Notes for Walk Leaders and Walkers

Dear YOG Members,

YOG is always looking to encourage new folk to step forward and organise its events. At the same time, the Committee recognises that certain aspects of weekend organisation are becoming more strict - e.g.many venues now require cash up front. So, the Committee has produced these notes with the following intentions:

  • To show that organising a weekend needn't be a daunting job.
  • To ensure that weekend organisers do not get unnecessarily stressed.
  • To give guidance to organisers as to what preparations are needed for weekends away.
  • To remind everyone how they can contribute to the smooth running of the weekend, ensure that their needs are catered for and (most importantly) enjoy the trip.

YOG Weekend Organisers' Notes

  • If you are thinking about organising a weekend away, check with the committee first before committing to the booking, in case someone else is also organising a weekend.
  • An event can be as large or small as you want it to be. It is up to you how many people you want to take, how adventurous you want to make the activities and how complex you want to make the catering.
  • Two heads are often better than one, so recruit a co-organiser if you like. There is a wealth of organising experience in YOG, so feel free to get ideas and guidance from other weekend leaders. If there are two organizers, make sure you communicate!
  • Leaders normally sort out the catering for breakfasts and packed lunches. Evening meal depends on the venue's facilities (and/or local pubs etc.) and whether you want to cook (or ask someone else to cook) for the group.
  • YOG owns a CD player for use on the weekends. A basic stock of non-perishable foods (which rolls forward from one weekend to the next) is also maintained. Liaise with the committee (and the organizer of the previous trip) to get hold of these items.
  • Your main jobs are:
    • To book the venue. If a deposit is required, funds are available for this; contact the YOG treasurer.
    • To sign people up, collect deposits, manage the finances and maintain a reserve list (if the trip fills up).
    • To inform people when they sign on as to the activities on offer, the equipment they need, the nature of the accommodation and the catering arrangements.
    • To provide directions to the venue.
    • To put people in touch with each other as appropriate (e.g. by circulating the list of participants so that they can share transport).
    • To co-ordinate the events whilst away, but this does not necessarily mean leading all the walks.
  • Whatever else you decide to take on or how you apply this guidance is entirely up to you!

    • YOG Weekends Away - Notes for Everyone

    • Please check your availability before you sign up for a weekend.
    • Assess whether you are fit enough to participate before you sign up. (Discuss this with the weekend organiser if necessary). It’s strongly advised to have been on a Sunday day walk before signing up for a weekend.
    • If you have a medical condition or allergy that could affect you during the weekend, please ensure both that the organiser is aware of this and that someone in the group knows what to do if you are taken ill.
    • It is essential that you inform the organiser in advance of any special needs (e.g. diet (including whether you are catering for yourself or intend to eat the food provided), family accommodation, financial constraints or equipment) - please don't assume that the organiser already knows your circumstances. Such information will be considered carefully in the light of the available facilities and the activities on offer. YOG cannot, however, always guarantee that your requests can be met. So, it is your job to ensure that your needs are satisfied and to make alternative arrangements if necessary.
    • Ensure that you are properly equipped with boots, waterproofs and warm clothing. Follow the organiser's instructions on any extra equipment you need to bring.
    • Securing your place depends on prompt payment of a deposit (usually £20 or full amount).
    • If you need to drop out it is your job to find a replacement (the Secretary can provide you with an up-to-date membership list and assist you with advertising the vacancy).
    • Refund of deposits is at the weekend organiser's discretion. Normally, this facility can only be offered in the event of illness, family emergency or if you have found a replacement.
    • It is your job to get yourself to the venue - liaise with the other participants to see if a car share is available, or contact the weekend organiser.
    • Inform the organiser promptly of any changes to your availability or requirements.
    • It's not all rules and regulations - have a great time on your trip!

    With best wishes for enjoyable weekends away!
    The YOG Committee, December 2006

    Web Design, eCommerce and Hosting by Shopcreator