Leading Outdoor Groups*

Your goals:

To return participants safely after completing the activity

To be prepared for a worst-case scenario; "expect the unexpected"

© 1999 Martin Rose 10 pages
The information provided in this document is for educational use only and is not a substitute for specific training or experience. The author assumes no liability for any individual's use of or reliance upon any material contained or referenced herein.

Introduction

This is a guide to the key risk management issues you need to be aware of as an outdoor group leader. Your safety and that of your group depends upon your personal awareness, judgement, and experience. Outdoor accidents are due primarily to a combination of three factors: human error, environmental hazards, and equipment failure. Be aware of these factors and their compounding effects, particularly when combined with other factors, such as group dynamics.

In addition, know your group well: understand their limitations and your own. Be prepared - for the worst-case scenario - and you will have a better chance of avoiding real hazards versus the group's experience of perceived risk.

Experience is the best teacher; there is no substitute for experience, just as certification is not a substitute for good judgement. In the final analysis, a failure in judgment can have a serious or fatal outcome. If you are a group leader, plan your outdoor trips with this absolute in mind: your group is your personal responsibility.

Be Aware Of -

The Three Key Factors and other compounding variables:

Environmental Hazards

weather

avalanche/snow

tides/currents

rain/hypothermia*

road conditions

route/s

other hazards

* a major factor on the West Coast

Equipment Failure

quality/amount/type

Human Error

training

judgement

stress

fatigue

experience

Compounding Variables

(one example given)

Group Factors

age

(participants/staff) gender

number of participants

leadership

maturity/cohesion

general capabilities

The Highest-Risk Outdoor Activity?

Transport to and from the activity

(Depending on the time of year/location/group dynamics, the risk is always changing)

Water-based activity

hypothermia

drowning

Land-based activity

hypothermia

slide/fall

lost

avalanche

injury

Some important factors to be aware of:

Insurance $2,000.000 min. liability coverage

Drivers abstract/current licence/record

Vehicles age/type/suitability

Pre trip inspection tires/brakes/roof-racks/seat-belts/etc.

F/A equipment what do you need?

Vehicle condition age/type/suitability

Organization policy re:-private vehicle transporting participants

Driving speed limits: 80km?/known to drivers?

Communication method between vehicles?

Spare tires jacks/wrenches

Route to follow drivers familiar with route/procedures?

Back-up plan what if a vehicle becomes unusable?

Transport how will vehicles get to the activity?

Documentation

Trip outline: purpose of trip and route to be followed

Participant list: names/medical numbers/contact names/tel. nos.

Waivers: medical/medications/permission/signed by parents

Emergency plan: including contact nos. of organization officials, RCMP, nearest hospital, group leaders

Liability insurance coverage: make sure you have the amount required (does it cover volunteers or just paid staff?) Certificate of Insurance: a copy should be posted in your office/headquarters (the certificate can be obtained from the insurance underwriter.)

Certification: drivers' licenses/drivers' abstracts/first aid/

duplicate, up-to-date copies for organization managers

Who is in charge? you must have one designated leader with final authority/who is it?/does everyone know?/is it in writing?

Who is the leader's backup and/or assistant? is it in writing?

Log book: it is important to document your trips and record any incidents/accidents with exact times, dates, location, witness statements, etc./now standard practice for outdoor leaders

Medical Issues

Signed waivers: from guardians/parents - for all participants

Medications: quantity/amount/supply

Diabetics: insulin dosages/supply

Allergies: food/insects/drugs

Epipen: Ana-kit/personal kit/group kit

How far is it to the nearest hospital from your trip location?/what is the hospital's emergency phone number and address?

Other?

Group Travel

  • Always travel together (keep weakest members at the front)
  • Leader in the front/"sweep" at the back (sandwich your group)
  • Buddy system for group members (group ability/limitations?)
  • Time of departure and time of return (you want to be returning with extra light as a safety margin/better to start in the dark with headlamps than run out of light later with an emergency)
  • When do back-up contacts call if you are late? (who do they call?)
  • Copy of your route left in your vehicle (with contact telephone nos. and names/copies also left with base contacts)
  • Cell phone area of coverage? (spare batteries?/spare phone?)
  • Food and emergency supply (split among all participants)
  • Headlamp batteries/bulbs/spares (how many headlamps?)
  • Footwear (boots/runners/quality/do visual check before trip)
  • Clothing (quality/spares/wool/poly-pro? do a visual check before trip)
  • Equipment (emergency tarp/fire-starter/sleeping bag)
  • climbing rope/first-aid kit/duck-tape/hockey-tape
  • Blisters (most common medical problem on hikes/regular checks must be made)
  • Procedure if groups or vehicles become separated

Parents and Participants

  • Give copies of your route plan to all parents

  • Emergency contact numbers for the leader and assistant

(include the cell phone nos. and/or telephone numbers for parent contacts)

  • Stay aware of pickup and drop-off locations

(put them in writing)

  • Clothing list

(put in writing for participants)

  • Equipment list

(put in writing for participants)

  • Medical and Consent waiver in writing - signed by parents/guardians and participants

(advisable to help participants clarify their understanding of what the trip involves)

  • Risk levels of the trip discussed with parents and participants long before trip starts and before the waivers are signed

(this is an important opportunity to establish that you are well-prepared to handle hazards and that you are prepared for the trip and for any problems/emergencies that might arise)

Warm-Dry-Safe

The following items are useful on the West Coast - year - round, particularly for the coast's rainy conditions.

Important:

Try to eliminate cotton clothing completely.

The question is, what if your group has to stay out all night? Could you stay warm and dry?

Information and Emergency Plans

Why re-invent the wheel?

Talk with people who have been where you are going at the time of year you will be going there.

Find out the hazards to be aware of:

snow conditions

winds (lake and ocean)

fog/whiteouts

rock-fall areas

avalanche areas

gullies/bluffs

bush conditions

trails/logging roads

tides/currents

shelters (mountain)

cell coverage (area)

bears

river/creek crossings

Emergency plans:

1. Post a copy of your emergency plan, in writing, with your organization. Have you planned for what could be your worst-case scenario? If not, why not? This is an important mindset to practice.

2. Do you have all the emergency telephone numbers you need? Does your assistant? Will there be coverage blind spots on your trip?

3. Do you have the necessary first-aid equipment?

4. What will be the maximum time to reach help without the cell?

5. Does at least one leader have the required level of first-aid training?

6. Have you limited your leader/participant ratio to a ratio of about 1:5? Are you experienced enough to lead this trip?

7. Have you notified Search & Rescue and/or RCMP or Parks staff/or private landowners of your plans. Do you need to?

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