Many members are keen to organize a club run, but not sure where to start. Here are some areas to consider when planning a successful trip and a checklist to make sure it has all been covered.

Resources for Planning & Leading a Run
Planning Checklist.
Run Record Form.

Land Access

• If a club run is held on, or passes through private property, express permission must be sought. Often land is owned by one person and managed by another party. Ensure that the person giving permission has the authority to do so.
• If requested, the club executive can provide written acknowledgement of a bona-fide club run with the associated assurances prior to the event.
• After the event the executive will write to acknowledge and thank the land owner , if this is requested by the run leader.
• A clear understanding of any limitations of access (such as hay paddocks, stock to avoid etc) or weather dependency should be obtained from the landowner and conveyed to participants at the run briefing.
• On Private property, Participants should be told to treat all pasture as no go areas unless otherwise indicated by the trip leader.

Run Notification

The run only becomes an official club run (and therefore covered by our insurance policy) after it has been sanctioned at a minuted meeting of the executive or a full club night.

The following information should be considered and then notified to the editor for publication.

• Location of the run
• Expected duration
• Run leaders name and contact number
• Trip Grading - Consider carefully taking into consideration that it may change according to weather conditions Be aware that many newer members will decide whether or not to participate based on this grading.
• Meeting Place - choose an area where there is sufficient space for a number of vehicles to park safely and consider trailer requirements where applicable.
• Meeting Time - Allow enough time for vehicle safety checks and a trip briefing before departure on the actual run
• Other Conditions
  • Is there a limited number permitted?
  • Is there a need to book beforehand?
  • Under what weather or other conditions may the run be cancelled.
• General Information - Any other relevant information such as accommodation requirements or special conditions etc.

Driver Competence

• Ensure that any new or novice members have sufficient competence and confidence for the grade of trip being undertaken.
• Ensure that all drivers realise that at any point their misgivings should be discussed with the trip leader or an experienced member. There are often alternatives such as winching or lowering or a little spade work to improve track safety especially for novice drivers.
• Assign a buddy to a novice driver if you are not able to keep an eye on them yourself.

Trip Briefing

Before starting on a run each vehicle should be checked to see if complies with club safety requirements and be registered on a run record form. It is very important to take a look at guest and prospective vehicles and ensure that recovery points are adequate. If you have any doubts as run leader deal with these issues before heading off. It easier now than once a serious recovery is underway.

A short discussion should be held to outline the program for the day and cover issues that may arise.

It should cover such things as:

• Expected duration - planned stops
• Radio procedure - channels for UHF and CB.
• Gate procedures
• Identification of lead and tail vehicles before commencing.
• Novice drivers or less capable vehicles should be placed at a suitable position in the group so as to receive support.
• Nominate someone to write a brief account of the day for the club magazine.
• It never hurts to remind members that the way we are seen behaving effects the access we get to land in the future. If we can help people out it helps us in the long run.
• Every effort must be made to ensure that each driver is aware of the type of hazards likely to be encountered on the trip

The following list of potential hazards is a guide only and should be considered along with any others the leader is aware of for inclusion in the trip briefing.

• General recovery dangers, keep clear areas.
• Known significant obstacles, slips, logs, washouts etc.
• Large drop offs - cliff side tracks, unstable areas.
• Water crossings - deep, fast flowing, holes.
• Possible other users - bikes, horses, other clubs etc.
• Wandering Stock - gates.
• Bridge and culvert conditions - especially after recent rain.
• Poor traction - ground type, track camber, steep areas, Tyre choice and limitations.
• Unstable terrain - possible slippage or falling debris