Decide the basic information about your trip - when and where you want to go. Once you have decided that, check the currents for the days you're interested, the maximum fetch in different directions, and any other hazards that might be problematic (wind, swell, fog, tide rips, shipping). If it's an overnight trip, perhaps have contingency plans if the campsites are full.
Check the trip rating scale to figure out what the trip should be rated. If you're unsure, email ukc-skl with your plans and see what others think. The overall rating should weigh all factors about equally, unless one factor is particularly dominant.
Announce your trip with an email to ukc-all and also send a copy to American Canoe Association at insurance@americancanoe.org (see below for more on ACA). This email should include:
At least approximate dates and times
A general description of the trip, including any unique or otherwise interesting features. Where are you going? Why? What will you see?
Club "SK" rating
Estimated paddling mileage (total and/or per day) and speed
Limit on number of participants, if any
Expected expenses - gas (car maintenance and gas aren't cheap), ferries, campsite fees, meal expenses, parking fees, ramp fees etc.
Ask interested persons to reply to you with the following:
paddling experience
whether they have a car and how many people and boats it can carry
whether they are a current "river/sea" member and a current American Canoe Association member (both required for trips away from the WAC)
whether they have done a rescue clinic within the last year
Once you have most of the details worked out (preferrably a week in advance, perhaps even before you announce it to ukc-all), send the trip sheet to ukc-skl. Blank trip sheet. Example for short trip. Example for longer trip.
Tripsheets include:
Trip coordinator(s)
Destination
Dates
Chart(s)
put-in / destination(s) / take-out
tide and current summary (times and heights/speeds of tides/currents)
reference (book, website etc) for trip description , if any
Route description - the more detailed the better
Unusual hazards - wind, swell, fog, tide rips, shipping, small boat traffic. Include alternate route or plans for weather or other contingencies.
if you know at the time, a list of participants (MINIMUM OF THREE PARTICIPANTS FOR ANY CLUB TRIP!)
After you have heard from interested members (which may be days, or weeks, depending on how far in advance you've announced the trips), make certain they meet all requirements for the trip. If you're not sure that a certain person should go on your trip, ask them more about their experience. If you're still not sure, they shouldn't go.
Remind all participants to join ACA online if they are not already members. ACA membership is required to use club gear away from the WAC.
Make sure you don't have more than you are prepared to deal with. If you have too many people, you can ask ukc-skl if another trip leader might want to come along, or tell the people you heard from last that they can't go, or tell the people who are undecided that they can't go. Make sure you have enough experienced paddlers to keep an eye on the inexperienced paddlers.
Arrange transportation amongst the people going. Make sure you have enough room for boats, people, and equipment on the cars available. This is sometimes a limiting factor on how many people can go on beginner trips, in particular.
Email all participants with final details - who is driving, when to meet, when you will be back, perhaps a reminder of other pertinent trip information, and what to bring (refer participants to the usual stuff list, in addition to anything else special).
At least one business day before the trip, email insurance@americancanoe.org (or whomever is currently listed on their website for insurance contact), or fax them at (888) 229-3792 with a copy of the tripsheet submitted to ukc-skl. This will notify ACA so that they provide insurance coverage on the trip. If the trip is cancelled after you have done this, make sure to let ACA know that.
Check relevant weather forecast. The most detailed models can be found here. You should learn to use them!
Make sure drivers know how to get where you're going, or make copies of directions/maps for each driver
If possible, copies of charts or maps for the route would very useful to hand out to at least a few people, if not everyone. It's nice to know where you're going, and will help people learn about navigation.
Study the list of club boats so you can help people pick an appropriate boat, if they're uncertain or misguided.
Make sure you have current cluMbroom lockbox code, and locker combinations
Check relevant weather forecast. The most detailed models can be found here. You should learn to use them!
Unlock necessary lockers
Center of the south lockers has nylon cam straps, repair kit, some parking permits
Leftmost of the north lockers has pogies.
Next to the right of that has flares, whistles, VHF radios, tow belt
Bottom drawer of file cabinet has first aid kits
Throw ropes are hanging on the side of the north lockers.
Fill out the trip checksheet in binder with participants' names and equipment used. Required items are:
spray skirt
PFD
paddle
pump
paddle float
whistle
boat
optional items depending on experience, weather, trip:
wetsuit
paddling jacket
flares
pogies
line for securing boat
float bags
Required items for trip leader, and others, depending on group size:
spare breakdown paddle
tow belt
first aid kit
repair kit
optional leader items:
VHF radio
spare spray skirt and paddle to leave in car (you hope)
Have participants sit in boats, make sure foot pegs operate properly, spray skirt fits, boat fits.
Fill out ACA "Paddle America Club" participant list (blank forms and envelopes on top of filing cabinet, or electonic copy from their website), put in envelope, mail as soon as possible (within 10 days). Current ACA members need list only name and ACA number (if known). Everyone should have joined ACA online before the trip. Alternatively, non-ACA members can go for $10 with the waiver form.
Trade cell phone numbers in case of problems, double check that drivers know how to get where you're going.
Lock lockers and doors before leaving.
Make sure everyone has necessary equipment
Give an overview of where you're going, staying together, hazards to watch out for, etc
Check forecast with VHF radio, if it may have changed.
If needed, nag participants to pay the drivers for use of their vehicles. I recommend using the current federal/state mileage reimbursement rate ($0.50 / mile in 2010) with the possibility of reducing that if drivers offer.
If gear or boats are salty, sandy, or muddy, wash them off with hose and large tub in clubroom. Hang PFDs, skirts, wetsuits up to dry on the racks where you got them (do not heap on "drying rack"). Leave kayak hatches open to dry. Leave things ready to go for the next trip!
Make sure lockers and clubroom are locked when you leave.
Within a few days, send trip report to ukc-skl reporting any problems, issues, equipment failures, comments about exceptional (good or bad) paddler abilities, unexpected events, suggestions for the next time.
Send a summary of the trip to ukc-all telling everyone else what they missed out on.