• Ability to take responsibility and authority
• 4-wheel driving competency, driving instructor skills
• Organisation skills, ability to plan and research the itinerary
• Ability to correctly classify the trip using trip rating system
• Communication and negotiation skills
• People management skills, make sure everyone is happy
• Map reading skills, including GPS competency
• Ability to apply safety controls and take control of an emergency
• Vehicle recovery techniques
• Knowledge of the Club’s Trip Rules including convoy and radio etiquette
• Bush mechanic skills are desirable but not essential. The vehicle is the responsibility of the vehicle owner.

You might not have all the above skills. Buddy with someone who can help you. Working as a team is great. However, one person must take the authority for the role.

The Trip Leader is responsible for the planning and safe running of the trip.

• The Trip Leader has authority to refuse any vehicle if he or she deems that vehicle unsuitable for the advertised trip. And, the Trip Leader has authority to refuse anyone to participate on the trip if they do not have a confirmed booking.
• Use common sense. If the planned trip does not meet conditions expected, make a judgement about what to do.

Committee authorisation, advertising and taking bookings

• Once the idea for a trip emerges, the Event Manager will appoint a Trip Leader
• The Trip Leader prepares a Trip Notice and itinerary (route with timeframes)
• The Event Manager authorises the Trip Notice and itinerary (this means the Committee has authorised the trip)
• The Trip Notice is then published. The Club must give at least 14 days notice for any weekend or long trip or event, and at least 7 days notice for any one day or short trip or event.
• The Event Manager takes the email bookings and confirms successful and unsuccessful bookings
• The Trip Leader is given the final list of all participants on the trip.

Ground Charlie is a person that the Trip Leader contacts when the trip has concluded. This is just a safety practice to ensure you are all heading toward home safely. The Trip Leader and Event Manager decide who will be Ground Charlie for your trip, and what the phone number to use will be.

Pre-trip planning ensures that the event is both enjoyable and safe for everyone. Selection of the route is the most important consideration. The Trip Leader should research factors such as hazards, points of interest, campsites and expected weather conditions etc. Other activities may be included in the trip

Consideration should be given to the following:

• Duration – Determine the trip duration, ensuring there are plenty of breaks (toilet breaks and time for hot drinks)
• Route – Plan route and plan alternate routes in case of adverse conditions. Check tracks conditions using DSE Website
• Trip Rating – Rate the trip to the highest expected standard and be prepared to make changes on route to suit weather or track conditions. Four wheel driving is unpredictable by its very nature and variation
• Vehicle Numbers – Decide on the vehicle number limit. Usually the more vehicles in a convoy, the longer it takes to complete the route. A second Trip Leader, running another group, commencing an hour or so later, can help manage large numbers.
• Special Requirements – Consider, fuel, food, water, clothing, camping requirements, accommodation, snow chains
• Permits – Check if permits are required for any areas that you may pass through
• Maps & GPS – Obtain relevant and current maps of the areas. Program GPS.

Useful contacts for planning

Also contact the local pub, post office, store or local Park Ranger in the area you are going.

The following activities should be carried out at the Meeting Point:

Check weather             Make a last minute weather check before you head out

Head count                   Check the Participants List, all present

Introductions                 At the meeting point, ensure all participants are introduced

Vehicle Checks            Make a quick inspection to ensure all vehicle appear to meet the requirements for the trip

Check equipment and loads are secured

Briefing                          Provide a set-off briefing. Include:

• A brief overview of the planned daily activities
• Appoint at least one participant to provide a report of the trip for the Website
• Decide the convoy order and Tail End Charlie
• Remind participants of convoy procedures
• Decide on a radio channel, usually channel 10
• Remind participants of Club Values, especially re the environment

Once participants are in their vehicles and ready to set off, do a radio check.

• Make sure you stop and set up camp well before sun set
• Ask someone to organize the communal campfire (unless fire restrictions)
• If possible, allow time for Happy Hour before dinner
• Set a time for an end-of-day briefing. Announce the program for the next day, including the time to set off.

• Organise someone to make the fire place safe
• Check for rubbish and leave the camp site in good condition
• Do a radio check before the convoy moves on

• When planning the trip, choose a place where participants can stop and say good bye. Announce this is the end point of the trip
• Provide instructions on how to get back to a known point or road. Participants often travel in different direction from this point.
• Contact Ground Charlie to report the trip has ended with or without incident

• Return any borrowed equipment
• Complete the Trip Leader Report, send to the Event Manager