Overlimits Crew Training Manual 2025 PDF

2025 CREW DUTIES OF A CREW MEMBER Page 2 - Index Page 3 - Aim of this manual Page 4 - Welcome message Page 5 - Mission / Vision / Values Page 6 - Clients Page 7 - 8 - Role of the crew member Page 9 - Protocols Page 10 - Steps done Page 11 - All Seasons Page 12 - Considerations Page 13 -...

2025 CREW DUTIES OF A CREW MEMBER Page 2 - Index Page 3 - Aim of this manual Page 4 - Welcome message Page 5 - Mission / Vision / Values Page 6 - Clients Page 7 - 8 - Role of the crew member Page 9 - Protocols Page 10 - Steps done Page 11 - All Seasons Page 12 - Considerations Page 13 - Culture + Diversity Page 14 - Safety + conduct Page 15 - 16 - Litter + Local economy Page 17 - 18 - 19 - 20 - Checklist before and during an event Page 21 - 22 - 23 - Mobile Phones Page 24 - GDPR Page 25 - Complaints procedure Copyright © overlimits 2024 2 Aim of the Overlimits Training Manual To ensure that all crew members are well-prepared, knowledgeable, and capable of delivering the highest standards of event safety and enjoyment. It serves as a comprehensive guide to: Equip Crew Members: Provide essential skills and knowledge for handling various event scenarios, including safety procedures, first aid, communication, and equipment use. Promote Consistency: Ensure that all crew members are aligned with Overlimits' values, standards, and practices, promoting a uniform approach to event management and participant interaction. Enhance Safety: Emphasise the importance of safety protocols and emergency response procedures to protect both crew members and event participants. Support Development: Offer ongoing training and development opportunities, encouraging crew members to grow and progress within the organisation, from volunteers to professional guides. Foster a Positive Culture: Encourage a supportive, inclusive, and enthusiastic environment, where crew members feel valued and motivated to contribute their best efforts. By following the training manual, Overlimits aims to create a cohesive, skilled, and dedicated team that can handle challenges effectively, provide exceptional support, and ensure memorable, positive experiences for all participants. 😊🚀 OUR EVENTS HAVE RAISED MORE THAN £2,000,000 For great causes - making a difference Copyright © overlimits 2024 3 Welcome to overlimits Overlimits Overview 🌟 Since our inception in 2012, Overlimits, a proud UK-based team, has safely managed events to 🎉 support various charities, helping to raise over £2,000,000! We partner with an incredible range of organisations, including foodbank providers, hospices, NHS charities, Armed Forces charities, helicopter rescue services, RSPCA, mental health aid providers like Mind, and many more. ❤️ Working with such diverse clients, each with their unique needs and expectations, we rely on our ✨ capable, competent, and caring crew members to shine. What makes our team special is their journey—many started as clients on our walks and then moved on to attend training courses or volunteer at events. Some even go on to become associate walking guides or earn 🏔️ professional qualifications like the Mountain Leader award. Others are happy being part of the team, lending a hand whenever they can. 🌳 Our volunteers are friendly, helpful, and passionate about the outdoors. They play a crucial role in ensuring we deliver the highest standards of event safety and enjoyment. Overlimits consistently receives high praise for the professionalism, friendliness, and focus of our crew, which makes us incredibly proud. 🌟 Join us and experience the joy and fulfilment of being part of a team that truly makes a difference! 😊🚀 Copyright © overlimits 2024 4  Our Mission To help people safely overcome personal boundaries and exceed their physical or psychological limits. Our Vision To be the go-to event management team, trusted by charities, businesses, and the public. Our Values Our actions are driven by leadership, transparency, integrity, ownership and commitment. Copyright © overlimits 2024 5 Some of our clients Copyright © overlimits 2024 6 The role of a crew member Expectations and Responsibilities - what you may be doing: Set up and take down event stands/infrastructure. Welcome walkers, arrange parking, and serve hot/cold drinks. Liaise with clients, provide assistance and updates. Offer refreshments, support, and encouragement to walkers. Issue finisher medals and celebrate participants' achievements. What We Expect: Be flexible and willing to help where needed. Show enthusiasm for our mission. Be ready to volunteer within a team or individually. What Happens Next? We foster growth and development for volunteers aiming for more responsibility, from enthusiastic walkers to professional walking guides. Experienced assistants, many starting as volunteers, provide valuable support. You'll be welcomed into our community, offering ideas and suggestions for improvement. We provide free associate guide support training, gear discounts, and a Facebook community for sharing tips, places, and advice. Volunteering is easy, rewarding, and makes a positive difference. Opportunities: Driver support (minibus or van). Base station admin on charity walk dates. Event support crew member. Associate guides (qualified) gaining experience towards ML status. Website development and social media community development. Inspire weary walkers. Improvise shelter in challenging weather (equipment provided). Deliver first aid in difficult conditions. Maintain effective communications. Track walker locations. Back sweep to ensure all walkers are accounted for. Assist other walkers, even if they're not Overlimits clients. Provide refreshments/water. Ensuring safety for self and others. Copyright © overlimits 2024 7 Safety and Emergency Procedures Risk Assessment: Identifying and Mitigating Hazards Risk assessment involves systematically identifying potential hazards in the event environment and evaluating the risks associated with them. The process includes: Hazard Identification: Recognising potential sources of harm such as uneven terrain, weather conditions, or equipment malfunctions. Risk Evaluation: Assessing the likelihood and potential impact of each hazard. Mitigation Measures: Implementing strategies to reduce or eliminate risks, such as proper equipment use, route planning, and contingency plans. Emergency Response Protocols: Steps to Take in Case of an Emergency Emergency response protocols are clear, predefined steps to follow in various emergency situations to ensure prompt and effective action. This includes: Initial Assessment: Quickly evaluating the situation to understand the nature and severity of the emergency. Alerting Authorities: Contacting relevant emergency services. Providing First Aid: Administering care to stabilise individuals until help arrives. Evacuation: If necessary, safely moving participants to a secure location. Communication: Keeping all team members informed and coordinating actions to manage the emergency effectively. First Aid Our team members to take First Aid seriously and we encourage them to get their Outdoor First Aid qualification. Event evacuation Plans Rarely do we need to evacuate an event however it has happened and could happen again, when there is a heightened risk we plan and prepare for such an event such as bad weather (Lightning) Moorland fires, or RTA (road traffic accident/s). Escape Routes: Identifying and marking clear evacuation routes and assembly points. Communication Plan: Ensuring all crew members know their roles and how to communicate during an evacuation. Practice Drills: Conducting regular drills to ensure everyone is familiar with the procedures. Post-Evacuation Protocols: Accounting for all participants and crew members and providing necessary support after evacuation. Copyright © overlimits 2024 8 Communication Protocols During your training and or prior to any event you will be taught the following protocols. Radio and Mobile Phone Use: How to use communication devices effectively. Reporting Procedures: How to report incidents and near misses. Team Communication: Best practices for effective communication within the team. Equipment Handling Personal Gear: Recommended clothing and personal equipment. Event Equipment: Usage and maintenance of event-specific gear. Safety Equipment: Proper handling and use of safety gear. Event Operations Checkpoint Management: Setting up and managing checkpoints. Participant Interaction: How to interact with participants professionally and supportively. Route Navigation: Understanding and navigating event routes. Customer Service Service Standards: Expected behavior and professionalism. Handling Complaints: Procedures for addressing participant complaints. Creating Positive Experiences: Tips for enhancing participant satisfaction. Copyright © overlimits 2024 9 Ever wondered how many steps we have done? A random guess at a number, but a fair one! Copyright © overlimits 2024 10 Hope that you enjoy 4 seasons weather Being a crew member can be challenging, with every season testing our marshals' kit, skills, and patience. However, it is also hugely rewarding, as Overlimits frequently receives high praise for our crew members' professionalism, friendliness, and focus. The dedication and resilience of our team truly shine through, making a significant impact and earning the respect and gratitude of those we support. Copyright © overlimits 2024 11 Considerations Environmental Considerations Leave No Trace Principles: Minimising environmental impact. Wildlife Awareness: Understanding and respecting local wildlife. Health and Wellbeing Self-Care: Tips for maintaining physical and mental health. Dealing with Stress: Strategies for managing stress during events. Cultural Sensitivity Diversity and Inclusion: Respecting and valuing diversity. Cultural Awareness: Understanding and respecting different cultures and backgrounds. Training and Development Ongoing Training: Opportunities for skill enhancement and certification. Feedback Mechanisms: How to give and receive feedback constructively. Administrative Details Documentation: Keeping records, incident reports, and participant information. GDPR Compliance: Handling personal data responsibly. Copyright © overlimits 2024 12 Overlimits Culture and Diversity Statement 🌍🌈 At Overlimits, we celebrate and embrace diversity, recognising it as a fundamental strength of our team and community. As a UK-based company, we are committed to fostering an inclusive and supportive environment where every individual feels valued. Our Commitment to Diversity and Inclusion: Equality: We are dedicated to providing equal opportunities for all, regardless of race, ethnicity, gender, age, disability, sexual orientation, religion, or socioeconomic background. Respect: We cultivate a culture of mutual respect and understanding, where differences are not only accepted but celebrated. Empowerment: We strive to create an environment where everyone has the opportunity to contribute their unique perspectives and talents. Support: We actively support our team members through training, mentorship, and resources that promote personal and professional growth. Our Actions: Recruitment: We ensure our hiring practices are fair and unbiased, actively seeking talent that we believe is capable of being part of our team. Training: We aim to provide ongoing diversity and inclusion training to all our volunteers, fostering awareness and understanding. Feedback: We encourage open dialogue and feedback to continually improve our practices and policies. Zero Tolerance Policy: We will actively encourage individuals to address any behaviour that compromises our values. This includes but is not limited to, racist, misogynist, or misandrist behaviours. We are committed to fostering an environment of respect and inclusivity, and we will take proactive steps to encourage positive change. Our goal is to create a welcoming space for everyone, and we will not tolerate any actions that undermine this commitment. At Overlimits, we believe that a diverse and inclusive workplace leads to greater creativity, innovation, and success. We are committed to building a culture where everyone feels welcome, valued, and empowered to make a positive impact. Copyright © overlimits 2024 13 Check... Safety During an event, your event lead guide is 100% responsible for the overall safety of all including you. That said, there are some things that you should take responsibility for and you can’t avoid your legal responsibilities which you should very clear about: Conduct What do you expect a support guide/marshal to know? Where the next CP is How far it is to go to the very end How long it will take to get to the next checkpoint and to reach the very end Emergency issues What to do How to use their gear (walkie talkies etc) A bit about the company’s history and who’s who A bit about the area and route that they are doing Copyright © overlimits 2024 14 Litter Over 30 bags of litter collected from the Yorkshire Dales 3 peaks route annually Copyright © overlimits 2024 15 Contributing to the local economy Retailers Petrol stations Hotels Bed n Breakfasts Campsites Outdoor retailers Pubs Food suppliers Car parks National Park Copyright © overlimits 2024 16 Checklist prior to supporting an event Mobile 100% charged / powerbank stored Fluorescent bib/event identifier Spare zinc oxide sports tape Walkie Talkie (protected, charged, tested, spare battery) Life 360 on mobile (with event lead, removed post-event for safety tracking) Marshall briefing document (review before checkpoint deployment) Risk assessment document (on-ground assessment on the day) Safety essentials: Equipment, food, refreshments, water Spare ponchos (3 plastic safety ponchos) Safe, identifiable checkpoint (risk assessed) Tent/shelter equipment (practice setup in poor conditions; manager check) Waterproof/laminated maps (learn map and compass use if needed) Use OS Maps or Memory Map app Laminated names list Pen/hole punch (collect at the start) Spare pen/notepaper (for notes/incident info) Continued: If you are unsure about any aspect of marshalling ask your event director. Copyright © overlimits 2024 17 Checklist Food for the day (and emergency food) Flask with a hot drink First Aid Kit (be trained or have the kit) Emergency Procedures (know emergency response protocols) Incident Log Book (in Phil Lee’s vehicle) Riddor Reporting Form (in Phil Lee’s car) Distance Information (to next CP, toilets, event end) Catering/Refreshments (know local shops/provisions) Toilet Locations Security (do not accept liability for walkers' gear) Communications (check comms onsite) Liability Insurance (covered by KO) Emergency Procedures (familiarize with lost person policy) Parking Risk Assessment (fees covered by KO) Emergency Cancellation (covered by PL/KO) Useful Info (about route/locals) Self care (what to do if concerned) Return Items (all borrowed items before departure) Dogs (not allowed without event lead approval, not covered by insurance) Code of Conduct (country code, customer care, personal responsibility) Spare Clothing (carry bag with toiletries and spare dry gear, including a towel) If you are unsure about any aspect of marshalling ask your event director. Copyright © overlimits 2024 18 Ground rules Responsible Dog Owner: Ensure dog equipment and refreshment. Avoid Topics: Politics, Gossip, Sex, Religion, Negativity. Road Safety: Single file, front/rear markers. Proper Kit: Ensure right equipment. Photos: No photos of crew/clients unless assigned or for safety incidents. When Ground Rules are Compromised Intervene: Change the subject. Reminder of agreements: Address privately when alone. Report: Inform event lead if they persist, ask to stop in private. Last Resort: Ask them to leave. Remind all about ground rules. Kit and Equipment Own Gear: Clothing, footwear, socks, bad weather gear. Walkie Talkie: Keep dry - you may be charged for damaged equipment. First Aid Kit: Own and issued and up to date. Name Check List: Marking walkers, completing accident reports. Incidents: Record photos, statements, injured party contacts. Hot Drinks/Refreshments: Bring spare Headtorch, hat, gloves, + ponchos (x3). Reporting Protocols Report Needs: What, why, near misses. Report Recipients: Who gets it, data protection. Report Duration: How long to keep it. Take photos or video for the recording of safety information. Copyright © overlimits 2024 19 Mid-Walk Guidelines Guide Position: Front/rear, engage with all. Involve Group: Stop and chat, keep it fun but respectful. Avoid Topics: Sex, Religion, Politics, Gossip. Relevant Topics: Footpath erosion, health, foods for walking. Awareness: Distance/time to next checkpoint, group activity. Health: Spot exhaustion, appropriate kit, eating/drinking. Blister/Foot Issues: Watch out. Photos: Complimentary, approved by event lead. Completion Steps Check All Are Back: Confirm satisfaction. Thank them. Rubbish Collection: Gather and dispose of any rubbish. Feedback: Ask for and collect feedback. Photos: Send to the event lead who will forward them to the client If you are unsure about any aspect of marshalling ask your event director. Copyright © overlimits 2024 20 Mobile Phones A Lifesaving Adventure 📞❄️ In the midst of a fierce storm that had already wreaked havoc and killed 13 in Louisiana USA, a group of Overlimits adventurers set out to conquer the National 3 Peaks Challenge. As they ascended Ben Nevis, the storm had travelled across the Atlantic and unleashed its fury on the West of Scotland, transforming the mountain into a treacherous expanse of ice- cold rain driven by 40 mph+ winds on a pitch-black night. At 11 PM, with the summit seeming unattainable, they stumbled upon a desperate scene— a group of five huddled together, drenched and shivering uncontrollably. Hypothermia had set in for one member, with blue lips and clammy skin signalling the urgency of their situation. The mountain leaders knew they had to act fast. Reaching for their "waterproof" Sony phone, their hopes were dashed as it failed, water- damaged and dead. But in a stroke of luck, a humble Caterpillar phone, stashed away as a backup, came to the rescue. This unassuming, rugged device, typically overlooked for its simplicity, became their lifeline. As the storm howled around them, they dialled Mountain Rescue. Their voices were urgent, cutting through the chaos. Despite the perilous conditions, the call got through. Following precise instructions from the rescue team, the Overlimits adventurers managed to guide the stricken group to safety. The ordeal underscored the profound importance of dependable gear and meticulous preparation, highlighting the incredible resilience and teamwork displayed that night. By the time the rescue was completed, all five members of the distressed party were safely evacuated, with no injuries. The stormy night on Ben Nevis transformed from a potential tragedy into a heroic tale of survival, underscoring the critical role of simple, reliable tools in life-threatening situations. 🏔️📞❄️ Copyright © overlimits 2024 21 Using Mobile Phones as a Mountain Leader in the UK 📱⛰️ Mobile phones enhance safety, navigation, and communication for mountain leaders but should complement traditional skills. Benefits 🧭 Navigation : GPS for accurate tracking. 📞 Communication : Instant contact with team and emergencies. 🚀 Satellite Comm : Latest phones for emergencies. 🗺️ Real-Time Tracking : Apps like Life360, Google Maps. 📝 Documentation : Photos, videos, notes. 🛡️ Safety Apps : Precise locations. 🌦️ Weather Updates : Real-time forecasts. 🚨 Emergency Alerts : Nearby hazards. 🏥 First Aid : Medical guides. 🗺️ Route Planning : Apps like OS Maps, Memory Map. 📷 Recording : Document hikes. 🎶 Entertainment : Music, audiobooks. 🌿 Education : Identify flora, fauna. 🏃‍♂️ Fitness Tracking : Health metrics. Challenges ⚙️ Technology Reliance : Maintain traditional skills. 🔋 Battery Life : Carry power banks. 📶 Signal Availability : Limited in remote areas. 🌿 Environmental Impact : Respect nature. Best Practices 📜 Supplement, Not Replace : Use with traditional skills. 🔋 Preparation : Fully charge, carry power banks, check IP ratings. 🌲 Respect Environment : Minimize use. 🚑 Emergency Protocols : Clear usage plans. ⚡ Competency : Know how to use in adverse conditions. IP Ratings IP67: Dust-tight, immersion up to 1 meter. IP68: Dust-tight, continuous immersion. Why IP Ratings Matter: Durability: Withstand elements. Longevity: Protect internal components. Usability: Confident usage in various conditions. Copyright © overlimits 2024 22 Understanding IP Ratings 📱🔒 An IP68-rated phone is fully dust-protected and can be submerged in water beyond 1 meter for up to 30 minutes, making it highly durable for tough environments. However, real- world conditions and wear can affect its performance. Here are some practical tips: Regular Checks: Inspect seals and covers, especially after water exposure. Avoid Prolonged Exposure: Minimize extended contact with water and dust. Use Protective Cases: Consider higher-rated covers for extra protection. Knowing IP ratings helps you safeguard your devices in various conditions. Humble Cat: Affordable (£50) with IP68 rating and dual sim, perfect for backup or emergencies. 🌊📞 Using Free Location Sharing with Google Maps 📱🗺️ Open Google Maps: Launch the app on your smartphone. Sign In: Ensure you're signed into your Google account. Tap Your Profile Picture: Located at the top right corner. Select Location Sharing: Choose this option from the menu. Start Sharing: Tap "Share location". Choose Duration: Select how long (e.g., 15 minutes, 1 hour). Select Recipients: Choose contacts or enter phone numbers/emails. Send: Tap "Send" to share your location. Important Reminders Turn Off Location Sharing: Disable when done sharing. Battery Usage: Location sharing can drain battery, turn off when not needed. Privacy: Share your location mindfully. Conclusion Mobile phones are crucial for mountain leaders, boosting safety and efficiency, but should be used responsibly. Maintain traditional navigation skills and respect the environment. Copyright © overlimits 2024 23 Overlimits GDPR Policy Overlimits adheres to the General Data Protection Regulation (GDPR) to ensure the protection of personal data. Our policy includes: Data Protection Principles: Personal data is used fairly, lawfully, and transparently, for specified purposes, and kept secure. Individual Rights: Individuals have the right to access, correct, delete, and restrict the processing of their data, as well as the right to data portability and object to certain types of processing. Data Minimisation: Only necessary data is collected and retained for the required duration. Accountability: Overlimits maintains clear policies and procedures to demonstrate compliance with GDPR, including regular reviews and updates. Data Security: Measures are in place to protect data against unauthorised access, loss, or damage. By following these principles, Overlimits ensures that personal data is handled responsibly and complies with legal requirements, fostering trust and confidence among participants, corporate and charity partners. Copyright © overlimits 2024 24 Overlimits Complaints Procedure Step 1: Initial Contact Contact Method: Email, phone, or write to our designated complaints officer. Details Required: Provide your name, contact information, and a detailed description of your complaint. Step 2: Acknowledgement Response Time: We will acknowledge receipt of your complaint within 3 working days. Confirmation: You will receive a confirmation email or letter with a reference number for your complaint. Step 3: Investigation Review: Our complaints officer will review your complaint and gather relevant information. Timeline: The investigation will be completed within 14 working days. Step 4: Resolution Outcome: We will inform you of the outcome and any actions taken to resolve the issue. Feedback: You will receive a formal response detailing the findings and any steps we have taken. Step 5: Escalation Unresolved: If you are not satisfied with the outcome, you can request an escalation to a senior manager. Final Decision: A final decision will be made within an additional 7 working days. Step 6: External Bodies Legal Ombudsman: If the issue remains unresolved, you have the right to contact the Legal Ombudsman or relevant regulatory body. Step 7: Continuous Improvement Learning: We take all feedback seriously and use it to improve our services. Updates: You will be informed of any changes made as a result of your feedback. We are committed to providing the highest level of service and addressing any concerns promptly and fairly. Your feedback helps us improve and ensure a positive experience for all participants. Copyright © overlimits 2024 25 Notes: Copyright © overlimits 2024 26