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 (guest and child if applicable) with you in case people show up without them.
- 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
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:
Print off the Carpool List report (available from your "Upcoming Events" list under "Coordinate").
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.
As people arrive, check your carpool list to see if there are guests requiring waivers.
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).
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.
As people arrive, confirm your drivers (starting from the top of the list) andfigure 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!
Make sure the drivers have directions to the trailhead.
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).
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. See:
"Do I have to become a member to participate in COC events?" on our FAQ page.
Waivers You must collect a waiver from every guest attending your event. See Waiver Info for complete information.
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:
To regroup and discuss splitting into "faster" and "slower" groups for the day
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).