Guests

The mandate of Kamloops Hiking Club is to organize hiking, snowshoeing, backpacking, and other outdoor events for its members first and foremost.    KHC has no obligation whatsoever to allow guests on events, but is willing to support non-members who are family members, new partners, new to town arrivals, or where the guest provides assistance to the hike leader (i.e. new hiking route/area) or where there are special circumstances.

Guest Policy

Kamloops Hiking Club’s policies were developed to protect both the Club and the Event Leader.

  • Processing guests is a time-consuming process so we expect the interested sponsor member and their guest(s) to do the legwork in a timely fashion.  We ask that all event participants follow our KHC Guidelines and Expectations
  • Guests must have a club sponsor and must complete an e-waiver for each event – no exceptions & pay $15 per event.
  • Minors (under 19) of club members may participate as a guest, but under BC laws, the waiver is not legally valid for a minor so an Assumption of Risk form must be completed; See the Minors page for more information.
  • All guests are limited to three events with the club in a given year, a stipulation of our insurance policy.  Guests who have paid the guest fees (3 x $15), and who have completed 3 events with KHC are eligible to become a member (fees will be considered as paid at that time) for the given registration  year.
  • Members and Event Leaders may invite a guest to an event.   The club sponsor for the guest will contact the Event leader to confirm space is available and that the event is suitable for the guest and will guide the guest through the process (e-waiver, fee, KHC Guidelines and Expectations & 10 Essentials, etc).
  • The Event Leader approves the guest booking request that comes from the guest’s sponsor. The Hike Leader may also be the “sponsor” of the guest. 
  • The Board reserves the right to intervene in any event that is not in the best interest of the Club.

Sponsor Member

  • Needs to check to see if guests are permitted on hike by contacting the Event leader (by phone, email to text) and to confirm the event is a good fit.  If guests are permitted for that event, the sponsor member registers 2 places on the event.
  • Guest (or the sponsor member must pay for guest fees by an e-transfer as we do not accept cash or cheques.
    • Send e-transfer of $15 per event to treasurer@kamloopshikingclub.net.
    • Send a second email treasurer@kamloopshikingclub.net if the sender’s name is different from the guest’s name along with the event name.
  • Must direct their guest to complete the online waiver.   If the waiver is not completed in a timely fashion, the guest cannot participate in a KHC event.   It is the sponsor member’s responsibility to ensure this is done. If a waiver is not completed, both the Club and the hike leader are more liable for problems if an accident occurs so non-compliance with this expectation will result in an intervention by the Board, blocking future guest registrations.
  • Must obtain the guest’s Contact information in the event of an emergency and must ensure the guest is familiar with KHC Hiking Expectations & 10 Essentials, etc) and capable of participating the the selected event.
  • Adds a comment to the event listing with the guest’s name after the e-waiver & fees are processed.

Guest

  • Guest (or the sponsor member) must pay for guest fees by an e-transfer as we do not accept cash or cheques.
    • Send e-transfer to treasurer@kamloopshikingclub.net.
    • Send a second email treasurer@kamloopshikingclub.net if the sender’s name is different from the guest’s name along with the event name (to treasurer@kamloopshikingclub.net).
  • Must complete the Smartwaiver – Guest e-Waiver
    • Provide the following information:  First & Last Name,  Gender, Date of Birth, Email Address, Sponsor Name, Hike Leader, Event Name & Event Date.
    • An email is sent from Smartwaiver to the following:  Email the guest provided and to the following KHC Email Accounts, MemberServices, Treasurer & WebsiteHelp.
    • Note:  The email contains a link for the actual e-waiver which is valid for 3 days.  The guest needs to download the e-waiver to a pdf and/or print the e-waiver as it needs to be shown to the Event Leader.

Hike Leader

  • Collaborate with the sponsor member (by phone, email, text) and let them know if their guest is welcome on your event.
  • At the start of the event, check in with the sponsor member and guest and review the guest’s e-waiver.

WebsiteHelp & Treasurer

  • WebsiteHelp will download the e-waiver to PDF & will store all guest e-waivers in a folder in the email account.
  • The Treasurer will confirm that payment is received for each guest e-waiver that is received and will also add a comment to the event when payment is received.

Revision History

  • March 16, 2024 – MTaki removed the restriction to display the page to just logged in users.
  • Sept 27, 2023 – MTaki Added a few more details regarding the Guest fee
  • May 2, 2023 – The Guest process & e-Waiver changes were reviewed/approved at the Board meeting & will be implemented.
  • April 25, 2023 – MTaki revised the Guest policy information to match our KHC mandate, guest policy, e-waiver, fee payment & event booking process.
  • April 19, 2023 – MTaki added back the Guest information details (obtained from the Board Hub) which were previously removed by PGendron on Jan 16, 2023 when the club didn’t support Guests.  Also fixed the code so that the information is only visible to logged in users.