how to organize your own adopt-a-crag
What will happen at your local Adopt-a-Crag?
Events differ based on their locations and specific needs, but each will feature an element of conservation, an air of giving back, and a spirit of celebration. Planned activities include: visual impact mitigation, litter removal, erosion control, trail construction, and wildlife documentation.
Who leads Adopt-a-Crag?
The Access Fund, with the help of dedicated corporate partners, sponsors Adopt-a-Crag. Title Sponsor Recreational Equipment, Inc. (REI), Presenting Sponsor W.L. Gore, and Supporting Sponsor Clif Bar provide key funding for Adopt-a-Crag, and allow the Access Fund to offer volunteer incentives and snacks to each event.
Access Fund Regional Coordinators, Affiliates, and Community Partnership members (climbing gyms, outdoor retailers, climbing clubs, university outdoor programs, guide services, etc) are key in planning and organization local events. If you do not fall into one of the above-mentioned categories, do not be deterred. Anyone can organize an Adopt-a-Crag event. Interested parties should contact Deanne at the Access Fund, or their Regional Coordinator to make sure that a local event is not already in the works.
GETTING STARTED
Event Planning
If you are a member of a local climbing organization, an employee of a public land managing agency, an outdoor retailer or a gym owner, organize a meeting of prospective partners and volunteers. If you are an unaffiliated enthusiast, we strongly urge you to partner with an Access Fund Regional Coordinator, local climbing organization or outdoor retailer.
1) Assess crags for the amount of work
Events differ based on their locations and specific needs. Planned activities include: visual impact mitigation, litter removal, erosion control, trail construction, and wildlife documentation. Depending on the activity and damage of the area, you will need to look at what will be necessary in the form of resources and materials. Take the time to figure out:
- how many people
- what kind of tools
- how many hours it might take to do a particular job
This can be a great benefit when it comes time to organize your volunteers.
2) Get permission from Land Managers or property owners
As with any work on public or private land, get permission first. If you go in with all the above information, you stand a good chance of having several successful projects. The more prepared you are, the easier it is for land managers and property owners to help you. Give them time to review your list. Make sure that there are at least two phone contacts for them if they have questions. Ask them for their thoughts or ideas on any of your suggestions. You may want to suggest a date to sit down with them for a review, or to visit the area. Make your package short, maybe 2 to 4 pages, try to include a map with the highlighted trails and areas, and don't go over board on detail.
3) Pick a day for your Adopt-a-Crag event
The Access Fund has expanded Adopt-a-Crag into a year-round event. We did this to allow for greater flexibility in choosing appropriate dates and projects for your crag. September has become our "Adopt-a-Crag Celebration" month, with the majority of Adopt-a-Crag events occurring at this time. Avoid scheduling major maintenance projects on the same day as a large local event. Set your dates so they have minimum conflict that could reduce your volunteer base. Check with other volunteer groups and see if you can combine events, or if you can advertise your projects through them, and that you will return the favor. Provide alternate or rain dates in case of weather related problems.
As your event begins to take shape, keep in mind that Adopt-a-Crag aims to raise awareness about the issues affecting local climbing areas and the Access Fund.
Build Your Partnership
Consider Adopt-a-Crag as an avenue for building partnerships between your climbing community and the following, who may assist with event planning and logistics: public land management agencies, local climbing organizations, local land trusts, conservation organizations, climbing gyms, outdoor retailers, university outdoor programs, civic clubs, the local media, and local businesses such as restaurants, coffee shops, gas stations, etc.
Partnerships work best when responsibilities are assigned according to interests and strengths. For example, trail managers are well versed in logistical matters, clubs have fundraising and grassroots organizing experience, and outdoor retailers are experts at promotions and advertising.
The Plan
The following questions will assist you in planning your event:
- What is your event goal?
Your goal may be to spend an afternoon removing litter from your local crag, or it could involve a complex strategy that includes fundraising, building public support, or even organizing a forum to address land managers about local access issues. Whatever the goal(s), be explicit, and make sure participants are in accord.
- When?
Select the day and time that works best for you.
- Where?
Consider the crags in your area, and choose one that is in need of some attention. Secure permission from the local land manager or agency before committing to hold the event there. Bear in mind the following:
- Is adequate parking nearby?
- Can the press reach the site?
- How is the weather, and are there alternative locations for bad weather?
- Is there a building nearby, which could be used for exhibits, information, rain shelter, etc.?
- Are there restroom facilities? Will you need to secure a sanitation facility?
LET'S DO IT!
Pre-event Logistics
- Register your event to the Access Fund. We'll announce your event on our website and in our newsletter, Vertical Times.
- Invite guests to join you. The land manager is the first on your list to invite, but look for others who might be encouraged to come out and see your volunteers in action. Try the local reporter, the Parks Board, County Commissioners, City Council members, etc. Don't be afraid to call local TV or radio stations, they are always looking for stories and photo opportunities.
- Partner up to share the load. Partnerships work best when responsibilities are assigned according to interests and strengths. For example, trail managers are well versed in logistical matters, clubs have fundraising and grassroots organizing experience, and outdoor retailers are experts at promotions and advertising.
- Advertise the Adopt-a-Crag to your community. Use local ranger stations, climbing shops and gyms, gas stations, and trail head signboards to place notices of the event. The club event calendar, community or agency web sites, and local newspapers should be used to get the word out. Send press releases to your local media, including public radio stations. Set up a phone tree and call a week in advance to remind people.
- Arrange for garbage cans, bins, and trail building/maintenance equipment at the clean up site. Also ask people to bring trucks and wheel barrows to haul trash and debris.
- Arrange in advance for the ultimate destination of the debris collected and the means to get it there. (Your friends' and neighbors' pick-up trucks generally work quite well.) If an entire community or neighborhood is involved, your city or county solid waste departments may provide assistance and free disposal. Contact them well before the event to enlist their help and cooperation.
On the Adopt-a-Crag Day
Orientation. Communication is the key, so start with introductions of the agency staff, the crew leaders, and the individuals (unless the group is huge).
- Pick a "staging area" and keep it staffed at all times. Keep first aid supplies, water, and, if possible, provide rest room facilities.
- Have the volunteers sign in and complete waiver forms if required as they arrive. Get names, addresses and emails.
- Make everyone aware of safety issues, such as: work in pairs, wear rubber gloves, don't pick up hazardous wastes, lift with your legs not your back, don't pick up things that are too heavy, etc.
- Make a map of where people will be working and keep track of everyone involved in the clean up.
- Count heads and assign crew leaders, leaving one person to bring up the late arrivals.
Structure the day. A successful trail work party has these 3 ingredients:
- Enjoyment. Don't take it too seriously, use a little humor, provide food, encourage friendly competition, and a fun element afterwards (BBQ, climb, regroup at the local pub or cafe).
- Education. Offer to teach some new skills, demo new tools, or ask the ranger to provide an interpretive talk at the lunch break.
- Accomplishment. Match crew leaders and their groups to tasks that are within their capacity and the time available. Avoid leaving a job half-finished or rushing at the end.
Place signs, orange cones, or flagging to notify others. Place notices at the trail head or work site to promote safety, give credit to your team's efforts, encourage others to join in on the day or attend the next work party. Don't let your volunteers harass or "guilt trip" other climbers who come by. Be positive and encourage them to help out next time. Offer a copy of the club's newsletter or an information sheet.
Be a good supervisor. Working alongside the volunteers is important, but keeping the work flowing safely, providing encouragement and monitoring progress is essential. Give clear instructions and explain the standards and specifications so volunteers and crew leaders can understand the "why" and the "how" of the work at hand. Take notes and photographs — especially "before and after" shots - for the project record and report.
Post-Event
- Provide Recognition. Everyone likes to know they are appreciated so make sure you thank volunteers for coming on the day. You may even provide a souvenir, such as water bottles, T-shirts, or coupons, to remind them of the day. Afterwards, write up the event in the club newsletter or annual report. Recognize top volunteers at the club's year-end celebration. The sign-up sheets and notes you took will help you give credit where credit is due. Send thank you notes to your volunteers.
- Keep Good Records. It is very important to keep good records of the time you put into the project preparation, the events of the day itself, and the number of volunteers/hours generated. This information will help in planning the next event, and can be used to show the club's commitment. Grant applications are stronger when they demonstrate a track record of volunteer projects. Please share this information with Access Fund by filling out a Volunteer Hours Form, which tallies the volunteer work hours and miles opened to build credibility for all climbers.
- Provide this information to the media in a press release. This step will likely result in a well deserved pat on the back for the people who helped in the project and make the public more aware of climber's commitment to stewardship.
Following your event, please return the post event survey. Doing so will register your event for the "Adopt-a-Crag Event of the Year" award, to be announced in the November issue of the Access Fund's Vertical Times.
For more information on Adopt-a-Crag projects, contact Charlie Boas at 303.545.6772 ext 112.