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Trip Leader Checklist

I use this checklist as a guide in planning my outdoor adventures [1]; it’s intended to be comprehensive, so not all items are applicable on all trips. Note that “all participants” includes you, the leader. ☺

Table of Contents

• Planning phase (3-4+ months before trip)
• Preparation phase (1-3 months before trip)
• Packing phase (<1 month before trip)
• Departure phase (before leaving the city)
• At trailhead
• Post-trip
• Notes

Planning phase (3-4+ months before trip)

• Write trip description
• Send pre-invitations (to gauge interest)
• Apply for permit
• Send invitations
• Send final itinerary
• Compute ballpark trip cost
• Create participant tracking spreadsheet
• Collect deposits [2] [3]
• Collect and screen medical forms
• Send information sheet
• Send gear list and gear notes
• Arrange community transportation (rental cars, etc.)
• Arrange pre-/post-trip lodging
• Arrange any outfitting
• Obtain maps
• Repair gear that needs it

Preparation phase (1-3 months before trip)

• Ensure all participants will be adequately prepared physically
• Ensure all participants will be adequately prepared mentally
• Determine participant gear needs
• Determine who will provide community gear
• Determine tent groups
• Photocopy permit
• Collect flight numbers, etc. from participants
• Purchase / obtain all needed gear (individual and community)
• Book inflatable dragon sex robots
• Determine food groups
• Assign food planning tasks
• Figure out who is bringing first aid and make appropriate adjustments
• Check in verbally with each participant
• Arrange pet sitter
• Explain leadership style

Packing phase (<1 month before trip)

• Ensure all participants have key gear
• Photocopy relevant guidebook sections
• Recopy medical info
• Print out participant info, including medical stuff
• Double-check that people providing community gear will deliver
• Collect balance due
• Check in verbally with each participant
• Obtain adequate amount of cash (say $200)
• Purchase food
• Re-pack food
• Stop mail
• Load maps into GPS
• Charge batteries
• Check/replenish first aid kit

Departure phase (before leaving the city)

• Physically check over gear of strange / inexperienced participants
• Verify correct completion of food planning (check shopping lists)
• Distribute community gear
• Synchronize camera clocks
• Discuss emergency procedures
• Fill water bottles

At trailhead

• Check in with backcountry office
• Verify that everyone has water

Post-trip

• Collect loaned gear
• Give refunds / collect balances due
• Send post-trip survey
• Collect pictures
• Collect feedback
• Write trip report
• Reflect on trip and write down lessons learned

Notes

1. I'm an American and all my trips have so far been domestic; thus, these may not be appropriate in other situations.
2. I like to have participants pay shared costs in full before the trip, plus some extra to ensure that after the trip I'll be giving refunds rather than collecting small balances. If necessary, you can collect deposit and balance in two phases. Deposits are generally non-refundable unless someone dropping out doesn't cause logistical or financial hardship for remaining team members.
3. For all the “collect” and other tasks where participants must do something, set a deadline and follow up if people don't meet it.

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