Tourcom Agents Forms
Agents Forms · Guideline

Hazard and Risk Information for Potential Participants

Please read the following hazards and safety requirements carefully before booking. This information helps you understand the nature of the activities and decide whether the tour is suitable for you.

Why this matters

All guided tours and DOC walks involve some level of risk. By booking, you acknowledge that you have read, understood, and accept the hazards and requirements listed below.

Potential hazards

The main risks you may encounter during the tour, how likely they are, their possible impact, and what we do to reduce them.

Weather-Related Hazards

Risk: Sudden weather changes (heavy rain, strong winds) on DOC walks, leading to slippery paths, flooding or coastal surges.
Likelihood: Moderate (seasonal, higher in winter)
Impact: Minor (delays, itinerary changes) to moderate (slips/falls)
Mitigation: Guides monitor weather daily, adjust routes (e.g. avoid exposed coastal areas) and carry communication devices. Clients are advised to bring waterproof clothing and sturdy footwear.

Terrain and Track Conditions

Risk: Uneven or slippery surfaces on DOC walks (e.g. rocky paths at Punakaiki) posing risks of trips, falls or sprains.
Likelihood: Low to moderate, depending on track grade and conditions
Impact: Minor (bruises) to moderate (sprains)
Mitigation: Guides provide pre-walk briefings on track conditions, ensure group pacing suits abilities, and use DOC's track grading system (Grade 1–2 for easy walks). Clients must wear appropriate non-slip hiking footwear.

Transportation Risks

Risk: Road accidents or vehicle breakdowns during coach transfers, influenced by traffic, road conditions or driver error.
Likelihood: Low (providers comply with NZ Transport Agency standards)
Impact: Minor (delays) to severe (accidents, rare)
Mitigation: Coaches undergo daily pre-trip inspections (tyres, brakes, seatbelts). Drivers are licensed, rested and briefed on routes. Emergency protocols are in place.

Participant Health and Fitness

Risk: Overexertion or medical emergencies (e.g. heart issues, asthma) due to inadequate fitness or undisclosed health conditions.
Likelihood: Low to moderate, depending on participant disclosure
Impact: Moderate (fatigue) to severe (medical emergencies)
Mitigation: Clients complete a pre-tour health questionnaire; guides carry first-aid kits and are trained in basic CPR. Emergency contacts (111, local operator) are pre-programmed.

Environmental Hazards

Risk: Wildlife encounters (e.g. kea at DOC sites), insect bites, or sun exposure causing sunburn/dehydration.
Likelihood: Low (wildlife) to moderate (sun exposure in summer)
Impact: Minor (bites, sunburn) to moderate (dehydration)
Mitigation: Guides brief on avoiding wildlife interaction; clients are advised to bring sunscreen, hats and water bottles. Insect repellent is recommended for forested areas.

Provider Coordination Risks

Risk: Miscommunication or non-compliance by third-party providers (missed safety checks, accommodation issues), leading to delays or safety lapses.
Likelihood: Low (daily checks and Qualmark-accredited providers)
Impact: Minor (delays) to moderate (missed activities)
Mitigation: The guide, in conjunction with the local operator, conducts daily pre-tour checks via WhatsApp/video call; backup providers are on standby per SMS protocols.

Safety requirements before booking

To keep everyone safe, please make sure you meet all of the following requirements before joining the tour.

Fitness Levels

Moderate fitness for DOC walks — able to walk 1–3 km on uneven terrain for 1–2 hours (DOC Grade 1–2 tracks). No strenuous climbing required, but clients should be able to stand/walk for extended periods.

Why: Ensures participants can complete the tour comfortably and safely.

Health Disclosures

Disclose medical conditions (heart disease, asthma, allergies) that could affect participation. Clients with severe conditions may need medical clearance.

Why: Allows guides to prepare (e.g. carry inhalers, adjust pacing) and ensures emergency readiness.

Appropriate Gear

Wear sturdy non-slip footwear, weather-appropriate clothing (waterproof jacket) and bring personal items (sunscreen, water bottle, hat).

Why: Reduces risks of slips, sunburn or discomfort on DOC walks.

Age and Accessibility

No upper age limit if fitness/health requirements are met. Tours are not wheelchair-accessible due to uneven terrain.

Why: Ensures tours suit participants' physical capabilities.

Compliance with Safety Briefings

Agree to follow guide instructions and safety briefings (stay on marked paths, heed weather warnings).

Why: Ensures adherence to SMS protocols and provider instructions.

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