COC Coordinator Manual

Please see the Andwa Website User Guide for website How-To information.

Choosing Your Event

  1. Think of things you've done before that would be appropriate for COC events. Hikes & walks, cycling, snowshoeing or skiing ventures, rafting, etc.
    Social events are allowed, but should be appropriate to COC mandate (ie. we're the Calgary "Outdoor" Club). Events that have an outdoor component (ie. a walk and dinner), are activity-related (ie. wrap-up parties for a COC event type such as cycling), or that are related to outdoor activities (ie. Banff Mountain Film Festival) are encouraged. Events that have nothing to do with our mandate (ie. theatre, museums) are discouraged (although not forbidden). Please use your common sense - if COC gets too many "inappropriate" social events on the calendar, we may decide to put more formal rules around what types of events can be posted. Note that all social events must follow COC's general rules (ie. non-discriminatory, etc).
  2. Use the Event Suggestor to look for ideas.
  3. When choosing your activity, be mindful that you're not choosing to do something that is going to create a hazard, or damage an area that is developed/maintained for another activity. For example, for winter hikes or snow shoe events, be sure that you don't plan your route in such a way that it will damage a cross-country ski area. If you do encounter any cross-country ski areas, be diligent about keeping all attendees well off to the side of the ski area.
  4. Watch out for Leased Land and be aware of the guidelines and restrictions:

    Most of our club events take place in public places, parks, gyms, forest reserves, public pathways and along rivers and lakes. We do not often encounter places that require access rights. Gates, fences and signs displaying private property, no hunting or access restricted are not the norm.
    How do I tell if an area I intend holding an event in is off limits?

    In Alberta areas west of the Forestry Trunk Road (FTR) known as Hwy 940 or Hwy 40 which runs roughly from Coleman to Grand Prairie are forestry reserves, provincial wildland, provincial parks or national parks. Unless otherwise posted they are public land and there is usually no problem entering them on foot. Camping outside designated areas may also be allowed. If the land is a provincial or national park a backcountry permit may be required to camp and sometimes just to enter the area. Check with the appropriate department for details. East of the FTR the situation changes. There are forestry reserves, private lands, Crown Grazing Leases and Oil, Gas and mining leases. If the land is not forestry reserve permission to enter is required from the landowner or leaseholder. In the case of leaseholders this website gives a map and the contact details to obtain access permission. Private landowner information may usually be obtained from the local municipal district office. Pedestrian access is not always guaranteed however most leaseholders are quite reasonable. You may have to negotiate numbers and activities. Camping is usually forbidden. Remember be tactful and courteous.
    If you do get access permission note the details in your event writeup. We wish to establish a good relationship for future events.

    Events like canoeing and rafting quite often will pass through private and leased lands. Be aware of where they are. Do not stray from the banks unless you have obtained permission. The Bow, North Saskatchewan, Red Deer, Oldman, Castle and Milk Rivers are the rivers we would likely run.

    General guidelines for usage:
    • If you are entering private or leased land enter through gates and close them after you.
    • If you have to climb over a gate do so on the hinge side.
    • Slide under or cross barbed wire fences at low points.
    • Stick to obvious trails
    • Give livestock a wide berth particularly in winter
    • Keep well clear of buildings or homes
    • Walk around the perimeter of fields rather than through them if there are crops
    • Pack out what you bring in.
    • No camping, fires or driving vehicles on land without prior permission.
    • Do not block access by parking in a gateway or entrance to fields.

  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. Don't forget safety. Be confident in what gear and/or training is necessary or recommended for the event.
  12. For winter events, make sure you've considered the Winter Safety Policy as required
  13. Co-Hosted events are permitted at this time. 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 or a Meetup group). All co-hosted events must adhere to the COC safety and wavier policies.
  14. Charity events for another organization: It is the club's preference that donations be collected to benefit the COC, but should you chose to hold a special event to help a charity, the donation/s collected has to be submitted to the charity via the Club and not in your personal name. The charity should be registered. After the event, post the event's financial standing in the write-up.
  15. Under no circumstance should any coordinator profit from a COC event. It is important you plan your events so you are not out of pocket. If you are out of pocket on an event, you cannot make a profit on another event to make up for the deficit.
  16. If you want to set up an event with the intent of pre-registering friends and they become full, do not post them on the calendar. Run these activities outside of the club. We have had many complaints from members about events being full the moment they are posted.