Use the form below to begin setting up your club event. The details you enter are sent to the club’s event coordinator Jay Joppa for approval. Once approved, these details will be published on Meetup and in a group email, so please plan carefully. Once your event has been approved, you will be supported with any questions you may have. Just ask!
THANK YOU for stepping up to make this an active and engaged club! Your efforts and contributions are sincerely appreciated.
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Important! Event Planning Timeline:
1. Group Email to Club Members
A club leader will contact you after your event has been approved. Once approved and published on Meetup, a group email will be sent with all details. You can respond to questions on the event using this group email address AFTER the event has been approved and a group email has been sent. Monitor your email daily for questions as they arise.
nptgroupnotes@googlegroups.com
2. Leader Checklist
- A week or so ahead of your outing, send an email out to club members using our group email address nptgroupnotes@googlegroups.com reminding them to sign up and RSVP to you, the event leader in addition to Meet Up.
- Print out the Leader Checklist document or use that document as a guide toward forming your own organizational checklist specific to your event.
- Ensure all participants provide their name and phone number, and place these on the document.
- Non-members must sign a waiver and pay a fee. See the Waiver document below. Print out enough waivers for RSVPs to sign upon arrival.
- Email the completed Leader Checklist document, or a similar document of your design, with event highlights to the event coordinator who responded to your submission.
- Email participants signed up for the event as a reminder and as a way to open up any remaining questions on the event expectations.
- Prepare a folder with a list of attendees, membership forms, a list of members and their emergency contacts, waiver forms, pens, notes, and any trail maps or handouts needed on the day of the trip/event. You may need to use these as you prepare and upon arrival. Some members may need to update their membership and will appreciate the convenience, and guests will need to pay the $5 attendance fee and sign a waiver.
3. Describe what to expect on your outing
In the reminder email to participants, describe any of the following that you may know of already.
Upon arrival at the event, welcome all who arrive and check for membership, completed waiver, and then interview for abilities and equipment appropriateness and completeness. All water sport events must have a personal flotation device to launch. Any without a completed waiver or needing to pay dues must do so before engaging in the event.
The day of the event describe any of the following types of needed information upon meeting the participants on site.
- Parking area organization
- Length of trail
- Weather concerns
- Trees down
- Faster than normal current
- Slower than normal and low water levels
- Etiquettes and customs
- Sweepers and leaders
- Take out signs and signals
- Rock gardens
- Steep inclines
- Lunch stops
4. Assign roles and systems
Before departing, set up the roles and responsibilities of each member, and:
- Plan for pairs or a buddy system
- Be aware of individual capabilities
- Be aware of group dynamics
- Encourage people who enhance the outing to engage and lead
- Support with appropriate interventions people who might compromise the safety or enjoyment of the outing
- Assign a lead on the trail who is aware of counting all participants at check points
- Assign a sweep to keep up the tail for those who may need assistance in keeping up with the group.
- Describe take outs, timings, visual cues, and other important way-finding devices you have employed to keep all members aware and safe.
5. Share some event highlights with club members
After the event ends,
- Write a summary of highlights that were experienced on your outing to share with those who couldn’t make it and share with club leadership and in a thank you email.
- Ask participants to share some pictures with you for placement in newsletters or on the website. Distribute photos to attendees and share with leadership.
Northern Paddle and Trail 