|
AC Meets General Guide
The AC meets programme consists of the following types of meet:
1. UK weekend or week-long
2 .European Alps, Pyrenees, etc, usually 1-3 weeks
3. Non-European eg Canada, Africa; usually 2-3 weeks
4. Greater Ranges, usually 3-4 weeks.
5. Greater Ranges expeditions, usually 3-6 weeks.
Regarding the first four types of meet, designated co-ordinators will decide upon a venue and facilitate the provision of accommodation and transport but essentially the participating members will as far as possible make their own bookings and of course plan their own mountaineering itinerary when they join the meet. These meets may be run jointly with other clubs such as the CC. Co-ordinators of meets should expect to secure an attendance of a minimum of 6 members/guests (each member is entitled to bring one guest) to be eligible for support.
The fifth type of meet might more properly be described as an open expedition in that the team has not been pre-selected before the expedition has been advertised through the AC newsletter or website. In this case the leader will have chosen a suitable mountaineering objective and will be responsible for the selection and leadership of the team. Expedition leaders should expect to include a minimum of 4 members to be eligible for support.
The AC supports the meets programme not only through the co-ordination of the meets secretary but also by making payments towards the expenses of meet co-ordinators. The club also makes grants to expeditions from the AC climbing fund. The trigger for payments will be the publication of a meet or expedition report with pictures in the AC newsletter or posting of that report on the AC website. The report may be written by any participating member, but should be checked for accuracy by the meet co-ordinator or expedition leader before submission for publication. Expedition leaders should also expect to submit a report to the editor of the Alpine Journal with a view to publication. This should raise the profile of the meets programme and encourage members to attend.
The meets secretary will convene a meeting of co-ordinators/leaders at the Reunion meet in October in order to review and develop the programme. This venue will also offer the opportunity for informal feedback from participants in the meets. If co-ordinators cannot attend it would be helpful if they could deputise a participant or provide written comments. All members are at liberty to propose meets to the meets secretary for inclusion in the programme.
Meet co-ordinators shall be entitled to request additional personal details from prospective participants, particularly concerning medical issues and may wish to use registration or application forms downloadable from the website.
Payments towards meet co-ordinators’ expenses will be as follows:
1. UK meets: £50
2. European meets: £150
3. Non-European Meets & Ski Tours: £250
4. Greater Ranges Meets: £350
5. Greater Ranges Open Expeditions: £450
Notes
1 .UK
a) The programme will cover the main mountain/climbing areas of the UK in an effort to involve members in those regions.
b) The venue for the AGM/Annual dinner will be taken into account in the above.
c) Initiatives that encourage recruitment like “meet the president,” “meet the committee,” or “prospective members” meets should be actively pursued.
d) Meet co-ordinators are encouraged to ask participants for deposits or full payment in advance to cover the costs of booking huts or dinners.
2. European Meets.
a) There should be at least one annual alpine meet.
b) Opportunities to explore other European mountain ranges such as the Pyrenees, Tatras, etc. should also be periodically available to members within the developing programme.
c) Until both Russia and Georgia become members of the European Union, the mountains of the Caucasus should be considered as “non-European” for the purposes of meet organisation, since logistical problems will be comparable with non-European locations.
d) The programme should include ski-mountaineering opportunities in the form of meets and/or specific tours such as the haute route. These may be open to ASC members.
3. Non- European Meets
a) Exchange meets with clubs in appropriate countries may be considered by the AC committee for additional support.
b) Because of the additional responsibilities of planning and delivering a particular itinerary on specific European ski tours, the expenses of co-ordinators will be paid at the rate appropriate to this category.
4. Greater Ranges Meets
a) When a symposium on a mountain area is being arranged, wherever possible a
meet of this type should be planned for the same area in the year following that symposium.
5. Greater Ranges Expeditions
a) Whilst 4 should be regarded as the minimum number for an open expedition it should not be a maximum. Expedition leaders should be prepared to include more than a minimum of suitably qualified members and adjust plans accordingly whenever possible.
6. Insurance.
a) Co-ordinators should explicitly stress to all participants the need for adequate insurance cover for search & rescue, repatriation & medical expenses appropriate to the area they are visiting.
b) The club will make sure that meet co-ordinators and expedition leaders have the same level of insurance cover as club officials.
7. Underwriting costs.
a) The club will compensate a meet co-ordinator who incurs a financial loss in making arrangements for a meet, for example if a hut booking has to be cancelled and the booking deposit is lost.
b) The club may advance monies to cover meet bookings, for example if a meet co-ordinator requests a deposit to pre-book a hut.
8. Updates
a ) Participating members should update the co-ordinator on any change to their circumstances which affects their participation in the meet ASAP.
b) Co-ordinators should update the Meets Secretary with any changes in their arrangements that affect the programme ASAP.
9. Review
a) The AC committee should review the meets programme on a yearly basis, either at the November committee meeting or the AGM, following the Co-ordinators review in October.
|
