Guidelines and Expectations

Event Preparation, Safety, and Participation

KHC events are organized to be as safe and enjoyable as possible. Outdoor activities involve hazards, and all participants take part at their own risk. Each participant is responsible for their own health, safety, fitness, equipment, and preparedness.

Before the Event

Participants must:

  • Choose events that match their fitness, experience, and ability
  • Read the full event listing before registering
  • Contact the Event Leader in advance if unsure about the difficulty, pace, route, or requirements
  • Guests must complete a current-year KHC waiver before participating
  • Bring appropriate clothing, footwear, food, water, and equipment
  • Carry their own 10 Essentials
  • Ensure their equipment is in good working order and know how to use it
  • Carry medical information and emergency contact details in an accessible location in their pack
  • Arrive at the meeting place at least 10 minutes before the stated departure time

Medical Conditions

Participants with medical conditions must bring required medications or equipment. If a condition may affect safety or require assistance, the participant is expected to tell the Event Leader privately before the event.

The Event Leader may refuse or turn back a participant if the event is too difficult, too remote, or if the participant is not adequately prepared, equipped, or fit for the outing.

Event Safety

Participants must:

  • Stay with the group unless the Event Leader has made another arrangement
  • Keep between the Event Leader and the designated end-person
  • Tell the Event Leader if the pace is too fast or if they are having difficulty
  • Follow the Event Leader’s directions
  • Respect trail closures and posted restrictions

KHC events are not permitted on trails that have been officially closed by the responsible authority.

Participants who require search and rescue services may be responsible for related costs.

Registration and Cancellations

Club members are expected to register for events before attending.

If you need to cancel, do so as early as possible through the Manage Bookings page. Posting a comment on the event page is not a cancellation.

Cancellations should be made no later than one hour before the meet-up time.

No-shows are not acceptable. Repeated no-shows or late cancellations may result in the member’s account being frozen pending follow-up.

If an event is full, members may watch for cancellations. Event Leaders do not keep waiting lists or contact individual members about openings. Open spaces are filled on a first-come, first-served basis.

Some difficult or higher-risk events may require members to contact the Event Leader before registration. This may apply to long or difficult hikes, paddles, snowshoe trips, scrambling routes, backpacking trips, or other challenging outings.

Member Conduct

KHC expects all members and participants to act with courtesy and respect.

Participants must:

  • Be considerate of others and their abilities
  • Be properly prepared and self-sufficient
  • Follow these KHC Hiking Etiquette Guidelines
  • Avoid posting negative comments or concerns publicly on the website
  • Contact the Event Leader directly if there is an issue

Harassment will not be tolerated and may result in loss of membership privileges.

KHC events are smoke-free, drug-free, alcohol-free, and scent-free.

Privacy and Event Communication

Member email addresses are used to create user accounts, send official KHC communications, and support internal event coordination.

For safety and event communication, the Event Leader may have access to participant email addresses, phone numbers, and emergency contact information.

Carpooling

Carpooling is optional and arranged by participants. It is not the Event Leader’s responsibility to arrange transportation to or from the meeting place.

Participants may choose to drive themselves.

If carpooling, passengers should reimburse the driver at the end of the event.

Suggested reimbursement:

  • Local day trips: $5 per passenger for every 30 minutes of total driving time
  • Example: 1 hour total driving time = $10 per passenger
  • Example: 2 hours total driving time = $20 per passenger
  • Example: 3 hours total driving time = $30 per passenger
  • Backpacking or out-of-town trips: the driver starts with a full tank, keeps fuel receipts, and the carpool group splits the fuel cost
  • An additional amount may be collected for a car wash when road conditions are poor

Passengers should place muddy or wet boots in a clean plastic bag and change into dry shoes after the event.

Drivers should drive defensively, have a valid driver’s licence, and carry appropriate insurance. Riders may ask about this before accepting a ride.

Members are encouraged to take a turn driving during the season.

Supporting Volunteer Event Leaders

Event Leaders are volunteers who donate their time to organize, post, and lead events. Members are expected to read the event listing, follow links, review available information, and look up basic directions before asking the Event Leader for extra help.

Being prepared and self-sufficient helps reduce volunteer burnout and supports a stronger club.