By Carol Dienger
Checklist of topics to cover in a pre-trip or pre-departure meeting.
1. Introduce yourself!
2. Introduce your staff, guide, and concessionaire. Explain your roles on the trip.
3. Introduce people to each other. (Try to be the host and not rely on everyone saying their own name). Pass out rosters Ð add guides.
4. Describe the trip in general. Describe your own objectives for the trip.
5. Communication during the trip Ð come to me with problems of any kind. If the guides or I say anything that confuses you, feel free to ask questions. We may not have all the answers, but one of us will try to explain our decisions. (Trust is build by communication.)
6. How will you communicate daily? Signboard? Specific announcement time? Nightly campfire? Make sure everyone knows how and when you will tell Òwhat is happeningÓ. Try to make them understand that being part of a group caries a responsibility for cooperation on their part.
7. Discuss trip safety rules (life jackets, etc.). Discuss the procedure for first aid/medical problems.
8. Discuss camp rules and procedures and low impact camping/travel, briefly. More of this as you go along. The idea is to set standards before having to make corrections. Establish the general behavior that is acceptable on the trip. Emphasize the responsibility of an individual to the group as a whole. Try to avoid situations where you need to be a disciplinarian. Be a teacher, instead.
9. Remind people that we are visitors in a foreign country, and that as a group wed are very visible. We represent the US and the Sierra Club. We want to leave only good will behind. Emerald Guidelines.
10. Last minute shopping. Nice shops. Useful shops. Locations and hours.
11. Banking, telephones, post office, leaving mail at hotel desk.
12. Exchanging money Ð using US$ or local currency Ð exchange rates Ð black market money.
13. Tipping Ð taxis, hotel, guides, etc.
14. Cautions about mugging, after dark travel, wrong sections of town, using taxis, etc.
15. Storing belongings during trip. Wallets, passports, watches, airline tickets.
16. Water purity. Hand out iodine bottles and explain use.
17. Sanitation Ð toilet set up Ð washing.
18. Room or tent assignments.
19. Hand out maps or brochures. (Do not get ahead of yourself with handouts. People lose things if they have to hold on to them for more than a day or so).
Checklist for each dayÕs announcement time
1. Review the day
2. Specific plans for tomorrow. Time and place to meet.
3. What to wear tomorrow. What to bring in daypack. Fill water bottle.
4. How to pack gear for tomorrow.
5. Let people know if miseries are to be expected. Example: The bus ride tomorrow is hot and dusty and we may have considerable delay at the border. Tell both the good and bad to expect. Hopefully, the only surprises will be good ones.
6. Have a ÒfocusÓ for the day. You may or may not say anything, but do organize your activities toward your goal.