Information for Trip Coordinators

Kayak And Canoe Club Of New York Trip Coordinator Procedures

Thank you for helping our club by acting as a trip coordinator. This summary of our procedures is intended as a guide to help you and the others with you enjoy the event.

Before The Event Begins

1. The ACA must be notified in advance of all events for liability insurance to be in effect. This notification requirement is satisfied if the event was listed in the trip schedule found on the KCCNY website in time to be included in the notification email which Ken Voytac sends to the ACA each Thursday by 10pm E.S.T. Last minute trips can be included in that notification via email notice to Ken no later than noon on any Friday before a Saturday or Sunday trip.

2. We do not post the time or meeting place of trips on our website, because we want potential participants to contact the trip coordinator in advance and discuss their qualifications and abilities and preparedness for the conditions expected to be encountered. Participants are responsible for discussing the trip candidly with the trip coordinator or other experienced paddlers in order to make a determination as to whether the trip or event, at the expected water levels and weather conditions, is appropriate for them.

Assess the skill level and preparedness of participants. Any participant that the coordinator feels is not suited for the trip shall not be permitted to participate. This may include, but is not limited to, assessment of skill level, appropriate clothing and equipment and its condition, and suspected use of alcohol or illegal drugs. Any paddler whose conduct is, in the opinion of the trip coordinator, potentially hazardous to him or herself or to the group will be asked to leave the group.

The trip coordinator has the authority to adjust the specifics of the trip, including the river (and the section of the river) to be paddled, to account for conditions existing at the time of the event, such as weather, water levels, or the specific make up of the group (i.e. number of paddlers, ability levels, etc.). Any changes are to be noted on the trip report filed with the ACA.

KCCNY club trips are characterized by all the paddlers contributing what knowledge and experience they possess towards the group's fun and safety on the river. A trip coordinator is merely a club member who has volunteered to arrange the meeting of interested members to paddle at a particular place and time. While coordinators often have specific knowledge of the river in question, this is not part of their responsibility. Once on the river, coordinators have no burdens as guide or trip leader.

At the Start of the Event:

1. All participants must read and sign the ACA waiver and release of liability before the event begins. Members’ waivers are kept on file and are valid for a calendar year. If the waiver is on file it is noted on our membership list. Note that as a volunteer organization there is often a delay in filing waivers. If it’s not on file you need another signed waiver. Non-menbers require a signed waiver for each event. Waivers for minors must be signed by a parent or guardian. Adult and child waiver forms may be found at the KCCNY website here and on the ACA website here.

2. Announce at the start of the event that "If you have not signed a waiver and paid the $10 event fee, if applicable, then you are not a participant in KCCNY's trip or event. If you choose to paddle the river on your own then you do so at your own risk."

3. Review the applicable ACA risk management requirements for Paddle America Clubs and ACA affiliates with the group before getting on the water. The document is available here

After the Event:

1. Report all injuries and property damage to the ACA National Office within seven (7) days of the activity using the ACA Incident / Accident Report Form found on the ACA website. In the event of a serious injury, immediately notify the insurance company (American Specialty) by calling 1-800-245-2744. American Specialty will answer calls to this number 24 hours a day, 365 days a year (if calling after hours, follow the instructions for emergency claims reporting).

2. Following the event, submit report listing event date and location and number of participants to ACA at by email, or by mail. Report either no incidents occurred or report accidents, deaths and injuries per ACA instructions on ACA website. Report injuries also to the President and Safety Chair at KCCNY. Send by mail any new or non-club member waivers and $10 ACA fees to Treasurer of KCCNY, Laurie Shih at 34 Martindale Road Short Hills, NJ 07078. She will forward them to the ACA as necessary.

Information for Trip Coordinators