PURPOSE: To create and sustain a community of members with year-round, healthy, outdoor activities, where everyone is encouraged to participate, volunteer, learn & grow. A place where friendships are made and people feel safe, included, and energized.
BACKGROUND
Best Practices require the acceptance of responsibility on the part of both participants and trip leaders. Best Practices have been developed based on the two key fundamentals of safety and enjoyment, with safety being the priority.
Safety: The following actions are inherent in ensuring the safety of all participants
- Due diligence – the care and planning that a person exercises to avoid harm to other persons or their property. (doing your homework and being prepared)
- Duty of care - avoiding acts or omissions that could cause harm to others.
Enjoyment: Enjoyment is maximized when all participants understand, accept, and follow the parameters and guidelines specified for the activity.
BEST PRACTICES FOR ALL ACTIVITIES/SPORTS
Best Practices for Participants
- Be familiar with the instructions and expectations made available to you prior to the event
- Arrive at the event 10 -15 minutes prior to the start time
- Arrive at the event appropriately dressed and equipped for the conditions, allowing you to safely carry out the activity
- Carry enough water to stay hydrated throughout the activity and enough food to sustain your energy level
- Follow guidelines presented by the Club and the trip leaders for your specific activity
- If a participant leaves the group before the completion of the activity, they are to notify the leader. The leader is no longer responsible for a participant’s wellbeing if that person leaves the group
- Save opportunities to consume alcohol until after the activity is completed (*see exception for xc ski/snowshoe)
- Practice due diligence and duty of care at all times
Best Practices for Trip Leaders
Before the Event
- Hold the appropriate qualifications or experience identified as necessary by the Sport Director
- Practice due diligence: i.e., research the route/facility; determine timing for the activity; identify possible hazards; make alternative plans to use if necessary
- Be familiar with and follow the Trip Leader’s Checklist (see separate document), making sure you carry the correct paperwork with you.
During the Event
Follow details outlined on the Trip Leader’s Checklist, paying particular attention to the following:
- Take attendance, ensuring that Emergency Contact information is accurate and complete.
- Maintain a safe ratio of leaders to participants for your activity as stated below in ‘Specific Best Practices’, designating an assistant leader and/or ‘sweep’, as necessary
- Outline guidelines to the group before the activity starts i.e., duration, speed, timing, possible hazards, etiquette, etc.
- Remind participants that it is their responsibility to complete the activity with the group. If a person leaves the group before the completion of the activity, they are to notify the leader. Point out that the leader is no longer responsible for a participant’s wellbeing if that person leaves the group
- Follow best practices for your activity, as stated below in ‘Specific Best Practices’
- Carry with you:
-
- Emergency Contact List, Incident Report Form, Emergency Procedures
- cell phone
- first aid kit and whistle
- extra water and energy snacks for participants if needed
- Throughout the event (where applicable) and at the end of the event, ensure that all participants are present or accounted for.
- Practice due diligence and duty of care at all times
- In the event of an injury or incident, fill out an Incident Report form.
- Send the completed attendance list and Incident Report (if required), to info@haltonoutdoorclub.ca
SPECIFIC SPORT BEST PRACTICES
Hiking
Best Practices for Participants
- Wear appropriate footwear on all HOC hiking trips. Hiking boots are recommended where terrain is specified to be anything other than ‘easy’. Hiking poles are recommended for challenging terrain or slippery conditions.
- Hike between the leader and the sweep
Best Practices for Trip Leaders
- Designate a sweep who is an experienced hiker
- Maintain a general ratio of one leader to a maximum of 20 participants
- Communicate the route and convey information about hiking speed, timelines, distance, trail conditions and hiking hazards that may exist
Cycling
Best Practices for Participants
- Wear a helmet on all HOC cycling trips
- Cycle between the leader and the sweep
- Carry a spare tire and repair tools and ensure bike is well maintained
Best practices for Trip Leaders
- Designate a sweep who is an experienced cyclist
- Maintain a general ratio of one leader to a maximum of fifteen participants
- Communicate the route and convey information about cycling speed, timelines, distance, trail conditions and cycling hazards that may exist.
Paddling
Best Practices for Participants
- Wear an approved personal flotation device (PFD) during all paddling activities
- Dress appropriately for the weather and water temperature
Version: 28March2024 4
- Paddle between the leader, the sweep, and other assistants
- Prior to the event, successfully have completed a wet exit and a rescue. Beginners without training are allowed to participate only when the activity is a commercially guided event offered by an outfitter
Best Practices for Trip Leaders
- Designate a sweep who is an experienced paddler, as well as other assistants as deemed necessary
- Maintain a general ratio of one guide / instructor to every six participants
- Communicate the route and convey information about paddling speed, timelines, distance, water and weather conditions, and paddling hazards that may exist
- Be equipped with tow lines and spare paddles
- For multi-day wilderness trips, a VHF or cell phone is required along with a first aid kit.
- For detailed information refer to the paddling section on the website for the following documents: pre-launch shoreline safety meeting, HOC paddling volunteer trip leader best practices and the HOC float plan.
Skiing and Snowshoeing
Best Practices for Participants
- Be aware of bus departure times and be on the bus 10 minutes prior
- Since skiing /snowshoeing are not set up specifically as guided activities, participants are free to leave the group or to be on their own. However, it is recommended that participants ski /snowshoe with a buddy
- *Participants are free to have an alcoholic beverage, as dictated by the resort/facility.
Best Practices for Trip Leaders (Bus Captains)
- Follow set routines for ski/snowshoe day trips as outlined on the provided materials
- Announce routines/guidelines/timelines to all participants on the bus
- Be aware of the destination for the day’s event and be prepared to assist the bus driver with directions if necessary
- Communicate your knowledge of the ski/snowshoe destinations including snow and weather conditions, pointing out any hazards that may exist.
