Trail Boss Checklist

Here is a checklist/planning tool to help future trail bosses organize group events. This is just the basics. There is no substitute for a detailed plan!

Event Planning:

Date of event:

• De-conflict with local events or holidays
• Start time must include reasonable arrival time (to include travel to meeting location and trail preparation (airing down, securing of tow straps, last minute details, etc.))

Publishing the event:

• Internet/mailing list postings
• Non-internet 4-wheelers notification
• Include this info at a minimum: Date/Time, Location of meeting place/directions, General trail rating, Minimum vehicle requirements, and point of contact.

Group list or manifest:

• Number of vehicles in party
• Amount and type of special/ recovery equipment

Site Considerations:

Land: Public/Private:

• Owner's Permission (if private land)
• Use Fees
• Liability waivers
• Point of Contact (name & phone)

Site:

• Meeting area location
• Nearest gas station, convenience store
• Nearest air source (if tires need to be aired down)
• Directions to meeting location from major surrounding areas

Trail Difficulty:

• 1-2 - Mild trails, may not require 4WD (Unpaved roads, fire breaks)
• 3-4 - Moderate trails, 4WD required - Potential for getting stuck (Rutted trails, undulating terrain, shallow stream crossings, mud holes, sand or snow)
• 5-6 - Challenging trails, 4WD Low necessary - Potential for vehicle damage (Loose and or rocky terrain, off-camber trails, large mud holes, creek crossings)
• 7-8 - Difficult Trails, Heavy Duty vehicle components needed - Potential for serious vehicle damage (Very rocky or steep terrain, mud bogs, deep stream crossings)
• 9-10 - Extremely Difficult, Heavy Duty vehicle components required (Most of trail is rocky and off-camber obstacles. High rollover or component damage potential)

Trail:

• Directions from meeting area
• Overall trail difficulty (1-10)
• Highest obstacle difficulty
• Bypass routes for difficult obstacles
• Obstacles requiring spotters
• Total trail length
• Estimated time required to negotiate trail or section
• Trail maps (if available)

Logistics (if needed):

• Local service stations and repair facilities
• Local restaurants
• Local lodging (locations, phone numbers)
• Camping facilities (locations, fees)
• Parking areas for breaks (lunch, etc.)

Event Day:

Designate Tail Gunner:

• Confirms convoy group past obstacles
• Alerts group of rear approaching traffic
• Assists Trail Boss

Safety Inspection: (This is for the safety of the entire group, and does not constitute animosity towards anyone deemed unable to participate due to safety violations.)

• Tow points
• Undercarriage clearance (appropriate for the trail at hand)
• Condition/type of tires (appropriate for the trail at hand)
• Spare tire(s), jack, lug wrench
• Vehicles in good running order (brakes, clutch, fuel and electrical systems, etc.)

Trail Preparation:

• Air down (if needed)
• Hook up tow straps to rear tow point
• Line up vehicles in trail order (Trail boss first (unless using a guide), tail gunner last)

Driver's meeting:

• General scheme of the event
• Overview of trail(s) covered
• Special times or events
• Significant obstacles
• Primary and alternate CB channels

Safety advisory:

• Do NOT walk or stand directly downhill of any vehicles
• Use safe winching/tow strap procedures
• Travel in convoy with lights on
• Always keep an eye on the vehicle behind you

Tread Lightly Advisory:

• Pack out more than you packed in
• Don't blaze new trails
• Don't harass the wildlife
• Share the trail (backpackers, motorcycles, horse riders, etc.)
• Identify Trail Boss, Tail Gunner (Name, vehicle type, location while traveling)
• Communicate any significant actions or obstacles along the trail
• Alert the group of oncoming trail-users
• Designate spotters as needed
• Control the travel speed

Tips to Remember:

• Don't get frustrated when things don't go as planned. Have a backup plan
• Be flexible, but keep in mind you're in charge
• Be clear when explaining start times... differentiate between meet time and depart time
• Spread out the winch equipped vehicles
• Use CBs for direction and organization... keep chatter to minimum
• Designate areas to stop for "restroom breaks"
• Slow down around obstacles... Let people enjoy the challenges (pictures, cheering, etc.)
• Enjoy yourself... don't be uptight, angry, or bossy
• Keep it safe

A PDF version of this page can be found here.

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