So you were thinking of organising a club trip. It may be a daunting prospect, but in reality if you follow the guidelines below, you should find the trip will run smoothly and will be a great success.

Trip Leader Guidelines

Pre Planning – Plan out your trip, giving consideration to the following:

1. Arrange a date for the trip with the Social Director preferably two months prior to the planned trip date so that the trip details may be included in Suba News and on the website.

2. Arrange all required permits in conjunction with the Social Director.

3. Obtain permission from landowners if traversing any private property.

4. Pre-book accommodation if necessary.

5. Fill in the Trip Sheet. You will need Microsoft Word to open the document. Fill in the blanks, then email the completed document to the Social Director. Include all necessary details including approximate trip distance (start point to stop point), fuel and water availability, trip rating, required recovery equipment, costs for accommodation and tourist activities and a brief description of the trip itinerary. Click here for further information regarding trip classifications, trip distance and recovery gear.

6. Choose stop points for morning tea, lunch, afternoon tea and overnight stopovers. Suitable places include parks, creeks, lookouts and places of cultural or historical interest. Whenever possible, choose places to stop which have facilities (toilets, fresh water, fuel etc.) available.

7. Choose a suitable meeting point. Consider choosing a service station, a park or a similar place with good parking, facilities, easy access to highways and which is close to the start of the trip.

8. At the club meeting preceding the trip, arrange to collect the club’s portable UHF radios, a first aid kit, the club’s EPIRB (if available) and a Trip Leader folder from the Social Director.

9. In the week prior to departure, check the latest weather and road conditions in the area you are intending to visit (a requirement for forestry permits) and make alternative plans if necessary.

10. For first time Trip Leaders, you will need to sign the Club Direction To Trip Leaders form and return it to the Secretary. You will need Adobe Acrobat Reader to open the PDF file.  The Acrobat PDF reader is available by clicking the icon:

Driver’s Briefing – At the trip meeting location, ensure that Temporary Membership Application Forms are completed for all visitors attending the trip, that Temporary Membership fees are collected and that receipts are issued. Once all vehicles have arrived at the trip meeting place, organise a driver’s briefing covering the following:

1. Provide an outline of the trip itinerary including planned stops, places of interest and 4WD conditions.

2. Remind all drivers of the club’s convoy rules including gate procedures.

3. Ascertain which cars have radios and supply the club’s radios to the drivers of vehicles with no radio. Notify drivers that the club will be using UHF channel 10.

4. Remind all drivers of the need for recovery gear and of its use.

5. Check to ensure that all drivers have the necessary permits if personal permits are required.

6. Appoint a Tail End Charlie (usually an experienced club member).

7. For new members and visitors, appoint a shepherd for the duration of the trip. The shepherd will be an experienced driver and preferably be in a similar vehicle to the new member. The shepherd’s duty is to assist the new member as necessary.

8. Ask for volunteers to provide the written and verbal trip reports, and appoint members if required. (This may occur after the driver’s briefing, but is to be decided on before the end of the trip).

At the end of the trip –

1. Collect the club's UHF radios.

After the trip -

1. Return the club’s UHF radios and EPIRB, the Trip Leader folder and monies collected to the Social Director.

2. List any items used out of the first aid kit and return the kit along with the list to the Social Director.

So now you know what's involved, choose your favourite destination and organise a trip.