Trip Planning Overview
All ACC section trips must follow a consistent planning process to ensure participant safety, proper insurance coverage, and accurate reporting. This guide walks through the full lifecycle of a trip from initial proposal to post-trip reporting.
Who this guide is for
The volunteer who plans and runs a section trip is the Trip Coordinator (also called the Trip Organizer or Trip Leader). This guide is written for that person, and for the section volunteers who review and support their trips.
ACC trip leaders are experienced volunteers, not professional guides — participants share responsibility for their own safety, and every member of the group is part of the decision-making on the day.
The five-step trip lifecycle
1. Trip Proposal
The trip leader submits a proposal including destination, dates, difficulty rating, maximum participants, and pre-requisites and/or required certifications (i.e., AST 1). Use the Trip Proposal Template available in Templates & Forms.
2. Section Leadership Review
Section leadership reviews the proposal against safety requirements, checks leader certifications, and confirms the trip is covered under the current CGL policy. Approve or request changes before publishing.
3. Publication & Registration
Publish the trip on the current Section trip posting tool and open registration. Ensure the difficulty rating, prerequisites, and equipment requirements are clearly communicated to participants at the point of registration — not at the trailhead.
Every trip posting must list the known hazards of the trip and reference the ACC waiver. Both are mandatory. See Waivers.
4. Pre-Trip Briefing
The trip leader conducts a pre-trip briefing covering itinerary, emergency protocols, equipment checklist, and emergency contacts. For trips involving avalanche terrain, review the Avalanche Safety article for additional pre-trip requirements.
5. Post-Trip Report
Within 7 days of the trip, the leader submits a post-trip report including attendance, incidents (if any), and route notes. Use the Post-Trip Report template from Templates & Forms.
Wrapping up the trip is part of this step:
- Do a final headcount at the trailhead before anyone drives away, and collect any club gear.
- Hold a short participant debrief — what went well, and what didn't — while the day is fresh.
- Report both incidents and near-misses. A near-miss is a valuable learning moment; report it as you would a real incident. See Reporting a Trip.
- Encourage participants to submit trip reports and photos to the section for the newsletter.
Planning your trip
The steps below are plain-language best practices, not additional requirements. They summarize guidance from the ACC National Trip Coordinator Handbook to help you plan a safe, enjoyable trip. Use your judgment and adapt them to your trip.
Choose the right objective
Pick an objective within your own comfort zone and matched to the group's ability — don't propose a trip you could not run safely yourself. Always have a Plan B: an alternate objective in case weather or conditions make the original plan unfeasible. On more complex trips, set GO/NO-GO criteria in advance with your experienced members so the decision is made calmly, before pressure builds.
Screen participants
Ask prospective participants about their relevant experience and gear, and make decisions objectively — a club trip is not a private trip filled with friends. Collect any critical medical information in confidence, and keep it private. A participant's emergency contact should not be someone on the trip. It is okay to decline an applicant if the trip isn't a good fit — do it politely and privately, and suggest a more suitable outing or some training where you can.
Group size
The National Trip Coordinator Handbook offers suggested leader-to-participant ratios. The minimum party for safety is three (if one person is hurt, one can go for help while one stays). These are guidance to help you plan, not policy hurdles.
| Activity | Suggested participant-to-leader ratio |
|---|---|
| Hiking (day trip) | 8:1 |
| Hiking (multi-day) | 6:1 |
| Scrambling (easy–moderate) | 6:1 |
| Scrambling (difficult) | 4:1 |
| Glacier travel | 4:1 |
| Rock climbing (crag) | 3:1 |
| Rock climbing (multi-pitch) | 2:1 or 1:1 |
| Ice climbing (crag) | 3:1 |
| Ice climbing (multi-pitch) | 2:1 or 1:1 |
| Ski touring (day trip) | 5:1 |
| Ski touring (multi-day) | 3:1 |
As a rule of thumb, the more difficult the route, the smaller the group should be.
Watch the weather and conditions
Check the forecast and conditions on a cadence, not just once:
- The week before — get an early read on the forecast.
- Mid-week — update the forecast and share it with participants, along with any gear or clothing changes.
- The day before — make a GO / NO-GO / alternate decision and tell participants.
- At the trailhead — reassess against what you actually see.
Avalanche conditions and gear are covered in the Avalanche Safety article.
Plan for the unexpected
- Designate a home contact who is not on the trip. Give them the full trip plan, participant and emergency-contact information, and the time at which they should raise the alarm if you are overdue.
- Carry an external communication device suited to the area — a satellite messenger, PLB, or satellite phone when you are outside cell coverage — and test it before you leave.
- Carry printed copies of the participant list and emergency contacts.
Set turnaround criteria
Decide a turnaround time and the conditions that would trigger a change of plan before you leave. Run the trip to the risk tolerance of the most risk-averse person in the group. Any group member who raises a safety concern must be listened to. Turning around is a successful outcome, not a failure.
Difficulty ratings
A difficulty rating is suggested for every section trip when it is posted. Ratings are a guideline, not a rulebook — they help participants self-select appropriately and help section leadership match the trip with the right leader experience.
| Rating | Description | Typical Activity |
|---|---|---|
| D1 | Easy — no technical skills required | Day hikes, social events, gym nights |
| D2 | Moderate — basic fitness required | Multi-day hikes, beginner ski tours |
| D3 | Difficult — experience required | Backcountry skiing, scrambling |
| D4 | Advanced — technical skills required | Alpine climbing, glacier travel |
| D5 | Expert — significant experience required | Technical alpine routes, ice climbing |
The D1–D5 rating scheme is under review pending confirmation with ACC National and the Leadership Development Committee. The table values have not been changed.
What makes a valid section trip
For a trip to qualify as an ACC-sanctioned section trip — and to be covered under the ACC's CGL insurance — it must meet all four criteria:
- The trip is run by the section for the benefit of all section members, not as a private guide trip
- The trip is available to all section members
- The trip is advertised simultaneously to all members (not filled before being posted)
- Registration is through the section site and references the ACC waiver
Advanced trips and screening. "Available to all section members" does not mean every member will qualify for every trip. Some trips are advanced by nature, and screening applicants against the posted pre-requisites is entirely acceptable. When an applicant doesn't yet meet the pre-screening requirements, direct them toward a more appropriate offering and explain what their progression toward this kind of trip could look like.
If you are hiring a guide for a section trip, all trip registration must go through the section — not through the guide directly.
Related articles
- Avalanche Safety — terrain classification, gear requirements, and leader qualifications for snow travel
- Waivers — waiver administration and what participants must sign
- Reporting a Trip — post-trip reporting, incidents, and near-misses
- Insurance & Liability — who is covered under the CGL and what qualifies as a sanctioned activity
- Minors on ACC Trips — policy requirements when minors are participating
New to coordinating trips? The Volunteer Essentials Course (hosted on Thinkific) is the companion learning resource for new trip coordinators.