It is generally agreed that the best way of setting out information for group members is through a written information sheet. This ensures that all group members have the same information, and it minimises difficulties from incorrect or inadequate recording of verbal messages.
The format and amount of information required will depend on the type of group, and their previous experience in the activity planned. As a rule, too much information is usually better than too little.
The key items of information normally provided on trip information sheets are:
- the meeting date and time
- the exact meeting location
- a specific cut-off time, after which the group will leave the meeting point
- travel arrangements, including detailed directions and a marked-up map if travelling by private cars
- emergency contact details
- maps to be used, stating whether group members are expected to provide their own copies
- equipment list
- an overview of the trip plans, including highlights, campsites, and general route
- leader contact details (a mobile phone number is useful if available for notification of last minute cancellations)
- an alternative rendezvous or other contact arrangements if people cannot reach the planned location at the planned time.