Good Practices for a Travel Organizer

Hiking has become one of the most popular activities among Filipinos in recent years, thanks to Facebook and other social media platforms that opened the doors to outdoor enthusiasts.

I am part of a team who organizes hiking events and trips. Let me just share these important pointers that we at Team Una adhere as a group. We follow these strict guidelines to let participants experience a hassle-free event, thus creating a memorable trip.

1. Carefully screen your joiners if they are ready to go on a major hike. Joining a hike is not just taking great pictures worthy for Instagram pose, behind that is a tedious hike that one has to endure in order to reach the summit. Unless your participants are all athletes and marathoners then they can eventually go on a major climb at 7/9 to 9/9.

2. Before creating an event, be sure to conduct an ocular hike prior to your event so that you will have an idea of what to expect. Don't just copy-paste itinerary from other organizers, remember that they have invested time, money and effort to visit the place, be mindful of other's effort. Do your own research. (there is an exemption to this for DIY KKB and non-profit hikes where everyone agrees to hike as group sharing).

3. Explain to your participants the terrains and what to expect for. Don't give them false hope just to complete your required number of person. This is a common practice for some, not telling the complete details like ravines, limatiks, vegetations and trail classifications.

4. Aside from hiring a local guide, the team must have a support coordinator who has a knowledge of at least a basic first aid, survival & bushcraft which could be a big difference between life and death.

5. A team composed of at least more than 6 people must have a 2-way radio so it would be easier for them to know the whereabouts of the group. And in serious emergency cases, they can easily seek help.

6. Be courteous and respectful to the guides, their cultures and everyone in the community. Coordination with the locals is a must. That's why I don't personally agree with backdoor and illegal hikes, serious problems might arise if it's done illegally. Always remember you're just a visitor and respect for the local mandate is a must.

7. Leave No Trace Principle. The Organizer must be the first one implementing this basic principle. First, to himself, then to his joiners as well. Because as an organizer, he is accountable for his team's actions. (Basura mo iuwi mo, umakyat ka ng bundok hindi pra magkalat).

8. It is a good practice that Organizers must have least some First Aid kit and basic medicine with them (good for minor cuts and insect bites, LBM etc.).

9. During bad weather most especially storms it is advisable to abort the climb as flash floods might occur. It's better to be safe than sorry. Remember that if you and your team got stranded, Rescuers will be the first one risking their lives because of your foolish actions, be considerate.

10. As an organizer, it is your task to update the participants and possible event joiners if the event is already full or if it has no chance of pushing through. Keep the event link/page always updated. Be responsive to every query and questions. Acknowledge your participants once you have received a copy of their payments.

11. Be transparent in your event details. List down all the inclusions, exclusions and itinerary in the details so that your participants will have an idea of what to expect with regards to their budgeting and even time of arrival. No to Hidden Charges.

12. For major hikes, it is recommended to have a pre-climb meeting. By doing so, you can designate who will be in charge of certain logistics like utensils, butane gas, food distribution and other essential things to bring. If it is not possible for a face to face pre-climb meeting, then a group chat would still do.

13. For some, creating hiking events is their bread and butter, but let us not also forget that profit is not all that matter. We are in a "service" sector where we provide our joiners with our expertise in terms of travel and hikes. Let us also provide them comfort by not trying to maximize the full capacity of the van. For a day tour, 14 pax in a van (organizer and coordinator included) and for an overnight hike with a full backpack, a total of 12 pax in a van is ideal to ensure that all the bags can have a room of their own and joiners can comfortably relax during the trip. No to Sardinas Tour!

14. Always think first of your joiners, I know that hiking is a very risky endeavor and as they say "hike at your own risk" but it does not mean you'll just leave your participants behind. In difficult times, show them that you care. As an organizer, your goal is to ensure that all your participants are safe to descend back to jump off point. What's the point of being fast if all your joiners are imperiled?

15. If you are going to cancel the event better cancel it early. A day before is ideal, rather than on the same day which is just hours from the actual event, remember that some of your joiners would still be traveling 3-4 hours to get to the meet up place (just like me, where I travel 4 hours from Laguna to Cubao) - be respectful of other's time. By doing so, your joiners can still have the time to look for other alternative events in case you rescind your event.

16. Lastly, if you canceled your event and downpayment was already paid - be sure to give it back to the person involved. To avoid any further issues. Give the Refund! This has always been a common cause of disputes, some friendships were lost due to money issues. (Hindi mo nman ikakaharkor ang pagiging balasubas).

“A customer is the most important visitor on our premises. He is not dependent on us. We are dependent on him. He is not an interruption of our work. He is the purpose of it. He is not an outsider of our business. He is part of it. We are not doing him a favor by serving him. He is doing us a favor by giving us the opportunity to do so.” - Mahatma Gandhi