Overnight Trip Leadership

This is a rough guide of what should organized before departing on an overnight Hoofer Outing Club Trip. Please contact any experienced trip leader if you have questions!

Trip Announcement

To lead a trip, make a trip announcement! For an official Hoofer trip, you must have 3 members attend and it must be announced either via the email list or at the weekly meeting.

Trip Rosters and Participant Information

This list is for leader reference. In addition to the roster created on the Hoofer website, it is helpful to have additional information about each participant at the time of signup. The easiest way to keep this information is on an excel spreadsheet or Google Survey document shared with co-leaders. Contact an experienced trip leader if you have questions!

Information to Include

  • Name
  • Phone Number
  • Email Address
  • Ratings (if necessary)
  • First Aid Certification
  • Emergency Contact Name and Phone
  • Medical Concerns
  • Dietary Restrictions
  • Gear Seeking to Borrow
  • Gear Available to Lend
  • Tent (and size)
  • Departure Time
  • Carpool Requests
  • Trip Deposit Paid (if necessary)

Driver-Specific Information to Include

  • Vehicle Make and Model
  • Vehicle Color
  • License Plate Number and State
  • Total Seating (including driver)
  • Boat Capacity (if applicable)

When you depart, make sure you know which people are in which vehicle.

Trip Plan

This trip plan is an outline of where you will be going and what you will be doing on each day if the trip. It should be submitted via email to the Club President before departure. Below is a list of information that should be included.

The Trip Plan is kept in case of emergencies. We also hope to keep trip plans and reports as reference for future outings!

Items to Include

  • Trip Name
  • Dates and Approximate Times
    • Departure and arrival back to Madison
  • Leader Name(s)
  • Locations
    • Be as specific as possible, providing park names, nearby towns, and phone numbers if available
  • Trip Roster
    • Attached a trip roster as described above
    • This roster can be abbreviated, including only names, contact information, emergency contact information, major medical concerns, and ratings
    • This must also include all the vehicle information listed above
  • Itinerary
    • Provide a rough itinerary of where you will be and what you will be doing each day

Pre-Trip Meeting(s)

For extended trips (or any trips) it may be helpful to meet with participants to go over any details, skills, packing issues, gear selection, bood, etc. before departure.

Food and Groceries

Food can be purchased anywhere before (or during) the trip, and food costs are split between trip participants. Keep in mind that if you use a procard to purchase food, you must provide a menu with recipes and a participant list to the office when you return the card and receipts. Additionally, Woodmans only takes cash and debit cards.


Keep track of all food, fuel, reservation, and permits costs. These will be split between trip participants. Trip payment can be done either in advance or after the trip. Useful tools for trip budgeting and payment are splitwise.com, Venmo, and PayPal. Contact an experienced trip leader if you have questions!

Trip Report

Upon your return to Madison, you can share a Trip Report at the Tuesday meeting! You can Include who attended, what you did, what went well, and any tips for future similar trips. If you want, this can be submitted via email to the Club President as reference for future outings.