The Outfitter’s Risk Management Checklist

Are You Covered Where It Counts?

Running trips, managing staff, and delivering great guest experiences already demands your full attention. But behind every smooth operation is something less visible and just as important: risk management.

The reality is, most issues don’t come from the big, obvious risks. They come from the small gaps: missed items, outdated processes, or unclear procedures.

That’s why we partnered with Ruthie Rivers from Granite Insurance to build a practical, real-world checklist to help you evaluate how well your operation is protected.

Use this as a self-audit. If you can confidently answer “yes” to most of these, you’re in a strong position. If not, you’ve got a clear place to start.

Table of Contents

1. Vehicle & Transportation Risk
2. Hiring & Employee Screening
3. Documentation & Legal Protection
4. Equipment & Asset Management
5. Operations, Training & SOPs
6. Activity-Specific Considerations
7. A Quick Reality Check on SOPs
8. So, What’s Next?
   
   

1. Vehicle & Transportation Risk

If you transport guests, your responsibility starts before the trip even begins, and driving vehicles, especially loaded with passengers, can be dangerous business.

Here’s what to ask yourself:

• Do you have a clear driver-training program for new hires?
• Are they practicing common routes?
• Do they train on towing trailers (if applicable)?
• Is there a shadow period before they drive solo?
• Are you maintaining vehicle inspection and maintenance logs?
• Do drivers check fuel, tires, and basic maintenance daily?
• Are routine services (oil changes, etc.) documented?
• Do you have a vehicle accident plan in place?
• Would your team know exactly what to do in the moment?
• Do they know who to call and what steps to follow?
• Are you completing a vehicle-specific accident report after incidents?
• Are you actively reviewing MVR (Motor Vehicle Record) reports for drivers?
• Do you have defined standards for acceptable driving history?

This is important and here’s why: you’re often putting multiple guests in one vehicle. That level of responsibility requires the same structure and oversight as your on-trip safety protocols.

Flybook tip: Ensure your team knows where you keep and how to write up your driver logs and incident notes, and make sure they are all in one place, like your reservation platform or a designated office folder.

 

2. Hiring & Employee Screening

Your team is your front line. Collecting the right details upfront can prevent major issues later on.

So, ask yourself:

• Are you running background checks on all new hires?
• Are you checking the National Sex Offender Registry (NSOR)?
• This is free, quick, and often overlooked.
• Do you have a current employee handbook that includes:
• Sexual harassment procedures (staff-to-staff)?
• Sexual abuse & molestation procedures (staff-to-guest)?

Why this matters: Beyond safety, these items are often required to maintain certain insurance coverages. Skipping them can create both operational and legal exposure.

Flybook tip: Standardizing your hiring and onboarding workflows, like tracking completed trainings, reviewing necessary history, and storing required documents, makes sure you and your guests are secure and informed.

3. Documentation & Legal Protection

This is where many operators unintentionally fall behind.

Ask yourself:

• Is your liability waiver up to date?
• Was it reviewed recently by an attorney who services your state?
• Does it reflect all risks - including transportation?
• Are you reviewing contracts for insurance implications before signing?
• Does your current coverage meet contract requirements?
• Are you negotiating terms when needed?

This is a no-brainer when it comes to helping manage your risk. Your paperwork is often your first line of defense if something goes wrong. Also, laws change, attorneys who work in the outdoor industry will know how to best defend you with the proper waiver language. Outdated or incomplete documents can weaken your position significantly.

Flybook tip: Digitally collecting and securely storing waivers through your reservation platform or a designated waiver service ensures they’re easy to access, consistently completed, and tied directly to each booking.
P.s. This becomes even more important if you are collecting multiple waivers for different offerings - like a rental and an activity.

 

4. Equipment & Asset Management

Gear failure is preventable - if you’re paying attention.

Make sure to ask yourself:

• Are you maintaining equipment inspection and maintenance logs?
• Are inspections documented regularly (not just assumed)?
• Do you track gear with unique identifiers where needed?

You already know why this matters - but let’s reiterate…

If something fails, having consistent inspection and maintenance records can make a major difference. This might look a little different across various outdoor industries, but keeping track of your gear, even on an annual basis, will give you reassurance and reduce risk.

5. Operations, Training & SOPs

This is where everything comes together and where consistency really counts.

Now, ask yourself:

• Do you have a defined guide training program?
• What’s covered?
• How is proficiency evaluated?
• Is there a shadowing period?
• Are your pre-trip talks standardized?
• Do guides consistently cover key safety points?
• Do you have a clear Emergency Action Plan (EAP)?
• Do guides know what to do, and who to contact - when something goes wrong?
• Are you using a standardized accident report form?
• Is it fact-based and consistently completed?
• Do you have a risk management plan for all operations?
• Including unguided rentals or secondary activities?

Why is this so important? Consistency is what turns good operations into great ones, and what protects you when things don’t go as planned.

Flybook tip: Keep your guest experience top priority by incorporating tools that help standardize communication (like automated confirmations or pre-trip reminders). This can reinforce consistency across every guest experience.

 

6. Activity-Specific Considerations

Some risks are unique to your operation - and shouldn’t be overlooked.

Check Yourself:

• Do you have the required inspection reports for specialized activities (e.g., aerial parks)?
• If applicable, are you maintaining annual arborist reports for tree-based elements?
• Have you created SOPs specific to each activity you offer?

Why this shouldn’t be overlooked:

No two operations are identical. Your risk management approach should reflect the realities of what you actually offer.

7. A Quick Reality Check on SOPs

There’s a balance every operator has to strike.

If you have no documented procedures, it can appear that you’re unprepared and reactive.

But if you create overly complex SOPs that your team can’t follow, that can work against you too, especially if your documented process doesn’t match what actually happens in the field.

The goal is simple:

1. Make your procedures clear

2. Make them realistic

3. And make sure your team actually uses them

So, What’s Next?

Risk management isn’t about checking boxes; it’s about building systems that support your team, protect your guests, and strengthen your business over time.

The good news? You don’t have to tackle everything at once.

Start with the gaps you’ve identified here, prioritize what matters most, and build from there.

And as your operation grows, having the right systems in place, whether that’s your internal processes or tools like Flybook, can make it significantly easier to stay organized, consistent, and prepared.