Introduction

A day walk that you need some control over people and numbers for. It could be a harder day walk that you want to limit the numbers for and/or need a certain fitness level, or there could be logistics to get there you have to organise. Or maybe you just prefer to know who is coming – not too many and not too few.

The biggest problem with this sort of trip is no-shows – people saying ‘yes’ and not coming.

Before the trip
– A week or two, or more beforehand – post the trip using a template (below). Answer questions in the comments.
– 1 day before RSVPs close – comment to remind people to be in, or out.
– When RSVPs close. Take an Excel export of the punters who are signed up, so you can no-show the ones that pull out. Contact punters who are ‘yes’ and sort out the planning etc that you need to.
– 12-24 hours beforehand – post a weather update and if you’re cancelling/postponing the trip, or if you’ll still run the trip but let people pull out without no-showing them.

On the trip 
Assemble the punters at the right time and place. Give them a quick idea about what the trip involves. Identify a ‘Lieutenant’ who can go at the front and set the pace, or at the back and sweep and chat to the slower people.

Keep a relaxed eye on how people are doing and if people are struggling, dropping behind etc. Chances are there’ll be fast people and slow people. But a trip like this, there’s more self-responsibility than others.

Trip Example

Trip Location – Trip Grade

{Put some Info here]: 

❌ ❗ This is a Committed day walk. Last minute drop outs or a failure to attend will be marked as a No Show!

👉 Important: You can change your answers at anytime by clicking on the RSVP button. Please make sure you answer all the RSVP questions, otherwise your RSVP will be changed to “Not going”

🚩 What’s the plan?
We {Put some Info here, if possible add a link to a website with more information and estimated times]

🚩 What’s the trip grade?
Make it clear what level of fitness is required for your Tramp. Include this link that explains the different grades.

🚩 What you need to do
Keep your RSVP updated. Last minute drop outs will be marked as no shows!

[Say when you need to be at start point]

🚩 Transport and Carpooling:
[Give details of when & where to meet and/or carpooling options]

🚩 What to bring
– Good walking shoes – preferably with good grip 
– Suitable clothing to walk in (with layering as it could get cold if it is windy) 
– lunch and snacks 
– water, if weather is hot at least 1 litre
– sunhat and sun block 
– Extra energy food (chocolate/scrogin) 
– Wet weather gear
– Bus and train fare

Cancellations
[State intentions if weather bad, eg – I intend to go rain, hail or shine! If it looks truly nasty then I’ll post a comment on the Friday before, giving you the option to pull out without being no-showed.]

Please ask questions if you are not sure about anything. 

🚩 Etiquette:
👍 Answer all RSVP questions whether you are on the waiting list or not.
👍 Study the description and meeting points. Preparation is paramount for an incident-free trip.
👍 Drivers especially need to know where to go beforehand, otherwise arriving at the wrong place, can inconvenience the whole group.
👍 Be considerate by keeping your RSVP up to date at all times, and do not pull out 10 days or less, before the trip begins, otherwise, you will block someone who may want to join.
👍 Please be contactable, to others. If organizers need to, or your passenger/driver need to make arrangements etc, then make sure private messaging (via meetup) is not blocked, your cell phone is turned on, and text messages are regularly checked.
👍 Pay your driver.
👍 Please DO NOT RSVP if you are going to join the hike late, or leave early. It just makes things complicated and difficult to organize.
👍 Keep together as a group – i.e. not too fast or too slow. If you think you are very slow please DO NOT RSVP.
Please do not become impatient with others who may be slower than you.
Thanks 😊