Thread: Running a Trip, tips needed please

I find with a large group the best thing is to manage expectations and provide as much informations as possible. Your info sheet should include: (in no particular order)

Intended route
Expected distances to be travelled per day
Expected rest stops along the way
Meeting Details (Be specific, late comers ruin your schedule)
Trip Grade (indicate if alternatives or chicken runs are available)
Location of camping stops/facilities available and expected TOA for each day
Reminder of convoy procedures (stops people getting lost or left behind in a big group)
Mandatory Equipment (i.e: recovery gear, food, water if none is available, etc.)
Optional Equipment (i.e: fishing gear etc.)

If it's a low key relax type weekend we tend to not have too many rules, well we normally we have no rules except to have fun.

1) State the intended destination and time it will take to get there, whether it's campertrailer friendly for those that have them.

2) give good clear directions too the destination with a map, and if needed an easy route for the people with campers (GPS co-ords optional)

3) give a brief descriction of the activities and what facilities are there, (ie) toilets showers, swings, BBQs, fishing, driving (type of hard medium and so on) if medium to hard, minimum recovery gear will be required, 2 rated bow shackles and a snatch strap.

4) what time and where from YOU intend leaving from
(those who want can travel with you)

5) state whether a fire is allowd, if yes firewood trips will be required by attendees.

6) always restrict the vehicles allowd to come.

I always state that knowone will be forced or pressured into doing tracks they don't feel comfortable doing.

If you don't like certain things, state these things (ie) no guns, no kids, no pets (national park) no generators and so on.

Baz.

Ok thanks mate.

I should have said that the weekend away will be based around Halls gap itself, not a long convoy type trip.....

Ive found a great caravan park that does the job very well etc.

On the flyer I plan to have as much info as possible inc park web site link including a map of the area, 1800 Booking number, info on Fire's, costings, etc.

As far as what people want to do after they get there is another thing. I dont want to be telling people what to do, so I guess we will need to talk about that friday or sat morning to see what they want.

Some will want to "go for a play", some want to look at the local shops, wild life park or antiqe shops...... others will just want to sit around the camp fire and kick back with a book etc........its all up to them

Just thought of something else.....mobile coverage

Best thing is orginise some activities you want to do and people will make their own mind up on whether they want to do them.

Baz.

Below is a standard trip info sheet we use in our club and seems to cover most things. Depending on distance travelled, consider everyone travelling on convoy and whether they have kids that may need a bathroom stop or 2 and just generally have a think about who is in your group, how they and their cars are set up and if anyone might have any special requirments during the weekend. I then normally generalise this info into a trip info sheet similar to below which hopefully accounts for everybody (or as best I know them) on the trip.
Also give some thought to identifying who has what gear etc First Aid kit, fire extinguisher etc etc and who might be first aid qualified.
A brief desciption of the terrain you are likely to encounter is a must so that those considering coming can honestly asses the risk of damage or their ability to safely negotiate terrain.


Hosted by: Gold Coast Land Rover Owners Inc.
Phone: 0448 899 996 Email: info@GCLRO.com Online: www.gclro.com

DATE: Friday 22nd to 24th June 2007
WHERE: Rover Park – Bruxner Highway, Tenterfield, NSW
http://www.roverpark.com/default.htm
COST: To be confirmed once we have an indication of numbers
LUNCHES:BYO
GOLD COAST - MEET: 7.00am Nerang RoadLay-by before junction to Beaudesert
BRISBANE – Can meet en route (TBC) or at the park – best route via Ipswich
CLASS/GRADE: BLACK - G4 ORANGE
UHF: 33
TRIP LEADERS: Dranged
TAIL END CHARLIES: FenianEel

ADDITIONAL INFO: Due to expected large numbers for this trip, we will be splitting the groups up for any driving into 2-3 groups (depending on numbers) varying from easy to extreme. Essentially there will be driving to cater for all levels including families. The park itself is very well set up with activities for families and kids if required. The park also has some interesting old mine shafts and out buildings etc to explore.
We have booked out the entire bunk house and lodges for our stay which means there is plenty of room for singles, couples & families. PLEASE CONFIRM TOTAL NO. OF ADULTS AND CHILDREN IN YOUR GROUP WHEN SIGNING UP AND ALSO ROOM PREFERENCE – WE WILL BE ASKING FOR DEPOSITS TO SECURE ROOMS SO FIRST COME FIRST SERVE!!
Plan each day will be to do some driving, meet back at the lodges/bunk house for lunch, some more driving in the afternoon and then dinner/bbq/camp fire back at the lodges/bunk house. For those who have not been before the lodge/bunk house is very well set up with there own kitchens, toilets, bbq area and camp fire area. It is a very social set up and caters perfectly for a large group like ourselves. This really is a great park with great hosts, Heidi & Hans and will cater perfectly for those wishing to come alone, drive gently or hard and for those wishing to bring the family and relax.

MINIMUM VEHICLE REQUIREMENTS:

• Minimum AT Tyres
• Rated front & rear recovery points
• Recovery gear (Snatch, shackles, gloves)
• Centre Diff Lock or factory Traction Control
• Fire Extinguisher
• First Aid kit
• Sturdy foot wear (including all passengers)