Who needs to do what and when?
Introduction to White Water Kayaking Courses
Before Start of course
Once dates set
Once dates set
Once dates set
Once accommodation
booked
when course is full
two weeks before course
two weeks before start
week before start
Week before start
week before start
During the course
ongoing
immediately
Before each session
As soon as possible
As required
Booking pool session
Co-ordinating participants sign up & confirmation payment including kit deposit
Booking accommodation
Book pub for Saturday meal
club secretary
club web officer
course organiser
course organiser
Confirmation to students of place – confirming dates and times of courses. Give contact detail of course
organiser, and explain they are main point of contact for course.
Confirm coach rota for all sessions.
Reminder e-mail to all coaches of when they are helping, and what to do if need to change.
Co-ordinate missing paperwork from students – application form with RCC disclaimer, check that phone
numbers, next of kin details and medical information shared
Share student details and next of kin with lead coach
Reminder e-mail - where to meet, what to bring.
course organiser
Record details of expenses: pool sessions, accommodation, petrol, parking, food, contingency
Discuss any concerns with lead coach – eg observations or information from students or other coaches
course organiser
course organiser
Advice lead coach and rota monitor if coach unable to help out as per rota
Arrange cover for any drop out coaches.
All coaches
Rota Monitor/
lead coach
Lead coach/
course organiser
course organiser
course organiser
Mon/Tues
Update session plan. Eg Confirm who will do demonstrations.
Tues/Wed
Tues/Wed
During each session
During session
Send session plan to all coaches – details/who does what.
E-mail students where to meet, what to do and what to bring.
During session
During session
End of each session
Arranging Student and coach into groups
Leading sessions.
Introductory talk – intro to club (see separate sheet)
rota monitor
course organiser
course organiser
course organiser
course organiser
course organiser
/ lead coach
lead coach
lead coach
End of session
End of session de-brief – where to meet next week
Before day and weekend trip
Two weeks before
Sat Evening Meal – get menu from pub, get choices from students and coaches
Week before both
Check coaches and transport still available – including lead coach
Week before both
Check river access/Contact Shepperton Rowing club for access
Week before both
Check hospitals, maps, guidebooks.
Two days before day trip Kit hire - Distribution and instruction for students.
week before day trip
Check if any students want to go straight there. Arrange other lifts on Sat am.
week before weekend
Check drivers leaving points, get details of where people work, when they can leave, and allocate drivers.
Week before weekend
Purchase lunch stuff and river snacks
Morning of Day and Weekend
Day trip
Take some extra 20p for Shepperton toilets and purchase river snacks.
Arrange a set of student information and next of kin details for each group.
Weekend trip
Cash for car parking
Weekend trip
Arrange morning coaches meeting
Weekend trip
Agreeing section of river.
Weekend trip
Arrange morning students meeting.
Day and Weekend trip
Manage Student issues
After course/end of weekend.
End of weekend
Remind how to return kit.
End of weekend
Details of how to join club
End of weekend
Details of what is coming up eg bbq, suitable trips
End of weekend
Feedback forms
End of weekend
Collect all receipts
End of weekend
Forward receipts and course expenses information to treasurer
End of weekend
Chase
- Who is already member? Chase bank details and arrange £60 refund via RCC treasurer
- Joining? Chase membership form – this can either be given to RCC kit officer or sent to RCC
membership secretary
- Not joining? Chase bank details and arrange £60 refund via RCC treasurer
One week after course
Chase kit that has not been returned and return kit deposits
course organiser
course organiser
course organiser
course organiser
course organiser
Kit officer
course organiser
course organiser
course organiser
course organiser
course organiser
lead coach
lead coach
course organiser
lead coach
course organiser
course organiser
course organiser
course organiser
course organiser
course organiser
course organiser
with the support
of RCC
membership
secretary
Kit officer