Tararua Tramping Club

Celebrating 100 years of tramping

Trip Information Leadership Kit

Leadership kit

Leader information

Trip information


The function of a leader on a TTC trip is two­fold:

  • the first is to enable the trip to occur and that the participants enjoy it and feel that it is a worthwhile trip.
  • the second is to get all of the participants through the trip safely.

Unfortunately sometimes these two objectives clash and the Leader must make decisions with, and for the party. The information below is a guide and is for general use; some is not applicable for all trips, but most is applicable to overnight and multi-day trips. If you are any doubt please contact the Adventure Coordinator Amie Claridge -> mailto:ttc [period] adventure [period] coordinator [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 021 252 7457.

Responsibilities of a Leader

  1. Leaders will make themselves available to participants before a trip. This generally means they will be at club on the Tuesday before the trip, and take emails, phone calls, or if not, they will have made some other contact arrangements.
  2. Leaders will have informed themselves about the trip, e.g. Tararua Footprints.
  3. Leaders will have actively considered the foreseeable risks of the trip, determined a strategy to deal with each risk and if required, consulted with and agreed the strategy with the Adventure Coordinator before the trip.
  4. Leaders will leave trip details including a list of names in a place accessible to authorised people looking for it (eg police) so that those who are on the trip can be identified in the event of an emergency.

  1. Leaders will inform participants about any matter relating to the trip that they would not reasonably be aware of.
  2. Leaders will apply any safety guidelines relevant to their trip which have been adopted by the club and will generally pay attention to safety issues at all times during a trip.
  3. Leaders will satisfy themselves as to the suitability of each participant in advance of the trip, and if they are not satisfied they will decline to take the person on the trip.

Responsibility of the participants

  1. Participants acknowledge that the club is made up of volunteers who will conduct the club's activities in a safe manner to the best of their ability, but who are not in a position to guarantee the safety of participants. Participants accept responsibility for all risks to their person or property in choosing to participate in a club activity.
  2. Participants accept responsibility for determining if the trip they wish to go on is one they are capable of doing. If they have any doubt about their capability, they must consult the leader before committing to go, and will accept the leader's decision.
  3. Participants accept responsibility for finding out what the appropriate equipment is for a particular trip and ensuring they have it with them on the trip. If they have any doubt about what to take, they are responsible for consulting with the leader or the Adventure Coordinator.
  4. Participants agree to inform leaders of any medical condition they may have which may impact on their ability to do the trip.
  5. Participants agree to accept the authority of the trip leader in all matters while on the trip.
  6. Any minor (under 18 years of age) participating in an event or activity must have the written approval of their parents/guardian and must be accompanied and supervised by a responsible adult at all times.

Before the trip


  • A leader must be in good all-round condition in order to discharge his or her duties, so consider if you are in good shape to lead your trip. If for whatever reason you cannot lead your trip, please advise the Adventure Coordinator Amie Claridge -> mailto:ttc [period] adventure [period] coordinator [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 021 252 7457 and then either arrange for a substitute leader or postpone the trip.
  • Make yourself familiar with the area to be visited; maps, Tararua Trampers guide book, DoC track descriptions.
  • PLB, it is good practice to esnure there is a minimum of two PLBs on a trip
  • GPS, maps and a compass, also consider taking a mountain radio, InReach, or satellite phone.
  • Obtain permission to camp on or cross private property.
  • Plan your trip well: probable length of days, river/bush/tops travel, type of track/ route etc. Trip planning template Δ

  • register and email your trip intentions with Adventure Smart, or
  • leave an Intentions Form with a responsible person
  • Have an alternative trip of the same grade in mind, should the weather make the advertised trip impractical.
  • Come along to Clubnight to promote your trip, and try using the Email news groups, and the website (check fixture details).
  • Club tramping is a social affair, therefore four is a good minium number for a multi-night trip.
  • Check with all persons on the trip to ensure that they know the grade of trip you will be leading and establish that they will be fit enough to cope (fitness, skills, medical conditions etc).

As leader, you decide who goes on the trip

  • Remind group members to obtain hut tickets or annual hut passes.
  • Where appropriate, direct members to the Weekend Gear checklist and the Minimum Impact Code
  • Discuss foodgroups, clothing, equipment, special gear (for work parties, gorge trips etc) and transport with trip members.
  • Where appropriate, co-ordinate group travel bookings, and reimbursement for drivers (see schedule).
  • Compile participants list, intentions and emergency contact numbers and email to the Adventure Coordinator Amie Claridge -> mailto:ttc [period] adventure [period] coordinator [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 021 252 7457.
  • If you are in any doubt about any of the above points or you want to change the route or departure time consult the Adventure Coordinator Amie Claridge -> mailto:ttc [period] adventure [period] coordinator [snail] ttc [period] org [period] nz?Subject=Query from TTC website on 021 252 7457.

During a trip

Following a trip


  • Remember to relax and smile.
  • Choose a tail-end-Charlie for each sector.
  • Ensure that the hut log book entry is made at each hut, entering participants' names, annual hut pass or hut ticket numbers and group intentions.
  • Use the Club's stickers (available in the Gear Room) in hut intention books to highlight our presence in the area.
  • Coordinate re-stocking of firewood, sweeping out, and stacking of mattresses before departure from each hut.
  • As leader, you are responsible for any borrowed club gear, so note who is carrying it and arrange for its prompt return to the gear room (please dry the tents and clean the billies).
  • Report member and non-member numbers on trip, track and hut conditions and a brief account of the trip to the Weekly Activity Reporters -> mailto:ttc [period] weekly [period] activities [snail] ttc [period] org [period] nz?Subject=Query from TTC website .
  • Write, or have someone else write, a short account of the interesting features of your trip for the Tararua Tramper, and TTC on Facebook.
  • If it is a long trip or one of particular interest arrange for a longer and more detailed account for publication in the Tararua Annual.
  • Consider preparing a presentation of your trip to the Club for a Tuesday night meeting.
  • Consider if you have an update for Tararua Footprints if you were in the Tararuas, if so contact the Tararua Tramper's Guide team leader John Thomson -> mailto:ttc-tararua-footprints [snail] ttc [period] org [period] nz?Subject=Query from TTC website on (04) 479 2527

Further information

See the trip leadership kit.

Accidents and Delays

If sending a message out because there has been an accident or delay please use two or more party members if possible and cover the following points before the messengers leave.

  1. Determine the location of the party. A latitude and longitude or grid reference should be established and checked by at least two competent persons. Record the map number and edition. A description of the location which relates it to clearly defined features (tracks, peaks, streams) should be included.
  2. The names, phone numbers and where all party members are or will be going to. The trip list, if in a road end vehicle, may be used to help with this.
  3. The reason for the delay. If this is due to accident or illness, then the name and next of kin contact for the victim, the injuries sustained and the treatment given. Try to include pulse, respiration, level of consciousness, skin feel, complete physical assessment (top to toe), allergies, medication, past history, last meal, pain investigation (onset, provocation, quality, radiation, severity, timing).
  4. Describe how and when the event occurred.
  5. State what you intend to do, need or want done. (eg party will be out mid­-morning without assistance, a helicopter is needed as patient has severe injuries, 7 sleeping bags, food and tentage needed for overnight).

Clothes for a day trip



  • Day pack
  • Sturdy footwear
  • Waterproof parka
  • Jersey or Fleece
  • Shorts or walking trousers (no jeans or cotton)
  • Balaclava or similar hat, sunhat
  • Mitts or gloves
  • Longjohns
  • Overtrousers (can depend on season, but essential if above bushline)
  • Torch
  • Lunch
  • Snacks
  • Waterbottle (fill at home)
  • Personal first aid kit and Red Cross First Aid phone app
  • Compass, GPS, phone, or navigation device
  • Topo maps of the area, track description


  • Sun protection (depending on season)
  • Gaiters
  • Thermos with a hot drink

Gear for an overnight trip


Weekend Gear


Do NOT bring cotton clothing (leave cotton clothing at home!)

  • synthetic shirt/polypropylene or wool/merino singlet
  • bushshirt/polar fleece jacket/wool jersey
  • quick drying shorts
  • underclothes
  • two pairs wool/polypropylene socks
  • boots
  • gaiters
  • handkerchief

Storm clothing

  • Waterproof parka and windproof overtrousers
  • wool/synthetic mittens
  • balaclava/hat

Change of clothing

  • polypropylene/wool top
  • polypropylene/wool long johns
  • socks
  • underclothes
  • hut footwear

Sleeping gear

  • groundsheet
  • sleeping mat
  • sleeping bag and liner

Other gear

  • GPS device, compass and Topo maps of the area, track description
  • Personal Locator Beacon (available on loan from the gear room)
  • Headlight or torch, with spare batteries, (and spare bulb if applicable)
  • personal first aid, first aid manual, or Red Cross First Aid phone app
  • DoC hut tickets/annual pass
  • toilet paper
  • insect repellent
  • whistle
  • matches in waterproof container, or lighter
  • candle, or led lantern
  • 1 litre of water
  • camera, spare camera battery
  • antihistamine tablets
  • water purification tablets
  • small towel
  • sunhat
  • sunblock
  • sunglasses
  • togs
  • toilet gear
  • stove and fuel
  • billy, billy cleaner
  • pot mitt or billy handler
  • tent, poles, pegs
  • fly
  • poles and pegs

Line pack with large plastic survival bag to keep all gear dry, or use smaller waterproof bags.

Snow, Winter, and Alpine conditions

  • additional top layer and longs, socks
  • overmitts
  • snow goggles
  • crampons and ice-axe (check with trip leader)

Extra pack weight approximately 3 kg.

Food and Cooking


Weekend Food

Please check with the leader regarding communal food, e.g. dinners.

For a normal tramping weekend two breakfasts, two lunches, one evening meal, and snacks are required as follows. Note that this is a guideline only and individual tastes and requirements will vary.

The approximate total weight per day is 1 kg per person.
Each Breakfast
150gm muesli or
cereals or
75gm porridge and milk powder or
75g macaroni and 50gm cheese.

Each Lunch
150gm bread or
biscuits or
Tararua biscuits and spreads,

One Evening Meal
150gm pasta or rice,
meat or beans,
dried or fresh vegetables,
dried soup,

Beverages (per weekend)
10gm tea or
tea bags or
25gm coffee or
50gm Milo,
milk powder.

Condiments (per weekend)
Salt, pepper, herbs etc (according to party tastes) 15gm.

Snacks and Scroggin (per weekend)
scroggin (nuts, dried fruit, seeds), chocolate or carob, barley sugars, muesli bars. Total 300gm.

spoon. Total pack weight 12 to 15 kg.

 Cooking Gear


Trip information

Page last modified on 2020 Jun 13 05:19

Edit - History - Recent changes - Wiki help - Search     About TTC     Contact us     About the website     Site map     email page as link -> mailto:?Subject=TTC: Leadership Kit&Body=From the TTC website: Leadership Kit (https://ttc [period] org [period] nz/pmwiki/pmwiki [period] php/TripInformation/LeadershipKit) Resources for club trip leaders.