(Updated June 2024)
A convoy comprises of a group of vehicles including a trip leader, a ‘tail-end Charlie’ at the end of the group, and any number of vehicles between the two. The club utilises the following convoy procedure on all club trips to help ensure safety and group cohesion.
- The trip leader will keep a record of all vehicles and attendees for safety and insurance purposes.
- Fuel tanks must be filled prior to the start of a trip.
- Seat belts must be worn at all times.
- All vehicles must be road registered and well maintained.
- The trip leader will appoint a ‘tail-end-Charlie’ for each day of the trip.
- The convoy will utilise the normal club radio channel (channel 20), unless decided otherwise.
- Please keep radio conversations short and relevant.
- At the start of the trip, the trip shall check that radio communication is working effectively for all in the convoy. This will generally be a simple on air radio check by all cars.
- The trip leader will call directions at each intersection. These are to be acknowledged and repeated by the vehicle at the end of the tail of the convoy (‘tail-end-Charlie’). Vehicles in mid convoy need not acknowledge.
- Where the intended route may not be obvious, each driver is to wait at the intersection until satisfied that the following driver had identified the proper route. The trip leader will determine at which intersections to wait.
- Tail-end-Charlie is to radio the trip leader once he/she has cleared the intersection or hazard. The trip leader will acknowledge and repeat ‘tail-end-Charlie’ messages to confirm for all cars to hear for clarification.
- When negotiating hazards such as steep grades or rivers, maintain sufficient convoy spacing so as not to endanger yourself or the vehicle in front. In particularly hazardous terrain, wait until the vehicle in front has negotiated the hazard before proceeding. At times it may be necessary to radio and check if it is ok to proceed, or the vehicle in front may need to advise it is clear of the hazard.
- The trip leader will generally reply on the regular radio acknowledgements from “Charlie” to ensure that the convoy retains radio contact. In larger convoys and particularly in dusty or hilly conditions, when vehicle separation distances are likely to increase, radio relay through the convoy may be necessary to maintain contact – a ‘centre Charlie’, may be organised by the trip leader.
- After negotiating a hazard, wait at a safe distance to ensure that the following vehicle has also negotiated the hazard, and if necessary, provide assistance.
- At the start of the journey, or at any time after stopping, tail-end-Charlie is to identify themselves to the trip leader and advise the leader once underway.
- The trip leader will advise by radio of any hazards.
- The trip leader will advise by radio of any oncoming vehicles when traveling on single-lane roads and tracks confirming number of vehicles and basic vehicle description and colour to help convoy vehicles identify when they are clear. Tail-end-Charlie will acknowledge when they are clear of all vehicles.
- The lead driver (generally the trip leader) is to report gates as either open or closed as they are encountered. Gates should be left as they are found. If gates were identified as being closed, a member of the convoy should remain at the gate to prevent the movement of stock through the open gate. Unless directed otherwise, tail-end-Charlie has the responsibility for any gate closures.
- In the event of a breakdown, the ‘Tail End Charlie’ will wait and organise assistance. The trip leader is to be informed of any breakdowns or hold-ups.
- Any driver leaving the convoy must notify the trip leader.
