As the emergency contact, it is your role to keep tabs on when groups are out, where they are, and when a trip is over due to start the ball rolling for the overdue action plan. You are the point of contact in case of an emergency on the track.
Trip reporting
Trip reports are filled out by guides before each ride. Location, Overdue time, number of customers, and list of guides on the trip is all in this form. In the contact list below is the contact info for all regular guides.
Here is the link to the trip reports that are filed before each ride.
A message will be sent by the guide to the Emergency Contact if there is a situation on the track, if the guide suspects they will be overdue but there is no problem, or once everyone is off of the track.
Overdue Group
If a group is overdue, that means that you have not heard from them by the time set out by the guide before the trip. Here are the steps to follow in case of an overdue trip.
Step 1 – At time group is overdue. The trip is overdue one hour after the expected end time of the ride and the guide has not contacted you.
Try calling guide
Send InReach allocated to trip a message as soon as possible.
Send the guide a message via text or FaceBook Messenger.
Step 2
Call and send Director (Jamie 0226006562) an email ( jamie@newzealandmountainbiking.com ) with info including, size of party, guide with group, Location of party, and weather conditions. This is all in Trip Report and on Google Calendar.
Step 3 – Two hours after due time
For trips in Whakarewarewa Forest – Call the First Response Unit to see if they have any information on conditions in area/ staff in the vicinity of the group. 0800942521 (0800whaka1)
For trips in Forest Park/ National Park – Call the closest DoC office to see if they have any information on conditions in area/ staff in vicinity of the group. Let DoC office know your next step that you intend to take is to call local police.
Continue to step 4 immediately.
Step 4
Contact a director (Jamie) by phone 0226006562.
Try contact guide again by phone/ InReach
Notify local police that the party is overdue and give them all relevant information. This should start SAR movement.
Group information is found in Booking Spreadsheets folder. Look for trip applicable (as stated in Trip Report), then trip code. This will have all specific information relating to the list of guests in the party.
Step 5
Follow instructions from police and keep Directors up to date with the plan as best as you can.
Update Police and directors if you hear anything from the group.
List of gear guides carriy (appendix 3).
Contact list
In case of Emergency Contacts
Police 111
Fire 111
Ambulance 111
Whaka Forest Medical Emergency 0800 WHAKA1 (0800 942521)
New Zealand Mountain Biking Office
Director/ Operations Manager – JAMIE +64 22 6006562 jamie@newzealandmountainbiking.com
Relevant medical centers.
Rotorua Hospital – 07 348 1199
Taupo Hospital – 07 376 1000
Pihanga Health, Turangi medical center – 07 348 7576
General contacts
Department of Conservation Offices
Rotorua Office +64 7 349 7400 rotorua@doc.govt.nz
Taupo Office +64 7 376 0072 taupo@doc.govt.nz
Te Kuiti Office +64 7 878 1050 tekuiti@doc.govt.nz
Turangi Office +64 7 384 7106 turangi@doc.govt.nz
Whakatane Office +64 7 307 2770 opotiki@doc.govt.nz
Whanganui Office +64 6 349 2100 whanganui@doc.govt.nz
Other operators
Timber Trail Lodge – +64 7 211 8504
Timber Trail Transport – +64 0800 785 500
Epic Cycle Adventures – +64 22 023 7958
Mountain Bike Rotorua Shuttles – +64 7 348 4290
Mohawk/ Electric Bike Rotorua – +64 7 460 0844
Rotorua Rafting – 0800 772 384
Heli Bike Rotorua – +64 21 784 529
Inreach/GPS
Trip 1 – +61 405 221 932 info2@inreach.garmin.com
Trip 2 – +61 405 894136
NZMTB Emergency Plan
List of equipment that guides will carry
First Aid Kit Contents
- Strapping tape or similar
- Crepe Bandage
- Band Aids X5
- Absorbent Pads (low adherent x2) X5
- Ibuprofen X2
- Paracetamol X2
- Antihistamine X2
- Sam Splint
- Scissors
- Alcohol wipes or similar x2
- Gloves
- Steri strips
- Needle
- Saline
- Iodine (Betadine
- Emergency Blanket
Non First Aid Items to be carried
- Cell Phone -Guides personal cell phone.
- GPS device (e.g. DeLorme Inreach, EPIRB, SPOT Locator)
- Warm clothing – Warm Hat, Neck Buff, Gloves, Spare Thermal Top, rain jacket.
Repair Kit
- Pump
- Multi-tool
- Chain breaker
- Spare Gear Cable
- Spare Tube
- Tyre Levers
