Organizing an IOC Activity

If the thought of organising an IOC activity gives you the heebie jeebies, try following these easy steps:

1. Choose an Activity -  This can be any outdoor activity that you are interested in, even if  you are not highly skilled in the activity yourself. 
2. Contact the Activity Coordinator -  Activity Coordinator can give you suggestions for locations, transportation, accommodation and other organizational details. 
3. Choose a Date -  If you are flexible, consult the Activity Coordinator to determine a day when no other similar event is taking place.
4. Choose a Location
   • Somewhere you have been before
   • Somewhere suggested by the Activities Coordinator
5. Get a Map - Either borrow or buy one. Generally the blue ‘Yama to Kogen’ maps available at Kinokuniya and many books stores are suitable for most hikes.
6. Study the map - If you are not confident with map reading, ask another IOC member to help you. From the map.
   a)Calculate how many hours will be needed (allowing for unexpected delays). Then decide what time the event should begin, in order to finish well before dark.
   b)Choose a convenient meeting point.
   c)Grade the event according to the IOC Star Ratings System.
7. Get Transportation Information - schedules and fares. You can check this using the Internet – http://www.hyperdia.com/cgi-english/hyperWeb.cgi or call up the local tourist information center (TIC), the Japan National Tourist Organization has a website, http://www.jnto.go.jp/eng/, which provides useful information on interesting places to visit.
8. Check Accommodation -  (if applicable)  
   a) Cost per night
   b) Availability and cost of meals
   c) Rules for making reservations
   d) Provision of towels/bedding etc.
9. Choose Group Size - 
   a) Accommodation
   b) Transportation
   c) Equipment needed
   d) The size of group that you would like to lead (over 20 for a day hike can be logistically complicated)
10. Check Weather Forecast -  For English weather forecast, check the website: http://weather.yahoo.com/regional/JAXX.html For recorded message weather forecasts in Japanese, dial:
    a) For 1 week forecast: area code – 371 – 9999
    b) For 3 days forecast: area code – 177
11. Equipment List -  any special items required by participants e.g.
    a) Footwear
    b) Rainwear
    c) Flashlight
    d) Lunch
    e) Others
12. Give details to Activites Coordinator  -  Send an email to the Activities Coordinator with the following information:
    a) Date
    b) Type of activity - Hiking Cycling Camping WaterSports WinterSports Multiple
    c) Location
    d) Meeting time and place
    e) Transportation details
    f) Accommodation details
    g) Any limit on number of participants
    h) Any special equipment
    i) Any insurance required
    j) Any deadlines for reservations
    k) Any special sights or points expected on your event
    l) Your contact number or fax number or email address
13. Problems? For example:  - 
    a) Can’t speak Japanese or English – Find a co-leader who can!
    b) Can’t read a map – find a co-leader who can!
    c) Have no mobile phone – ask another member to act as contact only for your event.
    d) Bad weather – Cancellation of an event is the decision of the organizer. If, however, all participants can’t be contacted beforehand, the leader is responsible for ensuring that someone goes to the designated meeting point to inform everyone.
14. Responsibility  -    As leader of an activity, you are expected to do your best to make sure that information is accurate and that participants are not exposed to any danger. However, participants must realize that all kinds of unexpected hitches can occur, and ultimately each personis responsible for his / her own welfare at all times.

If you still feel insecure about leading an activity, speak to committee about the possibility of co-leading an event for your first time. You will find that it is really enjoyable and fun!

 

Update 07/Aug/2008

International Outdoor Club - Kansai

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