Please copy and peruse if you are leading a walk for the Wilts Group. Although they probably seem very overdone, the present environment requires more attention to these matters than the good old days when we just went for a walk. The Wilts LDWA group walking programme depends on members volunteering to lead walks. If you are a new member or a member who has not yet led walks, these notes may help and encourage you to lead for the group when you are ready. Existing leaders - we would welcome your comments. It also contains updated insurance information and an incident report form. Thank you for leading!
A distance of 15-25 miles is recommended for a social walk. Normally the practical maximum is around 25 miles in summer and 20 miles in winter, but if you wish to lead something longer that's up to you, provided it's made clear in the newsletter that only fast walkers should take part. Do research the walk and plan it bearing in mind the desirability of a stop for lunch at a pub near the halfway mark that serves food and with outdoor seating. The lunch break should be about an hour. Consider the needs of those who will to travel by car and ensure that there is adequate parking available. If the walk is linear (starting and finishing at different points), ensure that there is a means of transport back to the start- either by bus/train or by parking a car or cars at the finish point. Work out the distance beforehand. Work out how long it should take for both the morning and afternoon walks. Remember that your own pace may not match that of the rest of the group. It can be a good idea to have escape routes and/or an extension in mind if the walk does not go entirely to plan. If the walk is likely to finish in the dark, advertise the fact so that participants can be prepared for it and can be encouraged in the programme to bring a torch. Try your best to reconnoiter the route at least a week beforehand. This has several advantages:
Some members have volunteered to accompany leaders when reccying routes - ask the Walks Secretary if you'd like someone to go with you. It's advisable not to do the reccy too early, as path problems may then arise in the meantime. The optimum "window" is between 2 and 4 weeks beforehand. It can be helpful to do this with a friend who can act as back-marker on the day and take over if you're ill. Check out the lunch pub. You can do this in person or by phone. Ask for the manager. Make sure they welcome walkers. They'll probably ask how many (say there is usually between 10 and 20) - this can be confirmed on the morning of the walk if necessary. Point out that not everyone may wish to eat. If asked, say that anyone bringing their own food will be asked to eat it outside. If it becomes apparent that the first choice pub is unwilling, give it up and find another one. Also ensure that there is an eating-place identified for those who do not wish to use the pub. If you can't find a pub providing food in the area, make sure that your party members are aware before you start off.
You will need to give details of the walk to the Walks Secretary several (can be up to 4 or 5) months ahead of the walk so it can be included in Strider and/or the Wilts newsletter. Include the following details:
Example:
Review the proposed walk details to ensure there are no major changes in the circumstances e.g. route alterations, pub closures, change of meeting point. If there is a substantial change, notify the walk secretary so a message can be put on the web or in the newsletter.
Count the numbers and ask people to introduce themselves so you know all their names. Make a note of guests - people who are not LDWA members (see insurance section later.) Introduce yourself as the leader. Tell the party the approximate route on your map, and time and distance to the lunch pub (don't forget to mention if no food is available). If so arranged, phone the pub to confirm the number (either from a call box or a party member may be willing to use a mobile). If possible, ask a committee member or someone you know to act as back-marker - this helps you to know when the rear of the party has caught up, and provides someone to keep an eye on slower walkers. Be clear that people should aim to always be able to see someone in front of them and someone behind. Also be clear that they should stay with you as leader and not go ahead, in case they miss a turning.
Do show the route to anyone interested. Be clear that the group should keep together and that if anyone wants to leave the group they should let you know. Have some toilet stops and suggest which direction ladies go and which for gents. Stop at junctions for people to catch up and check the number from time to time (but not too often). This is best done at a turning point or on reaching a road after a long path section. There should be a short stop of about five minutes during the morning and afternoon - this is to give time for a bit of a rest, to have a drink, or to change walking partners. If you enjoy doing this, point out any places of interest you pass - but don't do this too often. If you have to walk along a road without a pavement, ask the party to keep right, but at blind right hand bends you should carefully cross over to the left side to provide maximum visibility.
If you have to cross a cropped field on a footpath that has not been cleared, ask them to keep single file (this avoids damaging too much crop and makes the route clearer for other walkers). At the lunch pub, try to arrive first, and introduce yourself to the bar staff. It can help the image of walkers generally to make a good impression, e.g. thank them when leaving, return your empty glasses to the counter, replace rearranged tables and chairs. Make sure you have all your party when you leave. If you get lost or take a wrong turning, don't panic! It's best to admit it straight away, rather than plough on regardless and possibly get into a worse situation. Most of the party will be sympathetic and some will offer to help. If you can't work out how to get back on line directly, retrace your steps to the previous known point and start again. If you find someone can't keep up and is seriously delaying the group, discuss this discreetly with the person and tactfully suggest they might like to take a short cut (to pub or finish) if possible. If they have no map, you could give them directions if not too complicated - otherwise consider delegating someone with a map to accompany them. Do suggest they might be better to try Ramblers Association walks in future, or a challenge walk with a route description which they can then do at their own pace. If a committee member is present do discuss the situation with them first. Sometimes you will find people who are unhappy about some of the walk arrangements and who complain and disrupt the group. Don't feel bad but be clear that it is your walk and if they are not happy they can leave the group. If you find someone is missing call their name and their mobile if known. You could delegate someone to go back along the route, preferably with a mobile to keep in touch, calling their name and asking anyone along the way if they have seen the person. The point at which you decide to contact police and relatives/partner (if known) will depend on circumstances e.g. weather, terrain, approaching darkness. See insurance section below for advice on dealing with any accidents.
At the end of the walk, make sure that everyone is accounted for - and wait for the thanks and congratulations! If there's no committee member on your walk, try to let the Walks Secretary know afterwards how many took part. REMEMBER, IF YOU NEED HELP OR ADVICE WITH ANY ASPECT OF THESE NOTES OR ON LEADING A WALK, FEEL FREE TO ASK THE WALKS SECRETARY OR ANY OTHER COMMITTEE MEMBER.
Following recent discussions with the insurers the following pointers are provided for your information and protection: Any group walks/activities published in Strider or shown on the Website are covered by the LDWA insurance. A guest is covered if their names are recorded at the start, which walk leaders should do. However, after three walks, they will only be covered if they join LDWA.
Dogs that come on walks are not covered by the LDWA insurance - nor are any incidents they are involved in….so they are the owner's responsibility on a walk. If a dog trips someone, LDWA insurance does not provide cover and the owner would be considered responsible/liable. Mention this discretely to any people with a dog. Generally any young people aged under 18 should be accompanied by a responsible adult. Be supportive and positively encouraging of them at all times. The LDWA form for significant incidents is attached. The idea of this is to keep a record of any incidents that happen during a walk in case of a later claim and to keep statistics for risk management. The form goes to the central log held nationally. The Group keeps a copy. Claims may occur years later. Make short notes about any incident or accident during a walk yourself and after the walk notify the Group Secretary. They will note it in an accident book and inform the insurer. The group accident book can be used at an event to record incidents at the time, before their significance is known, e.g. injury proves to be minor so no form needs to be sent in. To save duplication it's really simpler if the forms are done anyway and kept in one place with the Group Secretary, so forming the incident book. Leaders are advised to keep a copy of the incidents form with them in their packs, in case it is needed.
The LDWA keeps records of the level and type of incidents that occur on walks to help direct future guidelines for walk organisers and leaders. If a significant incident, accident or illness (e.g. requiring evacuation, hospitalisation or absence from work) occurs on an event or on a LDWA walk, please complete this form and return it to the LDWA Events Secretary as soon as possible. Information given on this form will be regarded as confidential.
Most incidents that arise on walks will not lead to insurance claims. However, if any claim is made on the Association's Liability Insurance policy (which covers only events and walks organised by the LDWA and its local groups) the insurer's own form will also need to be completed. If there is any possibility of an insurance claim on the Association's policy arising in relation to an incident it is essential that you notify the LDWA Treasurer immediately (failing the Treasurer contact the Local Groups Secretary, the Chair or the General Secretary).
Type of walk (challenge event, local group walk, etc) ...................................................................................
Name and length of event/local group walk ...................................................................................................
Organising group or club ...............................................................................................................................
Date and time of incident ...............................................................................................................................
Nature of the incident and how it occurred ....................................................................................................
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Where did the incident occur? .......................................................................................................................
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Grid reference ................................................................................................................................................
Were walker(s) involved on the scheduled route at the time of the incident? If not please give details
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Weather and terrain:
Temperature ................................................................Wind ........................................................................
Rain/snow ....................................................................Visibility ....................................................................
Gradient .......................................................................Nature of terrain .......................................................
Number on event or in party ..........................................................................................................................
Action taken (e.g. meeting with landowner, first aid, emergency services called, evacuation,)...................
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Action taken with event or party after incident ..............................................................................................
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Were there any long-term effects of the incident (e.g. period in hospital or off work)?.....................
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If the incident involved injury or illness whate were the nature and extent of any injury or illness ...............
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Was hospital treatment required? If so please give details...........................................................................
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Please add any other relevant comments.....................................................................................................
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Name and address of informant (normally event organiser or walk leader).................................................
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Signature .......................................................................... Date ...................................................................