Guidelines for Adventure-Based Activities
Adventure Activities Overview
With so much accessible land and public spaces in California, adventure-based activities are a great way to get outside and explore! However, they also often require more planning and preparation—campsite reservations, park entrance requirements, weather, and the complex nature of adventure-based activities are just a few of the things to consider. This set of guidelines is meant to help various campus groups plan and prepare for undertaking adventure-based activities.
“Adventure-based” activities might include camping, hiking, backpacking, climbing (all forms, including ice climbing), canyoneering, mountain biking, gravel biking, backcountry travel, mountaineering, snow camping and travel (skiing, snowboarding, snowshoeing), and river, lake, or ocean travel (including surfing). If undertaking activities that require technical skill competency, it is necessary to ensure that a qualified professional is leading the activity.
Stanford Six-Pack Prep Method
1. Campus Permissions
Any Stanford-sponsored activities organized by residences or student organizations need to make sure to follow all relevant procedures for planning activities. Prior to engaging in off-campus adventure-based activities, ensure that you have:
- Reviewed each of the guidelines below.
- Consulted with your appropriate event-planning team (CC, OSE, GLO).
- Consulted with the Adventure Programs team: Email slowley@stanford.edu or visit the Outdoor Center at AOERC for consultation (as needed).
Email slowley@stanford.edu or visit the Outdoor Center at AOERC for consultation.
2. Location (Camping and Permits)
It is recommended that groups have reserved campsites on public land. First come, first serve (non-reservation sites) are often occupied in many of California’s popular campgrounds.
Some backcountry areas require permits that need to be obtained prior to departure. Many backcountry areas require campfire permit (for gas stove use) and can be obtained through this website.
Camping reservations generally require planning several months in advance. Most State and National Parks open campsite reservations 4-6 months in advance and fill up quickly. Local (city or county) and privately-run campgrounds vary more widely in when they allow booking. Trip organizers should make sure to consult with specific campgrounds to obtain details on reserving campsites.
Camping or hiking with a large group? Make sure to check regulations for the area you will be visiting. Large group activities often require special permission and permitting from land management agencies.
California State Parks National Parks and Forests
It is also important to note that most parks (city, county, state, national) require either an entrance fee/reservation and/or parking fee. All trips should be prepared to pay the associated fees required for entry and use of a park.
3. Travel Route, Time, and Distance
Adventure-based activities often take place in areas that are devoid of reliable cell phone service and more than one hour away from a hospital. They are often away from major highways and on country roads, without street lighting making it harder to navigate to desired locations. Having a travel plan that includes information about the group and local emergency resources is a necessary component in managing the risk of the activity.
To ensure adequate time for travel delays, safe and alert driving, and adequate time to enjoy the destination, the following practice is recommended:
The time spent at the destination must be at least three times the amount of time it takes to travel to the destination.
- Estimates can be made using mapping applications such as Google Maps, but they should take into account travel time of day.
- Travel should factor in a 20-30 minute rest stop every 4 hours of driving.
- No driving should be planned between 12:00 AM and 5:00 AM
For example, a trip to Joshua Tree National Park
- Google Maps suggests 8 hours and 15 minutes for travel, leaving at 3:00 PM
- Need to plan a minimum of one rest stop for 30 minutes, making the travel time 8 hours and 45 minutes each way
- Round-trip travel estimate is 17 hours and 15 min (including minimum rest stops)
- You would need to spend around 52 hours at the destination.
- Leaving at or after 3:00 PM would not be appropriate because it would require driving after 12:00 AM.
4. Conditions (Weather, Fire/Smoke, Road, Trail)
Weather can change rapidly and significantly impact the safety and risk of an adventure-based activity. Organizers of an adventure-based activity should check the weather and smoke/fire conditions diligently, with a recommended final check around 24 hours before the scheduled trip departure, to ensure that the trip will not be impacted by incoming conditions. In all cases, trip organizers should ensure that all trip participants are prepared for predicted conditions.
Some recommended websites to check are Weather.gov and AirNow.gov
Similarly, trip organizers should check road conditions and ensure that all vehicles traveling to the destination are equipped with appropriate equipment (for example, tire chains). Trip organizers should also consider how road conditions may affect travel time to and from the destination.
Check road conditions and closures.
If planning any trips requiring access to or travel on trails, check the relevant land manager’s website for trail conditions and closures. You can also call the associated ranger station for more details.
Any specialized conditions (such as, but not limited to, surf, snow/avalanche, or river water levels) should also be checked prior to trip departure.
5. Gear
Having the right equipment can often make or break a trip. Checking conditions well before your trip will help ensure that everyone has the gear they need for an enjoyable experience. Gear can include anything from tents, backpacks, stoves, clothing, or specialized equipment. The Outdoor Center on campus is a great place to rent gear. Other local places to rent gear include Sports Basement and REI.
Group gear rentals are available through the Outdoor Center. Please see our Equipment Rentals page for more information.
6. Emergency Preparedness
It is highly recommended that groups engaging in adventure-based activities have some level of preparedness for an emergency, should one occur during the outing. At a minimum, trip organizers should consider compiling and carrying a list of important contact information, which may include: the phone number for the local ranger station and/or local authorities, address and access information to the closest hospital/emergency services, and relevant contacts at Stanford (such as the GLO Dean or RD On-Call).
Other emergency preparedness measures may include: letting the appropriate people on campus know your travel and activity plans, carrying an emergency contact device (InReach or SPOT Device), having basic first aid training and carrying a first aid kit, maintaining an appropriate ratio of ‘leaders’ to participants, having alternate routes or activities if conditions prohibit the intended plan, knowing participant skill levels, and ensuring that all participants are prepared for the activity.
The likelihood and potential severity of emergencies during an adventure-based activity should not be underestimated. Emergencies can escalate quickly, and local emergency services may not be able to reach participants promptly due to remote locations or hazardous weather/road/trail conditions. A well-crafted plan and preparation for the unexpected are essential to engaging in adventure-based activities.