The Mountaineers
Updated June 2025
Mountaineers activities are led by volunteers who give their time to help others safely explore the outdoors. Due to the potentially hazardous and strenuous nature of our activities, some leaders may choose to require Leader’s Permission before allowing participants to register. Leader's Permission can be a critical tool for ensuring a successful trip, but good communication is key to avoiding frustration.
We hope the guidance below will help set expectations and illustrate best practices for both leaders and participants.
What is Leader’s Permission?
Leader’s Permission exists so leaders have the opportunity to verify that each participant is fully qualified to participate in their activity in situations where badges don’t give a complete picture of the demands of the trip. Leader’s Permission also gives participants a chance to understand trip expectations and ask questions.
If an activity is marked “Leader’s Permission Required,” all participants, including instructors, co-leaders, and assistant leaders, must seek and receive permission from the Primary Leader before registering.
How does Leader’s Permission work?
When the leader’s permission is required, there is an additional check-box on the right hand side of the registration page, just below the listed prerequisites.
Important: Do not register until you’ve received confirmation from the leader. Registering early without permission may result in permanent removal from the roster and adds unnecessary (and frustrating) burden to volunteer leaders.
PARTICIPANTS BEST PRACTICES
Please keep in mind that all of our leaders are volunteers, giving their time willingly. Allow them time to reply to your message, and help them out by providing all relevant information before registering.
Here are key tips to improve your chances of being accepted and to show respect for your leader’s time:
Read Carefully
- Expand the Leader Notes to check for fitness/skill expectations, gear requirements, and contact methods.
- Look for any specific timeframe for permission requests.
Send a Complete Request
Avoid vague claims like “I’m in good shape.” Be specific. Include:
- Relevant experience (e.g., “Completed Ingalls Peak, 6/15, Seattle branch”)
- Fitness examples (e.g., “Mailbox Peak with 3,800’ gain in 2:30”)
- Skills (e.g., crampon/ice axe use, glacier travel)
- Any requested info (e.g., climbing resume, course affiliation)
Time It Right
- Only submit your request during the designated window if one is given.
- Don’t assume prior trips or relationships mean automatic approval.
- Wait for a clear “yes” before registering.
Be Courteous and Patient
- Leaders are volunteers. Allow 3 days for a response.
- Avoid multiple follow-ups unless 4 days have passed.
- If your plans change, remove yourself from the waitlist promptly.
LEaders Best Practices
Using Leader’s Permission effectively helps create safe, rewarding experiences. Here’s how to set your team up for success:
Be Clear About Fitness Requirements
- Use measurable, activity-specific benchmarks (e.g., “3,500’ gain/day with 40lb pack”).
- Help participants self-assess their readiness honestly.
Set Team Expectations
- Describe the trip style (e.g., relaxed, exploratory, fast-paced).
- Outline shared duties and non-negotiables like start times and group safety norms.
- Reinforce a culture of open communication and mutual support.
Explain the Permission Process Clearly
- Specify the request method: email, form, or site message.
- List what to include: experience, fitness benchmarks, skills.
- State permission request open/close dates and time zone.
- Provide contact info for questions and format the steps simply.
Be Transparent About Selection Criteria
- Share how decisions are made (e.g., based on fitness, experience, application clarity).
- Note that meeting minimum requirements does not guarantee acceptance.
- Provide a decision timeline so applicants know when to expect a response.
Consider Priority Registration Thoughtfully
- If using priority registration, define eligibility (e.g., Basic Alpine students, affinity groups).
- Clearly list exact priority/general registration windows.
- Emphasize that qualifications, not affiliation, are required for all.
Always include some period for general registration. Even if space is limited, offering a waitlist opportunity fulfills this good-faith effort. This fosters inclusivity and ensures compliance with public land permitting rules. Student-only trips must take place in areas for which we have a permit to operate, and should be listed within the course itself. Permit information is available in every Route/Place.
Handling registration without Leader’s Permission
People make mistakes, and there will be times when you have to cancel someone from your roster because they failed to seek Leader’s Permission. When you do have to cancel someone from your roster, be kind and considerate. Help that member understand why Leader’s Permission was required and send them a link to this blog.
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It would be helpful for trips with Leader's Permission to add a note saying to request permission 2 days prior to the Open Registration date.
I often have folks request permission without thoroughly reading the Leader's Notes or seemingly not reading it at all. I have to go back to them, sometimes twice, asking: "kindly respond to all the concerns addresses in the Leader's Notes". I find that delaying the date I will receive the Permission Requests does help reduce these reflexive, rushed and unthoughtful Permission Requests. For my part I am trying to be over the top clear--by using bullet points and notation like: "please explicitly address these four issues in your Permission Request.
I often need to take an extra patience break when in my Leader's Permission Request response, the participants states something like: "I hike with 'superstar' Joe-go ask him, or they direct me to look up their Activity History. I feel the participant needs to do the work to present their relevant history with this particular activity and speak directly about their conditioning; and not ask me to do all the work in searching this out. I have already spent considerable time designing the trip and now vetting folks.
I disagree with the suggestion that people send in permission requests before registration opens. The date of registration opening is the date when the general membership is able to be considered for the trip, and giving some people the ability to submit their requests ahead of time gives an advantage to people with the time and/or technology to get in early vs. everyone else. I typically put on my listings that permission requests will not be accepted until registration opens.
I am an active cyclist and just completed a 270 mile trip in Utah riding 270 miles with 16,000 feet elevation. Today, I rode 36 miles from Gig Harbor to Steilcoom. This winter I hiked one time per week in Arizona. I am 74 years old and am capable of hiking 2.5 to 3 mph on level ground so on this trip how about 2.0 miles per hour. My motto "slow but not last".
