Club Trip Waiver Template

A trip waiver (also called a liability release or assumption of risk form) protects your club, its officers, and trip leaders from legal liability if a participant is injured during a trip. Without a waiver, your club could be held responsible for injuries that occur during club activities — even if the participant made a poor decision or ignored safety instructions. Most established outdoor clubs require signed waivers. It's standard practice and participants expect it.

A good club trip waiver should include: 1. **Assumption of risk** — The participant acknowledges that outdoor activities carry inherent risks (weather, terrain, wildlife, equipment failure, etc.) 2. **Release of liability** — The participant agrees not to hold the club, its officers, or trip leaders liable for injuries 3. **Medical disclosure** — A section for participants to disclose medical conditions that could affect their participation 4. **Emergency contact** — Name and phone number of someone to contact in an emergency 5. **Photo release** (optional) — Permission to use photos taken during the trip 6. **Signature and date** — The participant's acknowledgment Important: Have a lawyer review your waiver. Laws vary by state and country. A generic template is a starting point, not legal advice.

There are several approaches: **Annual waiver** — Members sign once per year, covering all club activities. This is the simplest approach and what most large clubs use. **Per-trip waiver** — Participants sign for each trip. More administrative work, but ensures everyone is covered even if they're not a regular member. **Digital collection** — Include a checkbox in your trip signup form: "I have read and agree to the club's liability waiver." Link to the full document. This is legally valid in most jurisdictions. With TheClubTrip, you can add a required checkbox custom field that links to your waiver document. Participants must check it to complete their signup.

Here's a starting template you can adapt. Remember — get legal review before using this. --- **ASSUMPTION OF RISK AND RELEASE OF LIABILITY** I, the undersigned, acknowledge that participation in [Club Name] activities involves inherent risks, including but not limited to: adverse weather conditions, difficult terrain, encounters with wildlife, equipment failure, and the actions of other participants. I voluntarily assume all risks associated with my participation. I release and hold harmless [Club Name], its officers, directors, trip leaders, and volunteers from any and all liability for injury, illness, death, or property damage arising from my participation in club activities. I confirm that I am physically capable of participating in the activities described and have disclosed any medical conditions that may affect my participation. I understand that this release is binding on my heirs, executors, and assigns. --- Participant name: _______________ Signature: _______________ Date: _______________ Emergency contact: _______________ Emergency phone: _______________

The more friction you add, the fewer signups you get. Keep it simple: - Host the full waiver as a PDF or web page - In your signup form, add a checkbox: "I have read and agree to the [Club Waiver](link)" - Make it required — they can't submit without checking it - Store the response with their signup record This approach is legally sound, easy for participants, and creates a clear audit trail.

A waiver is one layer of protection. Many clubs also carry: - **General liability insurance** — covers the club against third-party claims - **Directors & officers insurance** — protects club leadership from personal liability - **Event insurance** — per-trip coverage for higher-risk activities Check with your national organization (e.g., American Alpine Club, Mountaineers) — many offer insurance as a membership benefit.