Quadra Island Outdoor Club

Hiking Guidelines

 Trip Participant Guidelines and Responsibilities

 1.         Safety is the prime consideration. Be realistic in assessing your skill, fitness and equipment. Have good quality equipment and gear.  Participating in trips beyond your ability can put you and the group at risk.  Be prepared.  You must be self-sufficient, including a first aid kit.  Bring extra clothing in case of changeable weather. Bring adequate food and water.  Plan for contingencies.  Always exercise good judgement.  Respect the decisions of the coordinator and the group.  Stay with the group. Never pass through a junction without the rest of the group.

2.        Membership is not an entitlement to participate in every trip. To participate in a trip which is “challenging” or “strenuous” or any multi-day trip, you must have previously taken a “moderate” hike with the Club, demonstrate adequate fitness and have appropriate equipment. The trip coordinator’s decision about participation on a trip is final.

3.         Communicate with the trip coordinator and with the group.  Let the trip coordinator know as soon as possiblethat you want to go on the trip.  Keep in touch about the status of the trip.  Participate in the pre-trip briefing, so that you are familiar with the plan.  Sign the trip sign-up sheet.  If you are new to the club, let the coordinator know your level of experience.  Tell the coordinator if you are having difficulties on the trip.  Meet and know everyone on the trip.

It is strongly recommended that you share with the trip coordinator information about any medical condition that you have that could affect your participation on a trip.  If you have a condition that could result in your not being able to communicate with the trip coordinator, you MUST have information about that condition in an envelope in your pack or drybag, as well as contact information.

4.         Minimize your impact on the environment.  Participate in car pools and share the expenses.  Pack out all garbage.  Avoid contaminating drinking water sources.  Do not approach wildlife.

5.         Dogs are permitted on some trips, at the discretion of the trip coordinator.  Dog owners are asked to sign a FMCBC “Dog-Owner Statement of Acknowledgement” highlighting their responsibility. The participation of dogs must not compromise the safety of the hikers.  All dogs must be sociable with people and other dogs.  Dogs must be under control at all times, either at the side of the owner or ahead of the group.  The trails are usually narrow and dogs are not permitted to run through the group.  The conduct of the dog is entirely the responsibility of the owner and not the Quadra Island Outdoor Club.  Dogs are not covered by FMCBC insurance for injury, damage or loss. The trip coordinator may ask the owner of any dog who does not meet these standards to withdraw from the trip.

6.        It is hoped that every active, experienced member of the Club will coordinate several outings each membership year. This can be done by pairing up with another member. Mentoring for new members is available.

Trip Coordinator Guidelines and Responsibilities

1.         Pre-trip organization

Provide the Club with basic information about the trip: date, description, rating, departure times and place, whether dogs are permitted, maximum size of group, your name, phone number and e-mail.

Prepare a list of participants from e-mail, phone and text sign-up.  Talk with new members about their level of experience before the trip.  The minimum number of participants on a trip is three.

Have your gear in order, as well as emergency contact numbers, maps, and permits if necessary. A tracking device may be helpful.  The coordinator needs to carry the Club Personal Locator Beacon, or other satellite calling device, on every Club hike where cell coverage is not assured.  Familiarize yourself with how to use the PLB or other calling device.

Verify access road and trail conditions, where necessary and possible.

Check the weather the evening before the trip.  Notify participants if conditions warrant a change of plan or cancellation.

2.         Departure and trip

It is essential that all participants sign the waiver before taking a trip.  Club members will have already signed the waiver, but non-members have probably not signed.  Ensure that anyone who is not a Club member has signed or signs the waiver before beginning a trip.

Note: A trip participant may not be a Club member if s/he is taking a day-trip as a trial (free) or if s/he is a guest ($5 for a day-trip).  A guest may only take two day-trips per season.  A participant on a multi-day trip must be a member.

Have everyone sign the trip sign-up sheet.  Leave the sign-up sheet in a vehicle at the trailhead and return it to the Club Exec on your return.  Please have a copy of the waiver, the trip sign-up sheet and an Incident Report form with you, available from the webpage.

Ensure that all participants are properly equipped.  If you believe that a member of the group cannot adequately take part in the trip, you can refuse to include that person.

Coordinate car pools and meeting locations.

Brief all participants on the trip plan, known hazards, safety protocol and individual responsibilities.  Introduce new participants.

Maintain a reasonable pace on the hike, so that the group stays together.  Have a strong hiker at the back as a sweep.  Ensure everyone is accounted for at junctions and meeting points.  Keeping the group together is particularly important on unofficial, unsigned trails.

Ensure that the group has minimal impact on the trail, camping sites and the environment in general.  Garbage is to be carried out and drinking water protected.

After the trip, return the sign-up sheet to the Exec for insurance purposes. 

3.       Post-trip

The trip coordinator should submit a brief trip report, describing the highlights of the outing.  Ideally, the report will include photos, not necessarily taken by the coordinator.

4.       If someting goes wrong

In the event of an accident, injury, illness or lost participant, we are not normally in remote, challenging or unfamiliar areas. Nonetheless complacency is not a plan. Here are the protocols:
The coordinator will facilitate an emergency response plan, with the agreement and understanding of the group, if an emergency event occurs.

If there is an urgent injury or illness on a hike, snowshoe, cross country skiing or trail work outing, the coordinator will make a 911 call requesting assistance using the device available (PLB, Zoleo or satellite enabled cell phone). Location and victim information should be provided to the 911 contact. This decision is not taken lightly, but procrastinating or “toughing it out” is not recommended.

Assist the victim with first aid if you are knowledgeable and able. If the victim is ill, gather any information that is available. In no case will anyone in the group risk personal injury or make “heroic” efforts to aid a disabled participant. There are times when this needs to be left to experts.

In nearly every instance, the calling device on the trip will be able to connect to 911 and from there a coordinate response will be developed. Participants will wait until SAR or other responders arrive.

If contacting 911 fails the protocol depends on the number in the group. If there are the minimum number of three participants, there is one to stay with the victim and one to go out to get help. Ideally there would be at least two to stay and two to go out, but may not be possible.

It is essential that everyone stay together, unless there is a decision that some member/s of the group leave to get help. If a single person goes out to get help, it is important that that person is fit and confident about the trail and navigation.

If a member of the group on a hike has become separated, start with the whistle. Also, try to text the missing person, if they are likely to have a phone turned on. Consider when that person was last seen. Based on the most likely scenario, it can be helpful for the group to return to the most recent junction and look for the missing person.

The group will separate to look for the missing person only if there are four or more people remaining in the group and if communication can be maintained between the people in the two parties by radio or phone. Otherwise, everyone stays together with the group. It can be hard to find a person who has gone ahead, but on Quadra that is not likely to be very far or unfamiliar.

After working through the logical areas to search, the group should return to the vehicles to see if the missing person came out ahead of the main party. If the person is not found after several hours, a call should be made to 911 at the coordinator’s decision. The following circumstances could influence that decision:

Further searching by Club members does not seem likely to be realistic or helpful,
The weather is poor,
Daylight is waning,
The missing person is not strong, experienced and familiar with the area,
The missing person’s contacts have been alerted,
Discussion has been held with the Club executive, if feasible.

If there is an emergency on a kayak or water-based trip, the call for help on the water would be made by VHF radio.

If the emergency arises from one or more people in the water and there is a problem getting them back into their boats, that call will be made immediately especially in salt water.

It is essential that the group stay together to help those in need and not separate. Everyone is more vulnerable alone.

Post Incident Communication
The coordinator will complete an Incident Report for FMCBC for any event involving an injury.
The executive of the Club will be notified.
A discussion will take place about the event to examine whether errors were made and what lessons can be learned.
There will be no communication with the media. If SAR is involved, they will make a public report.

Recommended Gear Checklist

Adequate water and water bottle
Adequate food
Map, compass, GPS
Cell phone, calling device
Comfortable pack
Comfortable, sturdy boots.
Extra clothing.  Bring what you need to stay warm and dry.  Wool and quick-dry are recommended, plus rain gear
First aid kit
Flashlight
Sunscreen and hat
Sunglasses
Whistle
Knife
Space blanket
Waterproof matches or other fire starter
Tarp or plastic sheet

For multi-day trips additional equipment:
Backpack with cover
Tent
Sleeping bag
Foam or air mattress
Stove and fuel
Pot, bowl, mug, cutlery
Food
Water purification system, or boil water
Biodegradable soap
Minimalist toiletries
Rope for hanging food

Extensive advice is available online for camping equipment

Trip Grading for Hiking and Backpacking

Easy – two hours to half day hike on flat ground
Moderate – half day to one day on flat to steep mixed ground
Strenuous/Difficult – long day on steep ground

10 August 2026