About tour management in sea kayaking

About trip management and incident management in sea kayaking

Theory and practical approaches

Author: Frederik Laursen, October 2024

Introduction

Sea kayaking is a popular activity with increasing appeal due to its combination of physical challenge and nature experience. With this interest also comes a responsibility for safety and professionalism, especially for those who act as tour leaders. Tour leading in sea kayaking requires an in-depth understanding of both technical skills and management methods to ensure a safe and satisfying experience for participants. Incident management is a key element of this discipline, as unforeseen situations can arise even under the best planned conditions. This article aims to review the basic principles and strategies of trip management in sea kayaking with a particular focus on incident management.

Tour management in sea kayaking

Sea kayaking trip management encompasses a range of skills, all aimed at ensuring participant safety, efficient navigation and a positive experience. The tour leader’s tasks range from pre-trip planning and risk assessment to the dynamic management of the group’s movements and individual needs during the kayaking trip itself. This requires a mix of technical skills, leadership, communication skills and the ability to quickly make informed decisions under pressure.

1. Planning and preparation

Effective trip management begins long before the kayak hits the water. Thorough pre-trip planning encompasses several aspects, including weather forecasts, tidal and current conditions, route selection and safety equipment. It is crucial that the trip leader conducts a risk assessment of the chosen area and evaluates potential hazards such as wind and weather conditions, strong currents, sudden weather changes and local maritime conditions.
In addition, the assessment of the group’s overall skills. An experienced trip leader will ensure that the difficulty of the trip matches the kayaking skills and physical abilities of the participants. It’s also important to have backup plans in case conditions change unexpectedly along the way.

2. Tour leader’s equipment

The tour leader has packed their kayak before the tour so that every possible situation has been taken into account. The tour leader has a packing list of equipment that is always brought along on guided tours. Here is an example of the important items that should be in the tour leader’s kayak:
Life jacket, knife, spare paddle, tow rope, deck compass and handheld compass, waterproof cell phone, VHF radio, emergency rocket, whistle, foil blanket, survival bag, stormcag, blanket/sleeping bag, emergency hatch, duct tape, zip ties, extra set of dry clothes, lighter, first aid kit including painkillers and antihistamine tablets, rope, snack, extra drinking water, etc.

3. Group dynamics and leadership on the water

Once the kayaking trip is underway, the role of the trip leader is to guide the group safely through the challenges on the water while taking individual participants into account. This requires the leader to have a constant overview of the group’s position, physical and mental state, as well as the ability to adjust the pace or route as needed.
Communication is key to successful tour management. On the water it can be difficult to hear, so effective visual cues, such as arm movements or whistle sounds, must be agreed in advance. The tour leader must also be able to read and respond to non-verbal cues from participants, such as signs of fatigue or stress that may indicate the need for a break or change in the tour plan.

4. Incident prevention through management strategies

The best incident management is prevention. This means that the tour leader is proactive in their approach to risks. For example, keeping the group close together in areas with e.g. offshore winds, strong currents or continuously assessing the weather and making early decisions if weather conditions deteriorate.
The technical skills of the tour leader also play a crucial role in prevention. Proper navigation, assessing wave conditions and choosing the safest routes are essential to avoid dangerous situations. In addition, a thorough pre-trip briefing where all participants are instructed in basic safety procedures and emergency maneuvers is an important part of prevention.

Incident management: Managing incidents at sea

Even with thorough planning and skilled management, incidents can happen at sea. This is where incident management becomes crucial. Incident management refers to the organized handling of emergencies or unforeseen events that can occur during sea kayaking, such as capsizing, damage or adverse weather conditions.

1. Situational awareness and assessment

The first step in effective incident management is early identification and assessment of a potential incident. This requires the trip leader to have constant situational awareness – both in terms of environmental conditions and the state of the group. An experienced trip leader will be able to spot early signs of trouble, such as a participant falling behind or sudden changes in wave or weather conditions.

2. Response to capsize and rescue

Capsizing is one of the most common incidents in sea kayaking. It requires a quick and effective response from the trip leader and other participants. A successful rescue depends on several factors, including the participant’s ability to remain calm and the trip leader’s technical skills in rescue maneuvers, most commonly buddy rescue.
In addition, all participants should be trained in self-rescue and buddy rescue, which provides an extra margin of safety if the trip leader cannot immediately assist.
It is also important that the tour leader does not carry out the rescue themselves, but delegates the task immediately to maintain an overview in case of another capsize.

3. Communication during crisis situations

Communication is crucial during an emergency. In the event of an incident, the trip leader must ensure that all participants know what is happening and what actions are expected of them. Using a cell phone, radio system or whistle signals may be necessary, especially if the group is spread out over a large area. If the situation is more serious, the trip leader must quickly assess whether external assistance is needed and activate an emergency procedure such as calling rescue services.

4. Prioritizing safety and decision making

In an emergency situation, it is the tour leader’s responsibility to prioritize the safety of participants above all else. This can involve difficult decisions, such as shortening or canceling a trip if weather conditions deteriorate or a participant is injured. The tour leader’s ability to make clear, quick and informed decisions in crisis situations is crucial to minimize risk and ensure the incident is handled correctly.

In more extreme cases, such as if a participant suffers from hypothermia or is unable to rescue themselves after capsizing, the trip leader must be able to make a quick assessment of resource allocation: who can help with rescue or towing, and how can the group be kept together and calm while waiting for assistance?

5. Post-event evaluation and learning

Once an incident is over, it’s important to evaluate what happened and how it was handled. This evaluation, often called a “debrief”, helps the trip leader and participants learn from the experience and improve future procedures. Post-evaluation focuses on what went well, what could have been done better, and what improvements can be implemented for future trips. This is not only important to improve future tours, but also to ensure that the tour leader and participants are better prepared for similar situations in the future.

Summarizing

Tour leading in sea kayaking is a complex discipline that requires both technical and managerial skills. Incident management is an essential part of the trip leader’s responsibility, as unforeseen incidents can occur during even the most well-planned trip. By following structured and professional management strategies as well as a well-packed kayak with safety equipment, risks can be minimized and participants can be ensured a safe and positive experience. The combination of thorough planning, effective communication, technical proficiency, and quick decision-making under pressure enables trip leaders to manage incidents effectively and ensure that sea kayaking remains a safe and enjoyable activity for all involved.