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In order to deliver the best MAG program we employ some of the most qualified and skilled outdoor adventure guides and hospitality staff in Australia. We expect our team to be highly motivated and passionate, not just about adventures in the outdoors, but going above and beyond to facilitate the experience for our clients to ensure they are safe and having a good time.
MAG endeavours to ensure all staff are trained and prepared ahead of any program. whether this be through face-to-face meeting, phone call, emails and briefing documents. We aim to make sure staff have all the necessary documents well in advance of any programs, and be provided with any crucial updates or changes as soon as possible.
It's imperative we look after our staff and do our best to make sure they are well informed and educated.
Step 1: Identify how many staff are required
Step 1: Identify how many staff are required
An estimate of staff numbers can we done as soon as the program contract is signed by the client. Step 2 can be completed at the same time.
When it comes to considering staff, you need ensure we have a sufficient team for setup and pack down, guiding and base camp. The exact formula for required staff will be determined by the number of clients and size of the program. Consult with the CEO and/or Operations Manager/Base Camp Manager regarding this step.
As an example of 85 PAX we usually have - 6 staff on set up and pack down + 1 manager (may take two days) // 6 staff for base camp + 1 manager // 20 staff to guide
As an example of 20 PAX we usually have - 4 staff one set up and pack down + 1 manager (may take one day) // 2 staff for base camp + 1 manager // 4 staff to guide
NOTE: Sometimes for smaller programs, the CEO will have Tier 1 staff to contact first, before considering Tier 2, or Tier 3.
Step 2: Email all staff
Step 2: Email all staff
It is not imperative to have completed Step 1 when you complete this step. You can do this step at the same time as Step 1 and as long as the contract is signed.
Refer to the staff contacts database (XXX LOCATION TO COME) and using the templates below, send out three separates email:
Email Template: Request For Base Camp Set Up &/Or Pack Down
Email Template: Request For Base Camp Staff
Email Template: Request For Base Camp Staff For Entire Program
Email Template: Request For Guides
NOTE: Sometimes for smaller programs, the CEO will have Tier 1 staff to contact first, before considering Tier 2, or Tier 3. If you are contacting specific staff for programs, use the following templates below: Email Template: Specific Staff (Base Camp) and Email Template: Specific Guide
Step 3: Staff follow-up text
Step 3: Staff follow-up text
Within 3 days of sending email to all staff.
Sometimes our staff do not check their emails as regularly so it's important to follow up within a few days via text message prompting them to check their emails.
"Hey XXXXX, It's XXXXX from MyAdventure Group. I'm just reaching out to let you know that we sent you an email recently about some upcoming work we have. Check it out and let us know via email if you're available."
Step 4: Keep a record
Step 4: Keep a record
As soon as a staff member responds.
In order to make sure we are on track to have the appropriate number of staff for a program, we need to make sure we keep track of who has confirmed they can work, and who is unavailable.
Make sure you reply to the email or text from the staff member to confirm the communication is received, and that you will be in touch closer to the program.
Make sure the record is kept in the relevant Google sheet , <CLIENT NAME> Prep Engagement, which will be located in MyAdventure Group > Experiences > Program Delivery > 2020 > (CLIENT FOLDER)
Step 5: Update to confirmed staff
Step 5: Update to confirmed staff
Two weeks before a program
Provide staff with a friendly update reminding them of the program and that the final program information will be sent one week before the program. Make sure you text all staff to let them know you have sent the information. See Email Template: Staff Update
Step 6: Send program brief and medicals
Step 6: Send program brief and medicals
7 days before program
Send the below Email Template: Staff Brief, with the relevant staff briefing document, which can be found via the button below. Briefing documents must be sent to the following :
Set Up & Pack Down team
Base Camp team
AA Guides
AA Lead Guide
Base Camp Manager (if it's a different person)
NOTE: We also send the medical details to lead guide and the base camp manager
Make sure you text all staff to let them know you have sent the information
"Hey (INSERT STAFF NAME, It's XXXXX from MyAdventure Group. I'm just reaching out to let you know that we sent you an email with the briefing documents for the upcoming program on XXXXX. Check it out and let us know via email if you have any questions."
Step 7: Create WhatsApp Group
Step 7: Create WhatsApp Group
7 days before the program
Create a Group on WhatsApp and start adding all of the staff involved in the program.
(For big programs, we create three separate groups for Set Up staff, Base Camp Staff, Guides, while for smaller groups, we only create one and add all of the staff.)
Step 8: Send Staff Brief to WhatsApp Group
Step 8: Send Staff Brief to WhatsApp Group
7 days before the program
Send the below Email Template [WhatsApp Message Template], with the relevant staff briefing document, which can be found via the button below.
Email Template: Request For Base Camp Set Up &/Or Pack Down
Email Template: Request For Base Camp Set Up &/Or Pack Down
The following email is to be used when we are contacting a specific guide in relation to working on the Base Camp Set Up & Pack Down of a program.
Hey Legends,
We hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
We're trying to organise our Base Camp Set & Pack Down team, and we would love you to be part of it!
Program Set Up:
(INSERT DATE/.S)
Program Pack Down:
(INSERT DATE/.S)
Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.
Thanks,
(INSERT NAME)
Email Template: Request For Base Camp Staff
Email Template: Request For Base Camp Staff
The following email is to be used when we are contacting a specific guide in relation to working on Base Camp during a program.
Hey Legends,
We hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
We're trying to organise our Base Camp team, and we would love you to be part of it!
Program Dates:
(INSERT DATE/.S)
Please note that given the program includes early morning and late nights, we have tents available for staff to stay on site overnight. Staff will be paid by the hour, and provided meals during programs. No overnight allowances will be paid.
Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.
Thanks,
(INSERT NAME)
Email Template: Request For Base Camp Staff For Entire Program
Email Template: Request For Base Camp Staff For Entire Program
The following email is to be used when we staff in relation to working on ALL facets of a programs including:
Base Camp Set Up
Base Camp Team
Base Camp Pack Down
Hey Legends,
We hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
We're trying to organise our staffing team for set up and pack down, as well as base camp, and we would love you to be part of it!
Program Set Up:
(INSERT DATE/.S)
Program Dates:
(INSERT DATE/.S)
Pack Down:
(INSERT DATE/.S)
Please note that given the program includes early morning and late nights, we have tents available for staff to stay on site overnight. Staff will be paid by the hour, and provided meals during programs. No overnight allowances will be paid.
Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.
Thanks,
(INSERT NAME)
Email Template: Request For Guides
Email Template: Request For Guides
The following email is to be used when we are contacting multiple guides in the one email.
Hey Legends!
We hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
While we are still currently locking away the PAX and AA locations, we're trying to organise our guiding team and we would love you to be part of it!
Date of Adventure Activity:
(INSERT DATE/.S)
This would be a day program and standard pay rates would apply.
Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.
Thanks,
(INSERT NAME)
Email Template: Specific Staff (Base Camp)
Email Template: Specific Staff (Base Camp)
The following email is to be used when we are contacting a specific guide in relation to working on a particular facet of a programs including:
Base Camp Set Up
Base Camp Pack Down
Base Camp Program
Hey (INSERT STAFF MEMBER NAME),
Hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
We're reaching out to you directly as we would really love you to be part of our (INSERT BASE CAMP SET UP &/OR PACK DOWN / BASE CAMP) team.
(INSERT EITHER BASE CAMP SET UP &/OR PACK DOWN / BASE CAMP):
(INSERT DATES)
Do not hesitate to contact us if you require further details, otherwise let us know at your earliest convenience if you’re available to be part of the team.
Thanks,
(INSERT NAME)
Email Template: Specific Guide
Email Template: Specific Guide
The following email is to be used when we are contacting a specific guide in relation to a program.
Hey (INSERT STAFF MEMBER NAME),
Hope all is well in your world!
MyAdventure is super pumped to be hosting a corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
While we are still currently locking away the PAX and AA locations, we're reaching out to you directly as we would really love you to be part of our guiding team.
Date of Adventure Activity:
(INSERT DATE/.S)
This would be a day program and standard pay rates would apply.
Do not hesitate to contact us if you require further details, otherwise let us know your availability at your earliest convenience.
Thanks,
(INSERT NAME)
Email Template: Staff Update
Email Template: Staff Update
Hey Legends!
We are super excited to have you all on board for the corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
Just wanted to let you know that we'll be sending through the final staff briefing document one week before the program commences. This will provide you with all the relevant information you need!
Should you have any questions or concerns in the meantime, call or email us asap.
Thanks,
(INSERT NAME)
Email Template: Staff Brief
Email Template: Staff Brief
Hey Legends!
We are super excited to have you all on board for the corporate adventure program for (INSERT CLIENT NAME) on (INSERT DATE) at the Megalong Valley Farm in the Megalong Valley.
Please find attached the staff briefing document with all the information you require in the lead up to this program.
Make sure you read the document in full, and should you have any additional questions or concerns, call or email us asap.
Thanks,
(INSERT NAME)
Email Template: Welcome New Staff to MAG
Email Template: Welcome New Staff to MAG
Hi [Staff Member],
I hope this message finds you in great spirits. On behalf of the entire team here at My Adventure Group, I am thrilled to extend a warm welcome to you as our newest Adventure Guide.
As an Adventure Guide, you will play a crucial role in shaping memorable and unforgettable adventures for our clients. Your knowledge of outdoor activities, your commitment to safety, and your ability to inspire and lead others in the great outdoors are qualities we greatly admire.
Once again, welcome to My Adventure Group. We look forward to embarking on incredible adventures together and creating lasting memories for our clients. Here's to an exciting and successful journey ahead!
Thanks,
(INSERT NAME)
Email Template: Creating a WhatsApp Account for Program Staff
Email Template: Creating a WhatsApp Account for Program Staff
Dear [Staff Member],
I hope this email finds you well. I wanted to reach out to you regarding our communication channels. As you may know, we have been using WhatsApp as our primary means of communication. However, I noticed that you do not currently have a WhatsApp account.
Given that WhatsApp has proven to be an effective and efficient way for us to stay in touch, I strongly encourage you to create a WhatsApp account as soon as possible. This will ensure that you are fully up to speed with all important updates and can communicate with the team in real-time.
Please let me know if you have any questions or concerns about setting up a WhatsApp account. I am happy to help in any way I can.
Best regards,
[Your Name]
WhatsApp Communication (Message Template)
WhatsApp Communication (Message Template)
One of the the communication channels we use in communicating with all the staff involved in the program is WhatsApp. It is essential to create a 'WhatsApp Group' to add all the staff involved and it would be easier to send out files and other program details when everyone can see and respond all at once.
Create a 'New Group' on Whatsapp and then add add members to the group. These members are the staff involved in every program. But prior to that, the phone number should first be added to your phone's contact list.
Staff Brief Intro Sample Templates:
Hi Team, please find guide brief for [INSERT CLIENT NAME] . All information you will need should be in this document. Please reach out to @+63 927 716 6984 if you or myself if you have any questions: [INSERT GOOGLE DOCS LINK FOR STAFF BRIEF HERE]
We have [00] clients on a 3 day/ 2 night program (with [00] staff involved). Please make sure you carefully go through the briefing and you are clear on the timings and your responsibilities for the day. Super pumped. Cannot wait! 🧗🏻🏕🙌
Hey there, Team! We're gearing up for another amazing event tomorrow with [INSERT CLIENT NAME] which will be from 26 to 28 April.
Please find below the Staff Brief for [INSERT CLIENT NAME]. All information you will need should be in this document. Please reach out to me or James if you have any questions. Thank you, Team!
[INSERT GOOGLE DOCS LINK FOR STAFF BRIEF HERE]
SMS (Message Template)
SMS (Message Template)
As the Events Manager, you will have access to the Program Director's phone so that you can send text messages to anyone. This is an essential communication channel that we can utilize in contacting staff and participants. Most of the time, some people don't read their emails right away so it would be better to send a follow up text so that they will be notified that we have sent them an email. This will also be helpful if ever we need the staff or the participant to respond to our short inquiries.
NOTE: You cannot access the phone whenever the Program Director is using it. You just need to wait for a little while to be able to access it again.
NOTE: Since you will be using the phone number of the Program Director in sending text messages, you will need to pretend that you are James Castrission.
Sample Templates:
Hi [INSERT NAME], James Castrission here from MyAdventure Group. Would love to explore if you would like to work with us in [INSERT MONTH]. We would love to have you involved in Guiding clients on [INSERT DATE]. Kindly confirm if you are available on this date. Kindly also provide me with you email address. Thank you.
Hi [INSERT NAME]. Hope you are well. James Castrission here. Just want to ask if you are available on the [INSERT DATE] for setting up tents at base camp? Kindly confirm. Thank you.
Hi [INSERT NAME]. How are you? Just checking to see if you have received the email of Cara? She sent a new email because we have added new dates for you. Kindly confirm if you are available. Thanks.
Hi [INSERT NAME]. Hope you are well. James Castrission here. Just want to ask if you are available on the [INSERT DATE] for setting up tents at base camp? Kindly confirm. Thank you.
Events Manager's Handover to the Base Camp Manager
Events Manager's Handover to the Base Camp Manager
Few days prior to the every program, the Events Manager will schedule a meeting with the Base Camp Manager. This is to handover and discuss the important details about the program so it is important to finalize everything in the Staff Brief prior to the meeting. The Base Camp Manager can also freely ask questions and address any concerns about the program.
Guide Qualifications
Guide Qualifications
Guide qualification requirements for canyons:
Guide qualification requirements for canyons:
All guides must hold:
Statement of attainment in the unit "Guide Single Pitch Canyoning" as part pf Cert III in Outdoor Recreation
Canyon rescue course (conducted by TAFE NSW) - for any canyons with swimming component
OR
Bronze Medallion
A minimum Remote Area First Aid & current CPR
Staff Schedule for Programs
Staff Schedule for Programs
Staff Schedule:
Base Camp Staff Schedule:
Day 1 - 9:00 am - 10:00 pm
Day 2 - 5:30 am - 10:00 pm
Day 3 - 5:30 am - 12:00 pm
Set Up and Pack Down Staff Schedule:
8:00 am - 17:00 pm
Guides Staff Schedule:
Depends on the adventure activity for the day.
Post Program Staff Survey and Email Template
Post Program Staff Survey and Email Template
The Post Program Staff Survey needs to be sent to all the staff after the program ends.
Responder Link: HERE
Email Template
Subject: Your Feedback Matters to Us: MyAdventure Group Post-Program Staff Survey
Hi Team,
Thank you all for your hard work and dedication in making our recent program a success! To continuously improve our events and processes, we’d appreciate your honest feedback.
Please take a few minutes to complete our short Post-Program Staff Survey by clicking the link below:
Your insights will help us identify areas for improvement and ensure smoother operations in future programs. Please submit your response by Monday, March 31,2025.
If you have any questions or additional feedback, feel free to reach out.
Thanks again for your efforts!
Cheers,
Cara
Staff Dietary Requirements
Staff Dietary Requirements
Jesse Sudich - Gluten Free
Meghan Parker - Webb - Gluten Free and Vegetarian
Dawn Vassel - Vegetarian
Jaimie Liebowitz - diary free & no pork
Sean Kelly - Vegan
Pedro Vermelho - Vegan
Zuzanna Kania - Satay Tofu Wrap
MAG Staff Uniform
MAG Staff Uniform
Uniform Pants - pair of long cargo/hiking pants pants (black, brown, grey, sandy, NOT blue)
Staff Allocation
Staff Allocation
Set – Up Staff
20 pax - 4 staff + 1 manager (May take 1 day)
85 pax - 6 staff + 1 manager (May take 2 - 3 days)
Pack Down Staff
70 - 100 pax - 8 staff
***Usually the pack down is after the big event followed by a small event. The final pack down would be the last day of all the events in one season.
Base Camp Staff
10-12 pax - 2 Staff + 1 manager
12 - 24 pax - 3 Staff + 1 manager
24 - 34 pax - 4 Staff + 1 manager
34 - 50 pax -5 Staff + 1 manager
50 - 80 pax - 6 Staff + 1 manager
100 pax - 8 Staff + 1 manager
Guiding Staff
Ratio: every 10 pax = 2 Guides
Numbers for Base Camp CalculationsLast Update Date: 11/03/26
Updated By: Cara
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