who may be of a lesser fitness level. Do an occasional headcount to make sure you still have your whole group.
  • During the event, be the "go to" person, if anyone has any questions or if there are any problems or injuries, etc. Remember to contact emergency teams at 911 or a park ranger, etc., if there are any injuries that need to be attended to. (Carry the appropriate emergency contact information on you during the event).
  
   
• First Aid
  Carry a first aid kit. Small kits, and replenishment supplies, will be reimbursed by the club. Submit your receipt to our Treasurer, Rhonda Scheurer/Samantha Mathie to get reimbursed.
  It is a "nice to have" for COC volunteers to have first aid training, but is not required.