The Guide Service Liability Checklist: 12 Things to Check Before Every Trip

Why Checklists Matter in Adventure Sports

Aviation has used pre-flight checklists for decades because they save lives. The same principle applies to adventure guide services. No matter how experienced you are, a checklist ensures nothing gets missed when you're rushing to get a group out the door at 6 AM.

The 12-Point Pre-Trip Checklist

1. Participant Screening Complete

Every participant should have submitted: medical disclosure form, emergency contact information, fitness level self-assessment, and signed liability waiver. Store these digitally so you can access them in the field if needed.

2. Weather Check and Backup Plan

Check weather forecast within 12 hours of departure. Have a written backup plan for adverse conditions. Make the go/no-go decision before participants arrive.

3. Equipment Inspection

Inspect all safety equipment: helmets, harnesses, ropes, carabiners, PFDs, or whatever your activity requires. Tag any questionable items for retirement. Document inspections.

4. Guide Certifications Current

Verify lead guide has current certification for the activity. Check that Wilderness First Responder or equivalent medical certification is current. Confirm guide-to-participant ratio meets your standards.

5. Communication Plan Established

If you'll be out of cell range: satellite phone or radio checked and charged. Someone at base knows your route and expected return time. Emergency contact numbers programmed and accessible.

6. First Aid Kit Stocked

Verify first aid kit is fully stocked. Check that any activity-specific medical supplies are included (EpiPens, altitude meds, etc.). Ensure guides know where everything is located.

7. Insurance and Permits

Confirm your general liability insurance is current. Verify any required permits are obtained and on-hand. Check that participant accident protection is active.

8. Vehicle and Transport

If driving to trailhead: vehicle inspection complete, insurance current, emergency kit in vehicle, spare tire checked.

9. Participant Briefing Prepared

Have a standardized safety briefing script. Cover: what to expect, safety protocols, hand signals or communication methods, what to do if separated from group, and how to signal for help.

10. Emergency Action Plan

Written plan for common emergencies: injury requiring evacuation, participant separation, equipment failure, severe weather. Guides know evacuation routes and procedures.

11. Participant Gear Check

Verify participants have appropriate clothing and footwear. Check that personal equipment (if required) meets standards. Confirm everyone has adequate water and nutrition.

12. Final Headcount and Expectations

Confirm final participant count matches reservation. Set clear expectations for difficulty, duration, and turnaround time. Make sure everyone knows the guide has final say on safety decisions.

The Insurance Gap Most Guides Miss

Your general liability insurance protects your business if someone sues. But if a participant gets injured and faces $8,000 in medical bills, your insurance doesn't help them—it only protects you from being sued.

Progressive guide services include participant accident protection on every trip. If someone gets hurt, their medical expenses are covered. No angry participant facing unexpected bills, no bad reviews, no lawsuit. Just good risk management.

Making It a Habit

Print this checklist and laminate it. Keep one in your gear room, one in your vehicle, and one at your booking desk. Train every guide to run through it before trips.

The 10 minutes you spend on this checklist could save you from a six-figure lawsuit—or worse, a serious accident that could have been prevented.