Activity Host Guide

As an Activity Host of Wilderness Trekkers, Inc., you hold, arguably, the most important job in the organization. That job is fulfilling the mission of Wilderness Trekkers (WT) by hosting activities through which others, both members and the public, may be able to learn the skills and knowledge which will help them enjoy and appreciate the natural world that surrounds them, and by instilling in them the desire to preserve it.

WildernessTrekkers, Inc. was founded in 1996 by a small group of hikers with a dream of sharing with others in the responsible use and enjoyment of the wilderness. Since then, the organization has grown and prospered. WT has developed goals and ideals to help define its mission, as well as the policies and standards necessary to attain these goals. It is the responsibility of the WT Activity Host, while hosting or participating in WT activities, to understand, practice, and share with others those skills and ethics consistent with the WT mission.

It is an accepted fact that first impressions are the most important. As a WT Activity Host, you have the opportunity to create a lasting, positive impression of the wilderness experience in the minds of your "first-timer" activity participants. You can build on the memorable experiences of your "regulars" by sharing new skills or exploring new places.

The Activities Host position is a privilege. As with all Wilderness Trekkers positions, Activity Hosts are volunteers. An Activity Host should have experience in the activity that they are hosting and should have good organizational skills. Wilderness Trekkers, Inc. and the Activity Host are in no way responsible for the people who choose to attend the event(s) that they are hosting. The sole responsibility of the Activity Host is to organize the event and share your knowledge of the activity with those who choose to join you in that activity.

The purpose of selecting a Wilderness Trekker (WT) Activity Host is to insure that persons presenting WT activities follow the ideals and goals of the organization (Mission Statement), possess the organizational skills necessary to host the activity and have some knowledge of the activity.

A WT Activity Host can volunteer or can be selected by other experienced Activity Hosts who are familiar with the candidate’s abilities. An Activities Host candidate should have mature judgment, leadership qualities, good wilderness ethics and skills, and an understanding of WT purposes and goals.

Prior to becoming an Activity Host, Wilderness Trekkers, Inc. requests that a candidate:

1. Participate as a Co-Host-In-Training in the planning and execution of at least two activities with at least two different Activity Hosts. The Co-Host-In-Training should participate in all phases of the activity, including planning, execution, and follow-up.
2. Be recommended by those two Activity Hosts. The recommendations shall be presented to the Activities Director.
3.The Activities Director shall present the recommendation to the Board within 30 days of receipt of the recommendation.
4. The recommendation must be approved by a majority vote of the Board of Directors.

Wilderness Trekkers, Inc. has the right to revoke the Activity Host privilege of any Host at any time by a majority vote by the board of directors. Any Activity Host who has not hosted an activity in a two-year period will be removed from the Active Host List and placed in a non-active status. The non-active host can be reinstated as active with approval from either the President or Activity Director.

An Activity Host should make every effort to be fair and impartial to all participants, to encourage them, honor their achievements, and answer their questions to the best of their ability; to know when to offer advice as well as when not to. The Activity Host should be capable of exercising good judgment in decisions concerning the safety and comfort of the entire group. It is the Activity Hosts right to say "no" to any participant who poses a threat to group safety, environmental integrity or who does not possess the proper equipment that is needed for that activity.

1. Enthusiasm
2. Care and thoughtfulness
3. Willingness to communicate promptly to attendees and officiers
4. Setting a good example to others

Activities are not successful by accident. It takes proper planning, thorough preparation, and careful execution for an enjoyable, memorable and fulfilling outdoor experience.  Although not a requirement, it is best for the reputation of the WT organization that the host have actually participanted in a previous trip for the event they are hosting.  Knowing the territory is an important aspect of being prepared for your event.

Wilderness Trekkers activities are to consist of one or more of the following categories: hiking, backpacking, paddling or biking. An activity that involves attending a seminar, lecture or a visit to a location whereby information is exchanged regarding the previously mentioned categories or outdoor wilderness related information is also acceptable. Camping by itself is not considered an approved activity, unless it is in conjunction with a scheduled activity including one or more of the previously mentioned categories. Activity proposals must be submitted to the Activity Director for approval. All activity proposals must be submitted in writing to the Activities Director either in person, via mail or email.

Check with park rangers, land managers, etc. for current trail conditions and any information pertinent to trip planning (water crossings, recent burns, potable water availability, campsite limits, fees, water levels, etc.) WT requests that Activity Hosts suggest only those activities for which they possess the required skills and experience. If at all possible, do the activity, or at least scout the location, on your own before the trip; it is much easier to share an activity with others in an area you are familiar with.

Be sure to check for hunting season in areas where activities are scheduled. Not all areas have the same seasons. In Florida, consult the Florida Game and Fresh Water Fish Commission or see Florida Wildlife Magazine for dates. Annual hunt schedules for each wildlife management area also available wherever hunting licenses are sold. Plan activities suitable for the time of year and location. Consider varying skill ratings of activities to attract participation by members and others from all levels of experience.

1.Hosts should know the planned route of travel. Be knowledgeable of approximate distances and time increments between significant points along the route.
2. Obtain permits, permission for private land usage if necessary, and amounts of entry fees, take-out fees and other expenses participants may incur (in writing if possible).
3. Plan for alternate routes or activities if at the last minute you find the route is damaged or blocked or the water is too high for hiking/paddling.
5. It can make the event more interesting if you can obtain some knowledge of the historical, geological, etc., sites along the route to share with the group.
6. The proposed activity write-up should include the following: date, time, activity rating (leisure, moderate, strenuous), County that activity is to be held, brief description of the activity, fees or cost, deadlines or any other pertinent information.

The links section of the WT website can be very helpful in finding out information to assist you in planning your activities.

1. Respond quickly so that participants can prepare or select another activity if this one is not suitable.
2. If you are not acquainted with the inquirer, ask about their experience and ability. If this is a more difficult trip and they do not seem to have enough of either, suggest an easier activity.
3. Request telephone numbers and or email address for last minute changes or cancellations. For long trips or group size limits, clearly state the deadline for confirmation. List inquires in order of receipt and notify those on a waiting list where they stand.
4. It is your right, as a Host, to reject anyone that you do not feel comfortable with attending your planned activity.

1. Respond in writing and/or email, especially if the activity is logistically complex, gear-intensive, or a beginner’s activity. Mail early to avoid phone expense.
2. If possible include a map with landmarks, mileage, starting and ending points.
3. Provide a list of participants, (this makes it possible for them to share equipment, car pool, etc.)
4. Inform participants of time, date and place of meeting. Include directions to the trailhead or meeting place. Remind them that the departure time is firm and suggest they arrive early.
5. Remind them of important details, such as number of meals to plan for, expected trail conditions, and any other information that will help them prepare. Suggest gear lists to help plan gear to bring.

1. Introduce yourself and others and check off arrivals on your roster.
2. Have each participant sign the appropriate authorized sign-in form. (REQUIRED)
3.Go over the plans, regulations, distances to be traveled, rest stops, toilet rules, water sources and purification, etc. Discuss Leave No Trace practices (see section 3). Discuss safety concerns and whistle techniques (1 – for here I am, 3 for emergency, etc.)
4. You need not wait for latecomers or "no-shows." At your discretion, you may want to leave a note with time of departure and a location where someone could join the group if possible.

Completed forms are to be submitted to the Activity Director.  These forms include the sign-in sheets and the trip Reports.

As of July, 2010, there is but a single sign-in form for all WT Events whether they are a member or a non-member. Every participant, whether a WT member or not, must sign the "Event Waiver". As a host, if you have a non-member joining you, take the extra time to ensure they truely did read the waiver. Here is a link the the Member Sign-in form.

This report is used to share details of your trip with other members. This is an important feature of the future of our organization as these reports provide insight to our activities for those looking to join an out door event organization.  Give a brief description of your trip and include anything special that may have happened (wildlife seen, things learned, etc.). You may want to include the names of the participants. Some Hosts ask one of the participants to do the trip report as a means of further encouraging more involvement form the participants. The Trip report is to be posted on the WT Message Center.

Hosts are encouraged to submit a statement of expenses incurred up to $15 per event, for items such as group refreshments (s’mores or soda), wood, etc. Additional expenses will require approval by both treasurer and Activities Director

As a new WT Activity Host feel free to contact the Activity Director, Board Members or any other Host if you need help or have any questions. We are all available to help each other in any way that we can. Being a WT Host should be a fun and enjoyable experience. There is also a lot of information available on the WT Web Page (www.wilderness-trekkers.org)that may help you.

The Activities Host is required to be knowledgable in the Wilderness Trekkers commitment to environmental integrity and the "Leave No Trace" creed. Follow this link to the Leave No Trace