Guidelines

2025–2026 AWOL Co-Coordinators’ Guidelines

 The following set of guidelines were first drafted, discussed, and confirmed at the 2024 Annual Meeting; they were revisited, refined, and reconfirmed at the 2025 Annual Meeting.

  • Once an outing date is set, it’s firm. No ”rain dates” or postponements! Unless… urgent and/or personal matters make it impossible for all of the co-coordinators to host on the original date
  • If it turns out that an AWOL outing date must be changed due to circumstances beyond control… Co-coordinators are asked to PLEASE NOTIFY EVERYONE of the CHANGE IN DATE as far in advance as possible, and to then follow the usual Co-coordinators’ Guidelines (see below)

For AWOL Outings listed in the 2025–2026 AWOL Calendar — Co-coordinators, please:

  • Send out a detailed email about your upcoming outing at least two weeks before your scheduled date
  • IF you learn that weather conditions will make it unsafe (or very unpleasant) to move forward with Plan A/your original plan… pre-plan and pre-announce an alternative activity (Plan B)
  • IF your scheduled hike (or other activity) will be extra-long and/or extra-strenuous, please plan an alternate/shorter/easier routeIF any AWOL members request this of you, and (if an alt route is offered) please suggest that a minimum of two AWOL sisters take the alternate route together


AWOL GUIDELINES FOR COORDINATORS OF EVENTS  (2017 revision)

1) Send out an email at least 2 weeks before your outing: 

  1. a) Describe the activity, including the date of the outing, where we are going, what the approximate departure and return times are, and what equipment/food/clothing is needed.
  2. b) Suggest what you think we should do if the weather is uncooperative.
  3. c) Elicit responses re: who is coming,  who can drive, and who can transport bikes, kayaks, etc. when needed . Make sure you include “Reply only to coordinator”, or ask them to reply using the Sign-Up Genius link you provide.

2) Keep track of all the responses and send out updates

  1. a)  A week before the outing,  let all AWOLers know who has said they can come, and who can drive, transport bikes, etc.  Remind those who haven’t yet responded to do so.
  2. b) Send out the final list of those attendingtwo days before the event only to those who are attending. Clarify what the carpools will be. If the weather is “iffy”, let everyone  know when to check their email to see if you changed the plan to your alternative indoor activity.

 3) On the day of the event:

  1. a)  Bring directions/maps for each person (if needed), a First-aid kit, the cell phone numbers of the those who have signed up, and chocolate!
  2. b)  Before we start out, arrange for someone in the group to be a “sweeper” to make sure that the last people don’t get lost. Also, have an agreement that we will wait at each intersection of a hike, bike ride, etc. to make sure that everyone makes the correct turn.
  3. c)  Clarify who will be doing the Post on our web-site. Encourage everyone who took photos to upload them to the “Add Media'” portion of the website so the one who writes it up can access those photos.

 

AWOL GUIDELINES FOR PARTICIPANTS IN AWOL OUTINGS

1) Within the first week, reply only to the coordinator of the event about whether or not you can come to the next outing, or if you don’t yet know. Once you do know, send another email to the coordinator, clarifying that.

2) Check your email the evening before and/or morning of an outing in case the coordinator has any last-minute changes.

3) Put all the cell phone numbers in your phone, bring it along, and keep it on the morning of an outing, in case last-minute changes or problems need to be communicated by cell.

4) If you decide that, for whatever reason, participation in AWOL outings will no longer be possible for you at this time, let everyone know so that a space opens for a new AWOL member. Former AWOL members are ALWAYS welcome to return if they want, to join us when their schedule allows, and can remain on the email list if they choose.