Pre-Trip Resources

Logistical Considerations

Liability/Insurance
Insurance coverage is normally provided through your school board/organization for off-site activities. We suggest you become familiar with your school board's/organization's liability policy. YoWoChAs Outdoor Education Centre carries a comprehensive general liability policy covering YoWoChAs Outdoor Education Centre staff and program participants.


Transportation
Transportation for your group should be arranged well in advance of the trip.
Possibilities include: bus rental, volunteers and staff using their own vehicles, parents driving the group out and returning to pick them up at the end of the program. Considerations should be given to implications regarding safety, insurance and liability. Remember to coordinate arrival/departure times with scheduled buses at school or parent drop off/pick up. It is also recommended to keep an emergency vehicle site.


Expectations/Discipline
Expectations and consequences of inappropriate behavior should be made clear to all staff/leaders, participants and parents before the trip takes place.


Permission Forms
Your school/organization may require participant to complete internal permission forms. These forms are usually an addition to the forms required by YoWoChAs Outdoor Education Centre.


Camper Information Forms
In order to provide high quality care during your group's visit, it is mandatory that every participant and leader complete our camper information form. If your organization requires an internal form to be completed, in addition to ours, we can make arrangements so parents/guardians do not have to fill out two forms. Contact the Centre's Manager for more details. Finally, Alberta Statutes regulates that the camper information forms must remain on file, at YoWoChAs Outdoor Education Centre, for seven years after your visit.


Medications
Participants requiring medications must give them to the group leader to administer. Information including the participants name, dosage, time, and the medication name should be attached.


Emergencies
YoWoChAs Outdoor Education Centre staff will inform your group of our procedures for emergencies. We have specific procedures for waterfront, missing person, fire, and medical emergencies. A few general notes on YoWoChAs Emergency Procedures:

• During the day, emergencies should be reported to the office.
• In case of night emergencies, YoWoChAs staff can be located in the staff housing near the Lodge.
• Please locate a YoWoChAs staff person immediately, regardless of the size of the emergency.
• In case of emergencies, where participants need to be transported to a hospital, doctor's office or home - it is the responsibility of the rental group. It is for this reason we recommend you keep an emergency vehicle on site at all times.
• YoWoChAs staff are highly trained and qualified in first aid.


Menu
If your group has people with special dietary needs, let us know in advance and we will be happy to accommodate them. Groups may wish to bring out extra snacks or between meal drinks over and above that supplied by YoWoChAs. A sample menu for one day is as follows:

• Breakfast
Pancakes, Maple Syrup, Homemade berry topping, Margarine, Hot porridge, Brown sugar, Milk, Orange juice, and Tea/coffee.

• Lunch
Homemade soup, Make your own sandwiches, Sliced vegetables and dip, Fresh fruit, Fruit juice, Ice water, and Tea/coffee.

• Supper
Spaghetti and meat sauce, Parmesan cheese, Salad and dressing, Garlic toast, Dessert, Fruit juice, Ice water, and Tea/coffee.

• Evening Snack
Rice krispie squares


Meal Times
Normal meal times are 8:30 a.m. for breakfast, 12:30 p.m. for lunch and 5:30 p.m. for supper. A snack is served during the evening. Participants assist by setting up the tables before meals and cleaning up after. YoWoChAs staff also undertake some programming during meals, such as songs or the Mystery Passenger game. Theme meals are also possible, if you wish. Please let us know if you would like to recite grace before meals.


Menu Planning
Several options exist if your group plans on using our Package # 2 (camping out). Meals can be prepared by the participants in their tenting groups or by leaders/parents using the main fire pit or a combination (e.g. communal suppers with groups preparing their own breakfast and lunch). Meals should be simple and easy to prepare. In some cases, menu items can be prepared at home by participants or parents. YoWoChAs staff can assist in menu planning.


Equipment
Participant equipment lists for spring/fall and winter and group equipment lists for Package # 2 groups are provided for your use in the Appendix. We recommend having a time when the participants bring their gear to be checked over (perhaps the day or night before departure) and if tents are to be used by Package # 2 groups, they can be set up to ensure all the parts are there and participants understand set-up.