Field Trip Hosting Rules (DMC Field Trip Sharing Program of the SFMS Field Trip Committee)
DMC Host Clubs must follow the rules below when choosing a location to host a trip
The location must be within a radius of 300 miles (400 miles if located on a coastal border) of your club's home location or your club is the only organization that can obtain exclusive access to a desirable collecting site outside the 300 mile range. This ensures a wider dispersion and a better diversity of collecting sites. It should also limit the number of duplicate trips to more frequently visited locations in the southeast. We all want to visit NEW places to collect minerals and/or fossils.
To ensure the diversity of trips, the location cannot be a location where another club has already hosted a DMC trip in the calendar year. Exceptions may be granted depending on individual circumstances.
If the location is a commercial site, your club should request a discount and exclusive access for the day of the trip. It is acceptable if a discount cannot be negotiated, but a discount should be requested. Exclusive access should also be requested so that the general public and other clubs cannot collect on the same day. These terms make the site more desirable as a DMC trip versus any other day.
The general public, clubs that are not members of the SFMS or AFMS, and clubs that are members of the SFMS but are not covered by liability insurance are not allowed to collect at the hosted location on the same date as the DMC trip. The general public and members of clubs that are not within the SFMS or AFMS are not bound by the AFMS Code of Ethics. This rule is to help DMC field trip leads manage large groups and ensure the safety of all involved. Liability insurance is required for all SFMS field trips, so people who are not covered are not allowed to attend DMC field trips. Note: Because of this rule, easily accessible public locations are not suitable for DMC field trips, but exceptions may be granted depending on individual circumstances.
DMC field trip details, whether for the host club or another hosting club, must not be published publicly before or after the trip. These details include the name if it is a commercial site, directions to the site, and pictures that have GPS coordinates embedded in them. Before and after the trip, dates and generic descriptions can be published without specific details about the location of the site. Clubs are encouraged to promote the fact that they offer field trips, so after a DMC trip, reports without detailed information about the location of the site as well as pictures without GPS coordinates embedded can be published. Websites, newsletters posted on websites, Facebook pages, Twitter, Instagram, and all other social media must be carefully managed in this matter. This is to prevent the general public from visiting a trip site before, during, or after the trip. When in doubt, please contact the SFMS Field Trip Committee.
The field trip location should be large enough to accommodate at least one person per DMC member club. It should have adequate parking for a large group of collectors and enough potential material for a large group. If such a location is not possible, the club may limit attendance to no less than one person per DMC member club and require pre-trip registration. Attendees should provide the host club with their name and the name of the DMC club of which they are a member. In this situation, the host club must provide a registration contact phone number and/or e-mail address on the DMC field trip form.
The DMC field trip must be used for the trip details.The trip form is available for download by clicking here and is also available on the main DMC page here. The form provides a consistent format for all trip details and has useful instructions for filling out the form including suggestions as well as the rules for choosing an acceptable field trip location. The completed form must be emailed as an attachment to the DMC Coordinator at email@example.com in .doc or .docx format. Please do not convert the form to pdf or any other format.
The host club is required to submit its field trip form before the first of the month prior to the month of their hosted trip, e.g. the April hosting club must e-mail the completed field trip form to the DMC Coordinator before the first of March.
IMPORTANT!!! If the field trip form is not received by the 10th of the month prior to the hosting club's DMC field trip, the trip will be cancelled and the offending club will be dropped immediately from the DMC field trip sharing program and will not be allowed to attend DMC field trips. For example, a club hosting an April DMC trip must submit their field trip form by March 10th. If a club is dropped for not providing a scheduled trip, it may re-apply for DMC membership only after at least 1 year and must meet all current membership requirements to be accepted.
The DMC Coordinator will evaluate the submitted trip to ensure that the location and date for the trip are acceptable. If a proposed trip is rejected, the hosting club must provide an alternate proposal (or proposals) until an acceptable date and location are agreed upon. This is to ensure that DMC field trips adhere to the DMC field trip rules.