The Mechanics of Organising a Paddle – Executing the Plan

Introduction

A paddle trip starts with an idea and progresses through planning and arrangements. The final stage is to execute the plan.

There are a few steps involved to ensure a safe and enjoyable paddle, but the hard work is now already documented in the float plan and behind you. Information in the float plan serves as a roadmap for participants and leaders and as an emergency guide for rescuers. On the day of your paddle, executing the float plan is essential to ensure safety, coordination, and enjoyment for all involved. Below are the steps needed for carrying out your plan.

Final Preparations Before Departure

Review the Float Plan

  • Check that the weather is acceptable to go ahead with the paddle.  This can usually be done a day before the trip. If the forecast has changed, update this information in the float plan.
  • Enter the list of participants to the float plan. This can be done manually or by downloading the list from JustGo. Downloading is particularly useful if you have a lot of participants.
  • Ensure all participants are familiar with key aspects of the float plan, including the route, timing, performance expectations and equipment lists. This should already have been provided when advertising the trip but otherwise an email can be sent.
  • Ensure that the group leaders know the plan and emergency procedures.
  • Double-check that the plan has been shared with a trusted individual who will not participate in the paddle but can act as a point of contact in case of an emergency.
  • If you are using a PLB it’s a good idea to enter the trip on the AMSA website and include a copy of the float plan.

Execution on the Day of the Paddle

Arrival at the Launch Site

  • Arrival – Arrive at the launch site well in advance of the planned departure time. Whilst members are responsible for their own equipment and set up, you may occasionally need to check a beginner’s gear and help with adjustments, especially if they are using a club boat. You don’t necessarily need to do this yourself – any experienced paddler should be able to help.
  • Leaders Talk – Before heading out have a talk with any leaders and discuss specific roles. If it’s a large group, it may be useful to designate a person to lead and another to stay at the back as tail-end Charlie/sweep. Communication protocols should be discussed. 
  • Group Briefing – Conduct a group briefing where the float plan is reiterated, emphasizing checkpoints, estimated times, and safety measures. The safety briefing notes in the float plan is the basis for this briefing. Keep it short (about 5 minutes) and don’t overload people. If you have beginners, a beginner’s brief can be done separately.
  • Gear Check – Ask all participants complete a gear check before launching. If you have people in club boats it’s worth giving them time to make adjustments to foot rests and rudders getting on the water.
Pre-launch Briefing

One the Water

  • Follow the plan – Follow the predetermined route and timing as outlined in the float plan, while accommodating minor adjustments based on real-time conditions.
  • Stay Together – Maintain group cohesion, ensuring participants stay within visual or audible range of one another. Periodically to a count of participants to make sure everyone is still in the group.
  • Monitor the Conditions – Stay vigilant for changes in weather conditions, water currents, or other environmental factors that might affect the safety of the group.
  • Monitor the Paddlers – Regularly check how the participants are going and adjust if necessary. Whilst paddle leaders are not there to instruct, if you see problems with paddle technique it’s a good idea to provide corrective advice, especially where safety or endurance may be impacted
  • Be Adaptable – Be prepared to amend the float plan or retreat to safety if conditions become hazardous.

Post-Paddle – Return and Wrap-Up

  • Check everyone is back – Ensure all participants safely return at the of the paddle.
  • De-brief – It is sometimes useful to have a group debrief to celebrate success or address any concerns. Acknowledge anyone that has reached a new milestone, such as a first paddle, or the first time to cover a distance. Don’t take too long.
  • Check in with Emergency Contact – Confirm the safe return of all individuals with the person holding the float plan.
  • Take Notes – Consider making a note of possible improvements or problems to help with future trips.
  • Trip Report – Consider writing a report for the RCC Splash Magazine and/or putting a post on FaceBook about the trip or ask a participant to do so. This helps promoter the club.