In the interests of safety, it is common bushwalking practice to leave detailed trip intention information with a responsible person. This information enables suitable action to be taken in the event of a serious accident or unexpected delay in a party’s return from an activity.

Bushwalking Australia recommends that State Bodies Risk Management Guidelines encourage all member clubs to have in place an efficient emergency contact procedure for all official club trips.  

MVB policy 

• The club provides an electronic booking form which leaders are required to use. As this form contains personal details of participants it is password protected and only accessible by designated leaders of official MVB events. The form provides all of the information required  for alerting police when a search or assistance is judged to be needed by a club activity group. The leader must ensure that the form is complete prior to the event commencement and that there is at least one other club member who is not participating in this event with access rights to this form. The form is available to leaders from the program menu on the website when logged in to the MVB website.


Before a trip:


• The leader ensures that the booking form is complete and accurate and advises participants what other club member(s) have access to the booking form info for this event


• Participants advise their emergency contact person of the other club members who have access to the booking form and supplies their contact details to be used if concerned about an unexpected delay in return.


• The leader either documents the trip route plan in the event details on the website or supplies the club contacts with this info and an expected time of return. This is the minimum of information required with respect to safety of the club activity group as a whole.


On return:


• The leader either uses the Spot gps messenger to record a safe return or contacts the other club members as soon as possible by phone, sms or email of a safe return.


• Participants advise their personal contact person of safe return.


• If no safe return advice is received within a specified time of the arranged return , the other club contact establishes if possible that the call has not simply been forgotten, or begins the established procedure which will usually include alerting police of a possible need for assistance.


The online bookng form contains


• Names, phone numbers and emergency contact details for all group members


• Vehicle registration numbers and location


• If applicable, weather and terrain expected and equipment being carried


• Confidential details of medical conditions or special requirements of members will be carried by earch participant in accordane with club policy.



Policy - ratified at MVB Inc Committee Meeting held on Oct 8 2012


Draft - not ratified at MVB Inc Committee Meeting held on December 9 2011 - based on document produced by Bushwalking Australia accessible here