mirror of
https://expo.survex.com/repositories/expoweb/.git/
synced 2024-11-22 23:31:56 +00:00
283 lines
13 KiB
HTML
283 lines
13 KiB
HTML
<!DOCTYPE html PUBLIC "-//W3C//DTD HTML 4.0//EN">
|
|
<html lang="en">
|
|
<head>
|
|
<title>CUCC Austria Expo Leaders' checklist</title>
|
|
<link rel="stylesheet" type="text/css" href="../css/main2.css" />
|
|
</head>
|
|
<body>
|
|
<h2>Cambridge University Caving Club<br>
|
|
Expedition Leadership Guide</h2>
|
|
|
|
<p>This is far from a complete checklist, as no recent leaders have
|
|
stepped forward to write the guide. However, it is a series of notes
|
|
outlining some expo jobs and giving a vague timetable. It will be
|
|
as useful if someone says "this is complete tosh" and writes a better one,
|
|
as if it actually provides some help !
|
|
|
|
<h3>Expo Committee</h3>
|
|
|
|
<p>In order to make sure that various necessary jobs get done, it is
|
|
always best to assign tasks to specific people, since otherwise everyone
|
|
thinks that someone else will be doing it. Define responsibilities early !
|
|
|
|
<dl>
|
|
<dt>Leader
|
|
<dd>Overall coordinator and motivator.
|
|
<dt>Treasurer
|
|
<dd>Collects deposits to fund gear-buying. Keep track of accounts and
|
|
sends out expo bills in the autumn. Provides expo tallies book.
|
|
<dt>Sponsorship
|
|
<dd>If you are going to pursue sponsorship, start early (you will be
|
|
competing with many similar groups and most potential sponsors will
|
|
be more impressed by an air of efficient organisation than one of last
|
|
minute desperation).
|
|
<dt>Equipment
|
|
<dd>This covers more than just rope and hangers. Will need to liaise
|
|
closely with sponsorship officer and club Tackle Master.
|
|
<dt>Project officers
|
|
<dd>If there is a special project which has its own special needs (radios,
|
|
aerial photos or whatever), it may be best to have one person specifically
|
|
responsible.
|
|
<dt>Consultants
|
|
<dd>Previous expo members can help a great deal, even if they are not going.
|
|
Don't be afraid to ask questions, solicit suggestions, or ask for help with
|
|
equipment or training. Keeping older members involved will also make it
|
|
more likely that they will return to expo in the future. This is particularly
|
|
useful in view of the amount of information which is still not written down
|
|
adequately, like where to find cave XYZ etc.
|
|
</dl>
|
|
|
|
<h3>Vital jobs</h3>
|
|
|
|
<p>Every expedition depends on the work of previous expos. The first priority
|
|
is to make sure that all the work of last year's expo is finished. This means
|
|
trips written up in logbook, survey data into the survey book, question mark
|
|
lists made up (both new questions marks added and ones dealt with removed to
|
|
the "done" list). Each piece of survey drawing and each missing passage
|
|
description or rigging guide should be assigned to a specific person so you
|
|
know whom to hassle. This should be the job of last year's expo committee,
|
|
of course (especially as this work needs to be started well before the next
|
|
expo starts to become organised), but the current year's leadership needs
|
|
to check that everything has been done as soon as they start organising.
|
|
|
|
<h4><a name="lastyear">Have we finished ?</a></h4>
|
|
|
|
<ul>
|
|
<li>All survey data from field notes to survey book
|
|
<li>Survey book photocopied for security - copies to librarian and webmaster.
|
|
<li>Logbook typed in.
|
|
<li>Passage descriptions written
|
|
<li>Question mark lists compiled
|
|
<li>Full Surveys drawn up
|
|
<li>List of Equipment left in Austria up to date
|
|
<li>If sponsors asked for reports on their products or photos of them in
|
|
use - get them done promptly, before the main report
|
|
<li>Report written for Sponsors
|
|
<li>Report written for Descent/Caves & Caving (basically same report
|
|
but a rather different emphasis
|
|
<li>Filled in forms for new cave numbers given (or sent) to Robert TWC.
|
|
</ul>
|
|
|
|
<h4>Preparing for the next expo</h4>
|
|
|
|
<ul>
|
|
<li>Get some people interested ! Don't intimidate your novices by making
|
|
them think that expo is compulsory and hard, but do hold it up as one of
|
|
the main aims of the club and well worth getting competant for. A few expo
|
|
pictures in any squash presentation are always worth while.
|
|
<li>Start motivating your core of experienced cavers by New Year - you
|
|
will need to start assigning jobs to people by then, and an idea of the
|
|
size of the expedition is essential when looking for sponsorship or applying
|
|
for grants
|
|
<li>Establish some goals. Last year's members will know whether there are
|
|
major projects to do or lots of smaller ones, or just prospecting. Knowing
|
|
the main goals establishes the style of the expedition. Its no use hoping
|
|
to tackle promising leads far from an entrance with a small expo of
|
|
relative novices, nor can you keep a large crew of hard cavers happy with
|
|
B-leads near the entrance. The potential personnel help to define the goals
|
|
and vice-versa.
|
|
<li>A budget ! If you have some goals, you can estimate what gear is needed,
|
|
and therefore how much you will need to buy it. Having clear accounts from
|
|
previous expo treasurers will help.
|
|
<li>Get an idea of numbers - get a deposit off people to provide a float.
|
|
First deposit should be refundable on cancellation so you can get some
|
|
finance without forcing people to commit. You are looking for the experienced
|
|
cavers at this stage, but you should be able to make a guess at how many
|
|
new expo-goers you will get from the general state of the club.
|
|
</ul>
|
|
|
|
<h4>Once you have an idea of the size and style of expo</h4>
|
|
|
|
<ul>
|
|
<li>Get grant applications in early - keep copies of all correspondence so
|
|
that you know what has actually been applied for !
|
|
<ul>
|
|
<li>Ghar Parau / Sports Council: the main grant to expo as a whole
|
|
<li>College travel grants: motivate individuals to apply, make sure deadlines
|
|
aren't missed
|
|
<li>Alex Pitcher Award: any motivated new expo-goer can apply for this
|
|
award (admin by Ghar Parau committee).
|
|
<li>Other grants, bursaries, awards etc.: always keep a look-out for new
|
|
sources of cash - perhaps for some unique piece of gear that this year's
|
|
expo will need, or maybe some existing scheme has a different emphasis
|
|
this year and caving might qualify.
|
|
</ul>
|
|
<li>Start pursuing sponsorship. The first step is to work out what equipment
|
|
and supplies expedition needs. It is always best to approach a sponsor for
|
|
some specific item rather than a generic plea for help. If you can convince
|
|
them that you think their particular piece of gear or food is the best the
|
|
expo could get, all the better.
|
|
<li>Other equipment: make sure you know what gear we have, and what we need.
|
|
Some stuff will have been left in Austria, and there should be a list. Some
|
|
stuff will have been binned (rope, especially) and will need replacing.
|
|
New members will probably need new personal gear for expo (tents, for
|
|
example). Get contract price lists for people like Field and Trek or
|
|
Cotswold. Bigger orders tend to get bigger discounts, so coordination helps
|
|
everyone save money.
|
|
<li>Survey gear may need servicing. Books, pencils etc. need replacing.
|
|
Remember to buy envelopes for saving loose sheets of field notes.
|
|
</ul>
|
|
|
|
<h4>Getting people committed</h4>
|
|
|
|
<p>By Easter you should have broken the back of the administration, but
|
|
you will still be surrounded by people who haven't decided / haven't paid.
|
|
Organising transport is one of the biggest nightmares and the sooner you
|
|
know who is going and when, the easier this gets. Getting a second (non-
|
|
refundable) deposit off people helps to tie them down.
|
|
|
|
<ul>
|
|
<li>Names, dates, deposits, commitments. Names for expo caving insurance.
|
|
<li>Find the best ferry/tunnel deals. This may mean booking in advance,
|
|
so where possible do so.
|
|
<li>Tell the Austrians when we are coming. Make sure we have permission
|
|
for top camp. Have any serious political developments occurred since last
|
|
year ?
|
|
<li>Tell Hilde when we are coming
|
|
<li>Make sure people are competant. This is mainly for new people, as those
|
|
who have been before will know what to expect. SRT training sessions (or
|
|
some good serious trips), surveying practice on the surface.
|
|
<li>Motivate people to read the website so that they know what is being
|
|
talked about and might form their own ideas of which projects will interest
|
|
them most.
|
|
<li>A pre-expo Yorkshire meet (and summer dinner) with exCS so your novices
|
|
have met the old lags before expo.
|
|
</ul>
|
|
|
|
<h4>Last minute</h4>
|
|
|
|
<p>There should be nothing left to the last minute (ho ho !).<br>
|
|
But unless you are an amazing organiser with unbelievably cooperative
|
|
expo members of exceptional competance and self-reliance, there will be
|
|
a panic for the last couple of weeks at least.
|
|
|
|
<ul>
|
|
<li>Passports ! Yes, people do forget them. You need them to get out of
|
|
the UK, after which they are (mostly) superfluous.
|
|
<li>Expo computer - up to date with all the documentation and survey data.
|
|
<li>Expo handbook - printed versions of the various how-to-do-it guides
|
|
and the list of known and missing entrances. A list of projects with an
|
|
idea of the work involved in each might also be useful (based on the expo
|
|
goals file and various QM lists).
|
|
<li>Next of Kin ("the death-list"), contact numbers for parents or whatever.
|
|
<li>Remember to book good weather for the full five weeks - this gets
|
|
forgotten nearly every year :-)
|
|
</ul>
|
|
|
|
<h4>On Expo</h4>
|
|
|
|
<p>Have fun, don't push so hard that it gets dangerous, the caves will still
|
|
be there next year.
|
|
|
|
<ul>
|
|
<li>Call-out book - make sure everyone uses it, and notes actual TU after
|
|
trip (zero if trip failed to happen).
|
|
<li>Log Book - get people to write trips up as soon as possible. If passage
|
|
names are decided later, go back and write them in, as it makes the log a
|
|
lot more useable.
|
|
<li>Survey calibration - make sure people do it if its clear enough, or at
|
|
least record which intruments they used
|
|
<li>Survey book - as soon as surveyors are at base camp, get this written
|
|
up - don't let anyone go home without writing up their survey !!!
|
|
<li>Photos - make sure some are taken, preferably underground in new finds.
|
|
If sponsors asked for photos, take <b>relevant</b> ones, eg. photos of their
|
|
products <b>in use</b>. Don't be stingy with film on this - two or three
|
|
photos of all the sponsorship stuff together is <b>not</b> adequate.
|
|
</ul>
|
|
|
|
<h4>Before going home</h4>
|
|
|
|
<ul>
|
|
<li>DERIG !! - sorry folks, but this is essential :-)
|
|
<li>OK, some fixed ropes may be left in. Make sure you know what has been
|
|
left (when left, age; length; diameter and type of rope, what is it
|
|
belayed to). This info needs to be used to update the
|
|
<a href="../fixaid.htm">Fixed Aids</a> list. Remember to record any fixed
|
|
aids which were derigged, too !
|
|
<li>New Caves or old ones documented - fill in forms and give to Robert
|
|
(or leave at Staud'nwirt for him - don't bring them home!) to get kataster
|
|
number. Keep copies to bring back to UK.
|
|
</ul>
|
|
|
|
<h4>Back in the UK</h4>
|
|
|
|
<p>It's easy to relax when you get home, and then meet up at the BCRA
|
|
conference in a state of panic because there are no slides, no-one to do
|
|
the talk, no surveys etc. Timescales are short and expo members are dotted
|
|
around the country. Not everyone will come to BCRA. But the quality of the
|
|
talk affects the size of next year's expo grant since the people who
|
|
administer the cash will all be there and good impressions do count.
|
|
|
|
<ul>
|
|
<li>Photos - make sure they are developed promptly and that whoever is
|
|
doing the BCRA talk gets them <b>in advance</b>.
|
|
<li>BCRA talk - ensure person who is doing it is briefed about things that
|
|
went on when he/she wasn't present on expo.
|
|
<li>Surveys - should have been processed in Austria. Get surveys of
|
|
significant new finds drawn up. Go through the survey books and produce
|
|
a Question Mark list while things are still fresh in memory (unlike 1998
|
|
expo).
|
|
<li>Sponsors - keep sponsors interested if you want stuff next year.
|
|
Send a preliminary report and any photos of their products (especially if
|
|
they specifically asked for any). Make sure the webmaster has a list of
|
|
sponsors so the relevant web page is up to date (unlike 1998 expo).
|
|
<li>Archive everything with CUCC Librarian and Webmaster. Latter, in
|
|
particular, wants copies of all files changed or added on expo machine,
|
|
copies of Log Book, Call-out Book, TU tally from the beer book, KH and not-KH
|
|
survey books (preferably after QM numbers written in but before BCRA),
|
|
TopCamp log book (if there was one) and any cave description forms given to
|
|
the Austrian Cavers to get new kataster numbers.
|
|
<li>Go back to <a href="#lastyear">"Have we finished ?"</a> and start again
|
|
....
|
|
</ul>
|
|
|
|
<hr>
|
|
|
|
<!-- LINKS -->
|
|
<img alt=">" src="../../icons/lists/0.png">
|
|
<a href="index.htm">Expedition Handbook</a> - Intro<br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="look4.htm">Prospecting guide</a><br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="survey/index.htm">Surveying guide</a><br>
|
|
<img alt="------>" src="../../icons/lists/2.png">
|
|
<a href="findit.htm">Taking bearings</a> to locate caves<br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="rescue.htm">Rescue guide</a><br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="rigit.htm">Rigging guide</a><br>
|
|
<img alt=">" src="../../icons/lists/0.png">
|
|
<a href="../infodx.htm">Index to info/topics pages</a><br>
|
|
<img alt=">" src="../../icons/lists/0.png">
|
|
<a href="../indxal.htm">Full Index to area 1623</a><br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="../areas.htm">Area/subarea descriptions</a><br>
|
|
<img alt="--->" src="../../icons/lists/1.png">
|
|
<a href="../index.htm">Back to Expedition Intro page</a><br>
|
|
<img alt=">" src="../../icons/lists/0.png">
|
|
<a href="../../index.htm">Back to CUCC Home page</a><br>
|
|
|
|
</body>
|
|
</html>
|
|
|