Meet Guidelines
This paper should be read by all AC members intending to attend or coordinate a
club meet. It contains useful guidance on general safety, insurance and liability,
guests, incidents and competence. There is a FAQ section at the end.
1. General
1.1 Many people attending a climbing meet arrive with a climbing partner. If you are
attending a meet on your own it is usually possible to join in with others. Please be
realistic about your experience and the standard at which you climb!! Failure to do this
may endanger yourself and those you are climbing with.
1.2 Experienced members may offer advice or suggestions but NO formal instruction or
guiding is offered on meets, other than on specific skills transfer meets. The BMC states
‘ ... climbing, hillwalking and mountaineering are activities with a danger of personal
injury or death...’ All participants must be aware of this and are responsible for their
own safety.
2. UK based Climbing meets
2.1 Members Based in the UK
2.1.1 All UK based members have 3rd party civil liability insurance through the Club’s
Combined Liability Insurance. This is obtained when the Club affiliates the Club’s UKbased
members to the BMC.
2.2 UK-Based Guests
2.2.1 Any participating guest of an Alpine Club member attending a UK-based meet must
be a member of either a BMC, Mountaineering Scotland or Mountaineering Ireland
affiliated club, or an individual member of the BMC, Mountaineering Scotland or
Mountaineering Ireland. For non-participating guests see section 7.
2.2.3 It is the responsibility of the member taking their participating guest to confirm to
the Meet co-ordinator that their participating guest is affiliated to the BMC,
Mountaineering Scotland or Mountaineering Ireland either via a Club or as an individual
member. Where possible they should state the guest’s BMC, Mountaineering Scotland
or Mountaineering Ireland membership number and the Club that they are affiliated to.
2.3 Members Based Overseas
2.3.1 The Club has a number of members who are based overseas, defined as outside
Great Britain and Northern Ireland, Isle of Man, Channel Isles, and Republic of Ireland,
who are not covered by the Club’s Combined Liability insurance. This is because, under
the terms and requirements of BMC Affiliation, the Club is unable to affiliate members
based overseas.
2.3.2 It is likely that these Alpine Club members based overseas will be members of some
other alpine club. Through this membership they are likely to have insurance for
mountaineering and climbing. Analogous to UK members having to arrange their own
search, rescue and third-party insurance for trips to the Alps, members based overseas
must arrange for equivalent insurance for climbing and mountaineering in the UK.
2.3.3 It is the responsibility of the member who is based overseas to provide details to
the Meet co-ordinator of their insurance provider, policy number and insurance contact
details.
N.B. Affiliation to the BMC is determined by the member’s address recorded in
the members’ database. Those members based overseas, or temporarily living
overseas, can check with the Office Manager or the Membership Secretary
whether or not they are affiliated to the BMC during the year in question.
2.4 Guests Based Overseas
2.4.1 It is likely that participating guests who are based overseas will be members of some
other alpine club. Through this membership they are likely to have insurance for
mountaineering and climbing. Analogous to UK members having to arrange their own
search, rescue and third-party insurance for trips to the Alps, participating guests based
overseas must arrange for equivalent insurance for climbing and mountaineering in the
UK.
2.4.2 It is the responsibility of the member taking a participating overseas guest to
provide details to the Meet co-ordinator of their guest’s insurance provider, policy
number and insurance contact details.
2.5 Joint Meets in UK with overseas mountaineering organisations or clubs
2.5.1 From time to time the Alpine Club hosts meets in the UK with an overseas
mountaineering organisation or club.
2.5.2 Analogous to UK members having to arrange their own search, rescue and thirdparty
insurance for trips to the Alps, those from overseas attending these joint meets
must arrange equivalent insurance for climbing and mountaineering in the UK.
2.5.3 It is the responsibility of the Meet co-ordinator to gather the details of those
attending from overseas of their insurance provider, policy number and insurance
contact details.
2.5.4 Some UK Meets may require those attending to show that they have particular
competence. As the Meet co-ordinator you should work with the overseas
mountaineering organisation or club to ensure the attendees meet any competency
requirements.
3. Joint Meets
3.1 From time to time the Alpine Club hosts meets with other UK clubs, either in the UK
or overseas. Attendees should communicate to the Meet co-ordinator, when they
register for the meet, under which club they are attending. Their attendance at the meet,
and that of any participating or non-participating guest, is then subject to the Meet
Guidelines of that Club.
4. Overseas based Climbing meets
4.1 When an Alpine Club member is attending a Club overseas meet, even if they are not
climbing, mountaineering or hillwalking, they must obtain suitable insurance for the
meet. They should arrange their own search, rescue and third-party liability insurance as
well as insurance that covers any potential medical expenses and hospitalisation.
4.2 It should be noted that some insurance gives far more limited cover especially for
medical expenses, and we strongly recommend you check the level of cover provided and
ensure that you are happy with the cover you arrange.
4.3 Depending upon where the meet is, you may require a visa. These will need to be
arranged ahead of departure. The meet / expedition co-ordinator will draw any local
issues to your attention in the communication about the meet.
4.4 As many mountain ranges straddle borders we recommend you carry your passport
with you at all times during the meet / expedition.
5. Competence
5.1 Members should always ensure that they, and their guest, are competent in the
mountaineering and climbing skills necessary for attending the meet.
5.2 Some meets may require those wishing to attend to show that they have particular
competence in other climbing and mountaineering skills in addition to their technical lead
climbing skills before they are admitted on to the meet. Such competencies may include
the need to be an experienced and competent winter climber with sound winter
navigation skills and the ability to judge and cope with avalanche terrain. Likewise, an
ability to illustrate rope work in winter (including arranging good anchors and protection
in a variety of iced up rock and snow / ice conditions), navigation and route finding.
5.3 Some meets may make use of skis to travel in the mountains. These meets will
normally draw attention to this fact in the material about the meet. Members wishing to
join such meets should have the ski mountaineering skills necessary.
5.4 Aspirants are encouraged to attend all meets that they believe their experience
makes them safe to do so. It may be that on some meets Aspirants may only attend with
a partner who must be competent. Where the meet material draws attention to
minimum requirements for attendance, the Aspirant’s partner must fulfil these
requirements.
5.5 The selection of applicants on the meet rests solely with the meet/expedition coordinator.
To assist in this selection exercise, details of the prospective attendee’s recent
climbing and mountaineering experience may be requested.
6. Children and Vulnerable adults
6.1 From time to time during the year the Club operates meets and events where
children (under 18s) and vulnerable adults may attend. These meets will make specific
mention of this fact in the meet material. When children (under 18s) or vulnerable
adults attend a meet, the Club’s Child Protection Guidance should be complied with.
7. Non-participating guests attending Climbing meets
7.1 Any guest of an AC member who is not participating in the main activities of the meet,
i.e. climbing, mountaineering or hillwalking, must make it clear to the Meet co-ordinator
that they are attending as non-participants.
7.2 Whether for UK-based meets or overseas meets, non-participant guests do not need
to be members of the BMC, Mountaineering Scotland or Mountaineering Ireland, or clubs
affiliated to them.
7.3 When the meet is overseas, or if the meet is in the UK and the non-participating guest
is from overseas, it is recommended that the non-participating guest arranges suitable
insurance cover for third party liability, medical and stays in hospital. The Club
recommends that they should also consider search and rescue insurance if they plan to
go walking as many rescues make use of helicopters to locate and evacuate injured
and/or lost persons in upland environments – with the potential for a large rescue fee for
the non-participating guest.
7.4 The selection of applicants on the meet, whether participating or non-participating,
rests solely with the meet/expedition co-ordinator.
8. GDPR
8.1 Meet Co-ordinators should consider GDPR in their communications with those that
have noted an interest in the meet, especially during any initial contact when potential
attendees have been identified. Any initial emails should consider using BCC
communications to all those who have shown an interest in attending. Closer to the time
it will be advantageous to have open CC communications so people can get in touch with
each other about climbing arrangements and shared travel possibilities. In the meantime,
anyone who wishes to not have their email address shared with the rest of the meet can
contact the Meet co-ordinator to arrange for this to be the case.
8.2 Likewise, any personal contact details, next of kin or declared health issues will be
treated with GDPR in mind. Contact details of all participants will be stored during the
meet in a sealed envelope, accessible in case of emergency.
8.3 Meet reports with photographs will be posted on the club’s website, which is publicly
accessible. Participants who do not want their photographs and/or names to appear in
the meet report should inform the meet coordinator.
9. Accidents
9.1 The Club has a critical incident protocol that will be put into operation should a serious
accident occur
10. Reporting an Incident
10.1 The Club’s Combined Liability Insurance protects the Club with a number of
insurance benefits. One of these is in respect of accidental bodily injury to third parties
and /or damage to third party property. If such a potential liability occurs on a UK based
meet it is important that you notify the Club and the BMC of any accidents and incidents
that could give rise to a claim.
10.2 If the incident has involved an injury to someone or damage to their property, you
should also notify insurers. The Honorary Secretary will be able to advise further on this.
Frequently asked Question and Answers
Question. I am planning to attend a Club overseas meet and wish to bring my partner along as a guest
on the Club meet. They do not intend to participate in the main climbing and mountaineering activities
of the meet but they may do some walking or mountaineering with me during the time that the meet
is taking place. Do I need to register this person with the Meet Co-ordinator as a participating guest
and arrange all the necessary search, rescue, medical and third-party insurance for trips to the Alps?
Answer. They should preferably be registered on to the meet as a participating guest. However, if
they are not going to participate in the main activities of the meet, they could attend as a nonparticipating
guest. The decision is the Meet co-ordinator’s. In assisting in this decision, the Meet coordinator
may request details of the prospective attendee’s recent climbing and mountaineering
experience and the walking and mountaineering that you and your guest are planning. Regarding
search and rescue insurance for this guest, it is recommended that any guest who does not intend to
participate in the main climbing and mountaineering activities of the meet, although they may do
some walking or mountaineering, also has the same type of insurance cover as those participating in
the main activities of the meet.
Question. I am the Meet co-ordinator for a joint overseas meet and someone from the club that we
are jointly holding the meet with has asked if they can attend the meet and bring a guest (participating)
who is not a member of their club. What are my responsibilities in respect of this participating guest
of the other club in this joint meet?
Answer. On joint meets, those attending under the other club need to comply with any guidelines
that the other club has. Only the AC members and their guests need to comply with the AC Meet
Guidelines.
You need to clarify who is attending under which club. If the person is a member of both clubs, or
even several of the clubs attending (i.e. this may happen on the AC Main summer Alpine Meet), you
should establish under which of the clubs the person is attending.
Even though the attendee and their guest are attending under another club, as Meet co-ordinator it
is your responsibility to ensure that all those attending under another club, and their guests, provide
you with their insurance provider, policy number and insurance contact details. As the Meet coordinator,
in the event of any incident you are likely to be the first person asked to provide these.
Remember that as the Meet co-ordinator the selection and decision of who attends the meet rests
solely with you, including members from other clubs and their guests. The member attending under
the other club and any of their guests must be competent and where the meet material draws
attention to minimum requirements for attendance, they must fulfil these requirements. In assisting
in this selection exercise, you may request details of the prospective attendee’s recent climbing and
mountaineering experience.
Question. I am the Meet co-ordinator for a UK Club meet and a Club member has asked if they can
attend the meet and bring a guest (non-participating) who is not a member of the Club or any other
club and not a member of the BMC, Mountaineering Scotland or Mountaineering Ireland. They do not
intend to participate in the main climbing and mountaineering activities of the meet, including hill
walking. What are my responsibilities in respect of this non-participating guest?
Answer. As the Meet co-ordinator the selection and decision of who attends the meet, including nonparticipating
guests, rests solely with you. If the person is not going to be participating in any of the
activities of the meet, including walking, it may be worth pointing out to them they are not actually
attending the meet. If the meet is based at a hut run by either the BMC, Mountaineering Scotland,
Mountaineering Ireland or a club affiliated to one of these clubs, then it may be a condition of renting
bed nights that all bed nights are for either an individual member of one of these entities or a member
of a club affiliated to them. You should check the hut booking conditions before confirming
attendance or not on the meet for this attendee. Unlike overseas meets, the issue of Combined
Liability Insurance has also to be considered. In your capacity as Meet co-ordinator this Combined
Liability Insurance is there to protect you in respect of any incident on the meet. This will be
invalidated if a person attends the meet and is not an individual member of one of these entities or a
member of a club affiliated to them. It is vital therefore, for both yourself and the Club, that the Club’s
Combined Liability Insurance is not invalidated. Unfortunately, in the context of UK meets, nonparticipating
guests are a bigger issue than on overseas meets due to the Combined Liability Insurance.
If in doubt discuss with the Hon. Secretary.