Leaders Guidelines for day Tramps

GuideLines for Day tramps

All leaders’ decisions must be made in the interests of the party as a whole with safety being paramount.

Clear Communication is the vital key.

If the tramp is taking place at short notice, make sure you obtain approval from the Club captain before posting it on the website or emailing to members.

The Club’s guide for an average day tramp is as follows:

Before the Tramp

  • If not familiar with the area, it is preferable to do a reconnaissance trip prior to the tramp. Trip planners can help with information.
  • Obtain permission from property owners where applicable. The property owners’ names are on the website, in the tramp map database. The trip recorder has names and numbers on file. Please advise them of any changes. Ring landowners a few days before the tramp to confirm availability of access. Refer to the Leaders Helpful Tips & Links for “Tramping on Private Farmland
  • Be aware that some areas are closed during the lambing season (1 August to Labour weekend approximately) e.g. Orton Bradley Park, Kennedy’s Bush Track and most of Banks Peninsula.
  • Leaders on day tramps must carry a locator beacon, unless there is guaranteed mobile phone coverage.
  • Leaders must take a map of the route, a compass and/or a GPS or GPS capable Smartphone.
  • If possible have an alternative trip or route planned in case of bad weather, impassable ground, etc.
  • Closed tracks are not to be used.
  • Check tramp map database on the website for maps, information or gpx files.
  • Copy of FMC booklet Safety in the Mountains (optional).
  • For all tramps with cold and difficult conditions, the leader should advertise that participants must text/email the leader in advance.
  • If required, the leader should advertise “Bring ice axe and crampons and know how to use them”.
  • It is strongly recommended that a leader should have a Bothy bag for a tramp above the snowline. A Bothy bag is now available in the beacon bag at each of the service stations. When taking a Bothy bag write BB beside the number of the beacon being taken in the log book.
  • All Tramp Leaders should have a working cell phone they can be contacted on.
  • Further information on Managing a group of trampers and Leadership Style can be found in this document.

Doubtful conditions

  • Use the weather forecast as a guide and if in doubt phone the landowner.


  • Refer to Going Places for procedures.
  • For cancellations check the NOTICES on the website or if unable to access the website ring the leader or contact someone who has access to the web. Cancellations are entered by the leader on the website at least 1½ hours (preferably more) prior to the advertised departure time. The following is the procedure for inputting a cancellation on the website.
  • Log in to the OFTC website then access the MEMBERS AREA.
  • Select MEMBERS HOME then follow HOW TO ADD A NOTICE instructions.

At departure area

  • Meet new or intending members and introduce them to the group.
  • Nominate buddies for prospective members.
  • Ask prospective members for their pink joining forms.
  • Count and take the names of all the participants and take this list with you on the tramp.
  • Organise drivers and passengers – count the number of cars.
  • Remind the group that the cost of the trip is as advertised in Going Places.
  • Ensure all drivers know the route and destination and stop-off places en route.

Before setting out on tramp

  • Count the number of people.
  • Outline the trip plan.
  • Advise the group of any known hazards.
  • Tell the group who has the beacon and where it is stored.
  • Tell the group who the first aid person is.
  • Tell the group who the co leader is.
  • Appoint a tail-end Charlie (not necessarily the co leader).
  • Tell people to always keep the person behind in sight.
  • Exchange cell phone numbers with those carrying them, if felt necessary or appropriate.
  • Advise where and time for first break.

  During the Tramp

  • It is preferable trampers stay together as a group.
  • People who do go ahead with the leader’s approval must wait at predetermined spots e.g. at a track branch or at an agreed time.

Farm Gates

  • Leave gates as found.
  • The member who opens the gate must wait until the whole party is through and shut the gate.

If you have a fast and a slower group

  • It may be advisable to split the group.
  • Appoint a leader for each group and arrange a meeting place.
  • Ensure the slower group now has the beacon and everyone knows this.

Morning tea and lunch breaks

  • Leader to decide when and where to take breaks.
  • Use discretion as to length of breaks (shorter when cold).
  • Give people two minutes warning to be packed and be ready to move.

Encourage new leaders:

  • Encourage and mentor prospective leaders, to assist and prepare them for leading future tramps. This should be done on every tramp.
  • Further information on Mentoring Tramp Leaders can be found in this document


  • If a member becomes unwell or has an accident and needs to return to a car or be picked up, another person must accompany them or wait with them.
  • Be sure that all involved are clear about the plan e.g. route to take, pick up point.
  • Steps to Take in an Emergency if emergency services are required.
    • If you have cell phone reception:
      • Call 111 Police – discuss the situation
      • They may instruct you to activate the beacon
      • REMAIN within the reception area
    • If no reception:
      • Activate the beacon follow instructions on the beacon.
      • A helicopter will be sent.
      • There is the possibility of another person (e.g. partner) being airlifted with the injured person to hospital but it depends on the circumstances, weight being carried and is up to the helicopter pilot.
      • If needed, Rescue Centre phone 0508 472 269

Further information on how to prepare for the rescue helicopter can be found here. How to prepare for the rescue helicopter

If weather deteriorates

  • Turn back, or shorten the trip particularly if not on a formed track or on high ground.
  • Keep the group together, and count heads regularly.

At end of trip

  • Back at cars, ensure that all cars will start, including your own, and leave last.
  • Vehicles must not leave the site until the whole group is accounted for.
  • Fill in prospective member’s pink application form, commenting fairly and honestly.

Post Tramp

  • Return the beacon to its designated location.   Sign the book.
  • Immediately on return, please send the number of participants to: Sally Timms salgav@xtra.co.nz with the following:
    • your name, your trip and the number in the party.
    • any changes to landowner details.
  • Should an accident or an incident occur during the tramp fill in and send an Accident and Incident Report Form to the Club captain or deputy Club captain) within 24 hours of your return home.   Forms are kept in the beacon bag at pickup place, or on the club website, in the members’ menu.
  • Note the car travel distance and advise of any discrepancy to the Club captain and mapteam@oftc.org.nz for correction on the database.
  • If appropriate ring the owners and thank them.