Emergency Procedure – hikes

Emergency Hike Procedure (PDF document)
Regional Hike Guidelines (PDF document)

A hiking party is more than 2 hours late… You are lost… Someone is injured… a fire, or other incident, means plans must change. Here’s what to do:

  1. Tell the most senior scout (or adult).
  2. They will call the Contact Person on the activity permit (this is a warranted scouter back home who knows all the details about the event).
  3. The Contact person will call one of the Regional Hike Advisors who will advise and assist.
  4. You may also call the Hike Advisors directly from the hike.

These are the current Regional Hike Advisors in the Western Cape:

Communication from the mountains can be tricky, so keep calm and follow these steps:

  • First try phoning. If no answer, leave a voicemail with the time and your contact details.
  • No signal? Send a WhatsApp or SMS anyway. Your phone will automatically send messages, once it finds signal.
  • Don’t wait – immediately try the next person on the list until you get through to someone.
  • Keep your mobile data turned ON.

Have as much relevant information ready as possible such as:

  • Exact route.
  • Name and contact number of hike leader.
  • Number of Scouts in the group, names and ages.
  • Exact location if known. (WhatsApp can give a pin).
  • Status (injury, illness etc) or nature of the incident.
  • Any changes to the original plan.

Once the Hike Advisors are aware of the incident, they will advise what to do and will coordinate the appropriate response and alert the authorities if needed.

NB. Special note to Parents, Scouts and Scouters:

  • Please allow the Hike Advisors to manage the incident along with communication with the authorities. If others start their own parallel process by reporting the incident to the Police, WSAR, MCSA, etc. it may lead to multiple reporting of the same incident and potentially divert resources.
  • The Hike Advisors have an understanding and procedure in place to advise the correct authorities.
  • You are encouraged not to make statements to the press or other media, including posting on social media, as this may cause confusion. Scouts SA has a clearly defined process to manage communications.

After an incident, one of the Hike Advisors will arrange a debriefing meeting with the hike party and Unit Scouter which could be in person or online. The aim is to ensure that things that went wrong can be improved and to identify and address any gaps in procedures for the future safety of Scouts.

Above all, Be Prepared!

  • Save all names and phone numbers before the hike. This applies for the Contact Person too!
  • Carry a power bank to keep your phone charged.
  • Plan thoroughly with attention to detail. When things go wrong, this info can speed things up and save lives.

June 2026