The following guidance notes are for a traditional Capital Walkers weekend away – where the Ramblers member book their own accommodation and transport. Different considerations are needed for overseas trips and walking trips – where the provider provides the walks – ie HF Holidays.
If you are thinking of organising a weekend away, check first with the Capital Walkers Committee (via the
Please note that you need to be a member of Capital Walkers [Ramblers] to organise a Weekend Away on our behalf.
You will need to produce a draft email to Capital Walkers members and send it
- Please note your place on the trip will not be confirmed until you have sent the information below (this information is required simply to administer the event, and for no other purpose):
- Your name and contact phone number (we won't share this with anyone without your permission)
- The name of the place you are staying (we won't pass this on to anyone)
- Ramblers membership number"
You need to decide in advance what walks will take place and will need to mention alternative plans if a walk is weather dependent. You should give details of the walks including length, ascent and descent, walking ability and level of fitness required.( if not known at first enquiry stage this can be given later) You will need to decide time, transport and give some idea of transport costs.
You will need to decide where to meet up and what time in the evening. (None of this needs to go in the initial notice for the website, but should of course be included in the detailed information provided to those who sign up to go). In an ideal world you will have recce'd the walks in advance, for which there is £50 a lump-sum contribution to your recce travel costs, but it's not essential as long as you have researched the routes well enough!
On the trip itself you will need to take a printout of attendees' contact details, so that you can reach people in case of any last-minute change of plan or emergency.
Weekend away Checklist
- Check first with the
This email address is being protected from spambots. You need JavaScript enabled to view it. before committing to the booking. - You will need to produce a draft notice for the CW website, the Weekend Coordinator can help with details.
- Send finalised version of the email for
This email address is being protected from spambots. You need JavaScript enabled to view it. - When you want to notice to be published on CW website send details to the
This email address is being protected from spambots. You need JavaScript enabled to view it.
Sign up details
- Ask for reservations first before offering a confirmed place on the trip
- Follow up with request for details: name, mobile number, accommodation Ramblers membership number and whatsapp contact authorisation(see below).
- Advisable to set up a WhatsApp group so any last minute changes should be communicated as soon as possible. Need to get consent from Ramblers member
Walks
- The organiser can lead their own walks or typically ask for volunteers. If volunteers sign up to lead walks check with walks co-ordinator if they are registered walk leaders
Socials
- It is the organisers decision as to what type of socials to offer if any, and if any upfront payments or deposit are required - see below for further details.
- You can ask for volunteers to arrange a social.
More detailed notes are available on request from the
General Data Protection Regulation (GDPR)
Under the new General Data Protection Regulation (GDPR), which came into effect on 25 May 2018, Capital Walkers (as part of Ramblers) are required to ensure that we only gather personal information (including name, e-mail address, telephone number and Ramblers membership number) for a specific purpose, and that we only keep it for as long as is strictly necessary.
This applies also to organisers of Capital Walkers Weekends Away and other group trips: you are volunteers too (for which we are very grateful!). . Please either set up your own email address for the Weekend away or ask/email the
If you are organising a trip that requires you to pass people's data on to a third party (eg hotel, transport provider, etc), please make sure you have the participants' consent to pass on that specific data to that specific company.
When you are in touch with participants about the details of the trip, please make sure you always send e-mails either individually or - if a group e-mail - using "bcc" (to ensure that participants' contact details are not shared with others). If you plan to set up eg a WhatsApp group to share information in the run-up to the event, please make sure you have their permission by e-mail before you add anyone to the group. Remember not all CW members will have a smartphone or use Whatsapp.
When posting on Whatsapp group a note on rules should be sent out: 1) Always be polite and respectful 2) keep the chat relevant to the trip 3) in the unlikely event that you have a grievance please air it with the relevant individual(s) rather than on group chat.
After the event: Ramblers Central Office have advised that we should only keep data/e-mails containing personal information for a maximum of 1 month after an event has passed. Please make sure that you delete/destroy any lists of participants, and correspondence with them, as soon as the event has passed.
Insurance
Members leading walks need to be registered a Walk Leader and completed the training so that they are covered by personal accident insurance. Check by emailing the
Good Practice in Leading
- Follow the basic elements of good practice in leading skills:
- Be familiar with the route by walking it beforehand, ideally with the backmarker and make a note of any more complicated sections (e.g. busy roads to cross, slippery banks to descend, sections where the route is not so clear).
- Before setting out on the walk, make sure everyone is aware of the distance and terrain involved and any sections of the route where particular care is required, especially crossing or walking along roads.
- Organisers should consider a clear “are you sure you’re up to this?” when they promote their trip, especially if it’s strenuous, e.g. Switzerland, Lake District, etc.
- Know who is in your group to ensure they know who is walking with them and how many walkers they have. Appoint a back-marker to keep the party together and do not take more people than you feel comfortable leading. If people wish to leave by walking on ahead on finishing early, make it clear that they must let you know they are leaving and they understand your responsibility as leader ends when they leave the main group and thus they are no longer insured.
- Walk leaders have the authority to exclude non-capable walkers from a walk for the safety of the individual and of the group. Consider devising a plan B (e.g. share plans/routes with another participant) if they themselves can’t go at short notice.
- From the point of view of the insurance cover in the event of a claim being made, leaders who can demonstrate that they acted responsibly are in a much stronger position to counter claims of negligence.
Socials
It is organisers decision as to what type of socials to offer if any. There are various options:
- Organise a welcome social in evening of arrival date only (Highly Recommended)
- Organise a meeting place every night so people can meet and decide where to eat (Recommended)
- Organise an area in pub for drinks only
- Organise an area in pub for drinks and dinner
- If organising an evening meal you can ask for payment from participants upfront.
- Some venues will require a deposit or pre orders
- You can ask for volunteers to arrange a social.
* Whatever you say to CW members in the email you should deliver. For instance if you say you are going to organise a evening meal every night you should organise it.
Thank you for your willingness to organise a Weekend Away! If you have any questions, please don't hesitate to contact me.
Weekend Away Coordinator