Any faculty member holding an off-campus activity with greater than usual risk (trips to mountains, etc.) should fill out the Off-Campus Risk Assessment and Emergency Planning Checklist.  Your plan should be approved by your program head and the department chair.  You will then need to send a copy of the plan to the Office of Risk Management for approval.  Your plan will need to be approved before the event takes place.  You can find more information on the Department of Risk Management webpage.