CTA TOUR COORDINATOR PRIMARY DUTIES & RESPONSIBILITIES

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Aileen James
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1 CTA TOUR COORDINATOR PRIMARY DUTIES & RESPONSIBILITIES The goal of the Tour Coordinator (TC) is to organize and lead an MDT that is safe and enjoyable for a large group of skiers with a range of skiing abilities. Participants should feel they have all the information needed, there were no serious surprises on any section and they did not have to wait for long periods at trailheads nor that everyone else was running ahead on the trail. To achieve these goals the MDT should be well organized prior to the tour and both safe and responsive to the needs of the participants when on the trail. To help the TC achieve these goals we have listed Duties and Responsibilities divided into two categories, Organizing before the MDT and Skier Safety and Satisfaction. Part of being a good TC is the ability to assign tasks to the ATC, the Day Tour Leader and strong skiers on the tour. In addition to the above, an important TC responsibility is to train the ATC so he/she is qualified to be a TC the following season. Therefore, involve the ATC in as many tasks as possible. If further assistance would be helpful at any point in MDT process, the TC and/or ATC are encouraged to contact any member of the CTA Tours Team. Organizing before the MDT 1. Coordinate all tour related planning, screening and skier communications. This should be done as much as possible via your MDT web page. a. The office will manage sign-ups and update the roster on Google Drive for additions or cancellations. b. The TC will make the decision whether to limit the number of sign-ups on any days of the MDT and communicate that information to the office by early December. c. The TC should screen all sign-ups of whose ability you are uncertain or who are not listed on the master list of past MDT participants. For more details on screening see the Skier Safety Section, point #1 below. 2. Plan the order to ski sections. a. Start with an easy day so you have an opportunity to evaluate skiers who may not be ready for a hard day. b. Try to end with a short day to make the participant s drive home easier. c. Try to stay off busy snowmobile trails on weekends. 3. Recruit Day Trip Leaders well in advance of the tour who are: a. Experienced tour leaders and b. Familiar with key aspects of the day s section including: Parking, shuttle and meeting options.

2 Trail characteristics such as terrain, bailout options and cell coverage. Consider drawing day leaders from skiers registered on the tour. Note: The TC and ATC can act as a day leader but should not do so on the first day or two in order to monitor new or unknown skiers. 4. Keep approved skiers informed of all relevant tour information by periodic s. Post this information on your page of the MDT web site so that new sign-ups can quickly get all the previously distributed messages and all participants can refer to this information in one convenient place. 5. Post maps on the MDT web page for each day of the tour to include the driving map of local roads and the CTA trail map. These are on the CTA web site: Tours/Tour Coordinator/Leader Resources. 6. Send participants and day leaders a list of meeting places and times for each day of the tour and also post on the MDT web site. Try to set a standard meeting time (e.g. between 8:30 & 9:00) for each day. 7. Provide information regarding housing offered by CTA friends via your MDT webpage or . The CTA office will add available housing options to the MDT Participant Lodging document on Google Drive under CTA Tours Materials/ 2014 Tours. The CTA office will list business lodging on the web site. 8. Organize one or two social events that will enhance camaraderie on the tour but not delay the start of any day s tour. 9. Read the Tour Logistics for each section of your MDT posted on the CTA web site: Tours/Tour Coordinator/Leader Resources. Skier Safety and Satisfaction Before And On The Tour For a ski tour to be enjoyable it must be safe and relatively free of complaints, such as too much waiting around on cold mornings at the meeting place or feeling that all the other skiers have left you behind. Completing the responsibilities below will help you achieve a tour that is enjoyable and safe for all. 1. Screen all sign-ups of whose ability you are uncertain. You will have access on Google Drive to MDT Skier History, which provides a list of previously screened MDT participants. Those who are not listed on the Skier History are to be contacted by phone or with the questions in the sample message on the last page of these guidelines and on the CTA web site under Tours/Tour Coordinator /Leader Resources. a. For skiers who do not appear qualified for the tour urge them to begin with an easy-intermediate day tour to gain backcountry experience that they will probably find more enjoyable than the MDT. b. For skiers who are screened and accepted indicate that if they are not able to keep pace with the group they may be asked to drop out of the tour. 2

3 2. Prepare for emergencies. a. Carry at least the items on the Minimum List of Emergency/Safety Gear from the Emergency Gear Bag shown on the last page of these guidelines and on the CTA web site under Tours/Tour Coordinator /Leader Resources. Make arrangements to return the gear to the TC of the next MDT or the CTA office. b. Read Tour Safety Planning Guidelines on the CTA web site under Tours/Tour Coordinator /Leader Resources. c. Review local rescue contact information and possible evacuation routes. If possible, be aware of cell phone coverage. 3. Know which participants have medical training, including WFA. This information is on Google Drive under Tour Sign-up/MDT Master List column i. Pick your tour from the tab at the bottom. 4. Before the start of the MDT consider options you may use to prevent the group getting too spread out so some feel they are skiing alone and others unhappy they are must ski at a slower pace than they would like. Three possible options are below. All require the group to be split in two: rabbits and the regular. (Don't call them slow!) Each needs a leader and sweep, and each leader should check off the names in their group on a copy of the roster. Consider a common lunch location where the groups might meet. a. Both groups ski in the same direction, yet are independent. b. Do a key swap. The two groups start at opposite trailheads. The rabbits bring the cars of the regular skiers to the end point of the regular group's route. c. Meet at the starting point for the day's ski, then have the rabbits shuttle the maximum number of cars to the end point. They then return to the start in a minimum number of cars and start skiing to catch up with the regulars. 5. Review with Day Tour Leaders parking, shuttle, and bail out car plans. Bailout cars are encouraged for all days. Ensure that no cars in any parking area are impeding traffic or are blocked by other cars. 6. Ensure both the TC and ATC have a copy of an updated roster for the day. 7. At the Trail Head: a. Do a head count and make sure it jibes with the number of names on the roster. b. On the first day have everyone introduce himself or herself. On subsequent days introduce new skiers. 8. Also at the trailhead brief participants on the following: (On cold days keep the initial briefing short by deferring some content to a later after skiing to warm up.) a. Trail etiquette: (not necessary on days when there are no new skiers) i. Stay with the group. ii. When going off trail, tell someone or leave a pack. iii. When near snowmobiles stay single file on the right. 3

4 b. The planned route up to the next regrouping point, including: i. Intersections or road walks to watch out for and/or post skiers at to ensure everyone follows the correct route. ii. Bail out options and procedures. c. Who to contact if they experience any skiing, medical or equipment difficulty. d. Do not leave at end of day before checking out on the roster. If you do, we may go back looking for you. 9. Designate a qualified person as lead skier and sweep at all times. Make sure they are aware of their responsibilities and how communication will be maintained between them. 10. On the first day or two be on the lookout for participants who may not have the ability or stamina to complete the tour. If anyone is having trouble, assign an experienced skier to monitor their progress, assess their ability to continue and, if necessary, help them leave the trail at the bailout point. 11. Inform any skiers who are having difficulty or can t keep pace with the rest of the group that they cannot ski future days on the tour. 12. If new snow requires much trail breaking, rotate the strong skiers in the front every five minutes or less. 13. Near the end of each day's tour ensure the leader of the front skier group has a tour roster and understands that it is their responsibility to check everyone in at the finish. Skiers are not allowed to leave until all those they shuttled with have arrived and their shuttle driver has a ride back to their car. 14. At the end of each day: a. Make sure that everyone on the roster is accounted for. b. Make sure that all skiers who left cars at the start of the tour have rides back and all drivers know the directions back to the start. 15. Be aware that dogs are not allowed on CTA MDTs. 16. Record the actual number of participants for each day of your MDT on the Google Drive MDT Master List on line 61 - Total Actual Skiers. To get there open Google Drive, click CTA Tours Materials/ 2014 Tours/ Tours Sign Up-2014 and 2014 MDT Master List. Click your MDT tab at the bottom. 17. At the end of the MDT send a list of those participants who might be good potential tour leaders, trail chiefs or Board members to the CTA Office. 4

5 18. Encourage tour participants to report each day s activities including pictures on social media such as Facebook, Tumblr, or Twitter. 19. Submit a report with photos at the end of your MDT. The TC can write them or ask for a participant to volunteer. The reports do not have to be long and should focus on the fun, interesting and special things that were seen or happened along the way with comments about each day of the tour. It can mention the weather, snow conditions and anything else to help a viewer know what happens on an MDT. More reports on the CTA website mean more and better information is available to people looking to ski the CT. You can see two examples here: Sample Screening to participants This Multi-Day Tour is a serious backcountry ski trip. We want you to enjoy the experience. Please answer the following questions so that both of us can be sure that this tour is a good match for your ability and experience. How much ungroomed backcountry skiing have you done? What sections (if any) of the CT have you skied and which most recently? Have you skied in a CTA multi-day tour? Where and when? Where else have you skied in the backcountry? What was your most difficult backcountry ski? When & why? Do you have any reservations about being able to complete this tour? Minimum Emergency gear to be carried on all MDTs Two way radios: Motorola T 5500 Kicker skins: 50 mm nylon Multi-tool: Juice CS 4 Duct tape: small roll Spare ski pole: 4 section collapsible Space blanket: Thermo-lite 2 bivy First Aid kit: AMK weekender kit Closed cell foam pad: Z rest SAM splint: 18 Matches in waterproof box Lighter Base plate compass Headlamp 5

Risk Management Plan

Risk Management Plan Revised June 14, 2011 by Bela G. Vadasz Technical Director Alpine Skills International 11400 Donner Pass Rd. Truckee, CA 96161 (530) 582-9170 w w w. a l p i n e s k i l l s. c o m