THE FOLLOWING IS ADVICE FOR MEET LEADERS WHEN PREPARING TO LEAD A MEET.

This is not an exhaustive guide. These guidelines should be viewed as basic requirements.

A meet leader is solely accountable for the meet.

Preparing a meet description:

Grading the meet correctly is very important. If a meet is more difficult than advertised, it will lead to discomfort and possibly danger for members of the party who cannot take the pace. It also frightens people away. The converse is also true. It is important that a meet leader is thoroughly familiar with the route and any potential hazards.

Admin arrangements

  1. At least two days prior to the meet check that the first aid kit is complete and fully equipped according to the list of contents. It must contain the emergency procedure guide intact in a plastic sleeve.
  2. Assess the competence of guest applicants. If in doubt, do not agree to their participation, or delegate responsibility for their participation to a competent member. The club restricts participation of non-members to attend hikes with a Technical Difficulty of grade 0 to 2+ and/or a Strenuousness grade of L or M. Ensure that the temporary membership application form is completed and authorise it.
  3. Cell phone numbers of all participants must be recorded, and spare battery packs or chargers are recommended for long duration meets.
  4. Any special clothing or protective equipment must be advised to all.
  5. If required, the satellite locator, fully functional, must be carried. All the operating procedures must be known to the Meet Leader and a second member of the group.
  6. Meeting points and timing to be communicated to all participants.
  7. Where legally and practically possible transport is shared and passengers (excluding the driver/owner) share the cost of fuel.
  8. Ensure suitability of weather and other conditions before proceeding.
  9. After the meet compile a report and email it with temporary membership forms to the club Meet Convenor.
  10. Replenish any used items from the first aid kit.

On the meet

  1. Ensure that all participants are aware of the basic route.
  2. Allowing sub-groups is an exception. Three is the minimum number, and a leader must be appointed with cell phone and sufficient battery power. Meeting and contact arrangements must be clearly understood.
  3. If any participant needs to leave the track and cannot communicate this to another member of the group, the back-pack must be placed on the centre of the track, with the top of the pack pointing to the side which was accessed.

Application for membership of the South Cape section of the MCSA: There is a requirement to attend two hikes or two socials before applying for membership to the South Cape Section of the Mountain Club of South Africa.

Sharing of transport costs: Wherever possible, shared transport should be used (dependent on current Covid safety protocols) – those seeking a lift should inform the Meet Leader. Those accepting lifts are expected to contribute towards fuel consumed along the following guidelines:

  1. The driver/owner should depart with a full fuel tank.
  2. On return, the driver/owner should immediately refill the tank to determine the real fuel costs.
  3. The fuel costs are then divided equally among all passengers. (Driver/owner is excluded)
  4. As far as possible, all vehicles offering shared transport should be filled to their legal capacity.