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Creating Sessions

Sessions are specific instances of your trip types - the actual trips that participants will join with specific dates, locations, and staff assignments.

What are Sessions?​

While trip types serve as templates, sessions are the actual wilderness experiences that run on specific dates. Each session includes:

  • Specific start and end dates
  • Confirmed participant roster
  • Assigned trail staff
  • Detailed logistics and itinerary
  • Equipment and transportation arrangements

Session vs Trip Type​

Understanding the relationship between trip types and sessions:

Trip Type Session
Template/blueprint Specific instance
Reusable framework One-time event
General requirements Specific details
"Backpacking Program" "Week-long Backpacking - July 15-22, 2024"

Session Planning Process​

1. Select Trip Type​

Start by choosing the appropriate trip type template that matches your planned program.

2. Set Dates and Duration​

  • Choose specific start and end dates
  • Consider weather, seasonal conditions
  • Account for staff and equipment availability
  • Plan around other organizational commitments

3. Determine Capacity​

  • Set participant limits based on:
    • Trip type requirements
    • Staff availability
    • Equipment resources
    • Environmental/permit restrictions

4. Plan Logistics​

  • Location and route selection
  • Transportation arrangements
  • Equipment and gear preparation
  • Food planning and procurement
  • Permits and access coordination

Creating Sessions in BigBoard​

Coming soon! This section will include step-by-step instructions for:

  • Accessing the session creation interface
  • Copying from trip type templates
  • Setting session-specific parameters
  • Managing participant registration
  • Coordinating with other organizational systems

Session Management Features​

Participant Management​

  • Registration and enrollment tracking
  • Medical forms and documentation
  • Communication with participants and families
  • Payment and billing coordination

Staff Coordination​

  • Trail staff assignment and confirmation
  • Pre-trip planning and communication
  • Equipment checkout and responsibility
  • Post-trip reporting and evaluation

Logistics Tracking​

  • Equipment inventory and allocation
  • Transportation scheduling
  • Food and meal coordination
  • Permit and access management

Session Lifecycle​

Pre-Trip Phase​

  1. Session Creation - Set up basic session parameters
  2. Staff Assignment - Assign qualified trail staff
  3. Participant Enrollment - Manage registration process
  4. Logistics Coordination - Finalize equipment, food, transportation
  5. Pre-Trip Preparation - Staff briefings, final preparations

During Trip​

  1. Daily Operations - Track progress and activities
  2. Communication - Check-ins with base operations
  3. Incident Management - Handle any issues or emergencies
  4. Documentation - Record activities and outcomes

Post-Trip Phase​

  1. Equipment Return - Check in and maintain gear
  2. Reporting - Document trip outcomes and feedback
  3. Evaluation - Assess program effectiveness
  4. Follow-up - Communication with participants and families

Best Practices​

Session Scheduling​

  • Plan sessions well in advance
  • Consider staff availability and training needs
  • Account for equipment maintenance and preparation time
  • Balance session density to avoid staff burnout

Documentation​

  • Maintain detailed records for each session
  • Document any incidents or unusual circumstances
  • Track participant feedback and outcomes
  • Use data to improve future sessions

Next Steps​

With your sessions created, you'll need qualified trail staff to lead them. Continue to the Creating Trail Staff section to learn about user management in BigBoard.