Thank you for leading a trip to the Tararua Tramping Club Lodge at Whakapapa Ski Field. We hope you enjoy your stay. These notes are set out in a step-by-step format to help you plan your trip.
Before the trip
Please make yourself familiar with the Tararua lodge rules which are attached to this letter. These are intended to assist smooth booking procedures and resolve conflicts (eg who has bunk rights if a party arrives in the morning). They should make your job easier (comments to Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958). See the lodge information and TTC leadership kit.
| Responsible club member | See Rule 8. You should specifically identify which person this will be (often yourself). |
| Priorities and pre-payments | See Rule 3. Please check the online booking sheet, a link to this will have been emailed to you. Contact all people on the list to arrange food and transport. Take note of those who have already paid by internet banking. When someone pre-pays, their name should be entered in the pre-paid column on the trip list so non-pre-paid bookings know how close they are to being cancelled. If you have to cancel any non-pre-paid bookings, start with the last booking made (see Rule 3.6). When collecting money use internet banking with reference of trip ddmmyyy and persons name. This will make yours and the Treasurer’s job easier. |
| Bookings | All bookings should be entered on the booking form, a link of which will have been sent to you. Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958. |
| Non-members | See Rules 3.4 and 3.12. You will not get reimbursed if you spend money for non-members (eg for food) and they do not show up, so you need to make sure they pre-pay. |
| Saturday-only bookings | Note Rule 3.6. |
| Getting your trip safely to the lodge | Ensure that every group of people going up to the lodge has someone with them who can find the lodge and that everyone knows what they will need (parka, overtrousers etc). You are responsible for their safe arrival. There is an information sheet for first-timers so email Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958 if you need it. |
| Food | Different ways of organising food are: 1 leaders do all shopping, arrive early and carry it up on the chair, or arrange to meet people at the carpark and give them food to carry up; 2 leaders allocate food items to people and ask them to buy and bring it (risk is they do not come, also you have more calculations to do); 3 leaders tell people the menu and ask for suitable contributions (risk is unsuitable/inadequate food). You may wish to contact Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958 for suggested menus and quantities per person. |
| Lodge provisions | The lodge is stocked with basic food items. bulk food list |
| Door code, laundry, Hutt Valley door code | There is a door code to the front door which will have been emailed to you, please tell your people the club does not provide pillow cases, they must bring their own and door code for the Hutt Valley Tramping Club lodge (emergency accommodation) is indicated on the noticeboard. Pass this code on only to the Building Warden as it is confidential. |
| Fire/evacuation, briefing of trip members | You should appoint Fire Wardens before the trip and tell them their duties are described on laminated information sheets on the notice board at the lodge and that they should commence duties immediately on arrival. The trip leader or Fire Warden needs to brief trip members on fire safety at the first opportunity (eg first meal). This includes fire escapes, keeping wamr clothes by beds and assembly point. (briefing notes are in the Operations Manual*, also the Leaders Folder**). TARARUA LODGE FIRE CHECKLIST |
| Briefing on housekeeping | Fire safety briefing is a good opportunity to raise housekeeping matters eg duty roster, water conservation etc. |
| Forms | Various forms you will need for the trip are in the Leader's Folder**. |
During the trip
| Opening/closing the lodge | Lodge opening and closing instructions These are also hanging on a nail under the main switchboard as you walk in through the front door. They must be followed carefully in exact order to prevent damage or waste of water. |
| Ensure snow is cleared away from the front and back doors so people can exit the lodge easily in case of an emergency. | |
| Duty roster | Prepare a duty roster (forms in Leader's Folder**) and supervise its carrying out. |
| Collect money, fill in forms | Collect any money not already paid, fill in Leader’s Report pdf or spreadsheet (xlsx).It is best done on Saturday night (Thursday for week trips) so that people can leave the following day without you having to find them. |
| Lodge supplies | If you have noticed that any bulk food supply is running down and needs to be replenished please send details to Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958. |
| No-shows | See Rule 4. |
| Troubleshooting | See the Operations Manual* first. As a last resort ring the Maintenance Officer , details in Operations Manual, email Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958. |
| Day use | See Rule 6. |
After the trip
Trip report forms and money
Please ensure the Leaders Form is completed, either by filing in the form link sent to you or completing the online form Lodge trip leader's form in pdf or spreadsheet (xlsx) and email to both Ski Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz and Treasurer -> mailto:ttc [period] treasurer [snail] ttc [period] org [period] nz The information on the form allows us to check payments and record occupancy. It is important that the numbers on these two forms match. If this is not the case, you will be rung so that the forms can be reconciled.
No-shows who failed to cancel
You should approach anyone who did not cancel in time (see Rule 4) for their share of the costs (food, transport and fees). If they do not pay, you should inform the convenor
- Are you out of pocket?
- If this is the case, you should email Tararua Lodge Committee -> mailto:ttc [period] tararua [period] lodge [snail] ttc [period] org [period] nz?Subject=Query from TTC website Vivienne Radcliffe on 021 948 634 or Vince Jennings on 027 437 8958. You will be reimbursed unless, for example, you did not collect pre-payment from non-members (see Rule 3.12).
- Car fare
- The club-recommended car fare is as noted in the transport page.
- The Operations Manual is kept in the bookcase in the south-west corner of the common room.
- A folder entitled “Leaders Information and Forms” is in the bookcase in the south-west corner of the common room.