Gear Rooms and Other Bits | ODC Newsletter 1/22/24

Howdy partners,

Did y’all have a rootin’ tootin’ disco dancin’ time at Saturday’s disco cowboy party? Because I know I sure did. I know you all missed me so dearly in your inboxes each week, so here’s your long awaited update on my winter break in four words: scrumptious snowy scuba shenanigans. What could that mean? I leave it up to your imaginations, my friends. (Except for the picture of me and a shark down below. But SNOWY? Where does that fit in? Maybe if you read on, you’ll learn.)

This email is a jam-packed, mega-exciting doozy since it marks our RETURN to shredding as usual, so make sure you read it all! (Or at least the announcements and gear section. Please. We beg of you.)

Enjoy my weekly soliloquy.

With lots of stoke, Sarah




Gear Rooms 2: Electric Boogaloo (The Return of the Gnar…)

Monday – Ed at 10am
Tuesday – Ed at 5pm
Wednesday – Mitch at 1:30pm
Thursday – Max at 11am
Friday – Renee at 11am

Monday – Max at 10am
Tuesday – Ed at 5pm
Wednesday – Mitch at 1:30pm
Thursday – Cam at 9:30am
Friday – Renee at 11am

We Have a New Vice President!!!

  • Everyone give a huge congrats to our new club vice president for spring semester, Cam Burke!! She’s pretty epic and we know she’ll do amazing things in her new position.

What Have the Officers Been Workin’ On?

  • Moab planning!
    • The results are out! We look forward to spending copious amounts of time in the car as we drive across the country with you all for the most epic send-fest the club has ever known this spring break.
  • First aid overhaul!!
    • #Riskmanagement. Fully stocked and updated first aid kits are coming to the gear room soon, so grab one and take it with you on your next trip!
  • Some lite gear room reorganization including our Backpacks!
  • Waitlist randomization coming to a trip near you soon…
    • YAY waitlist randomization! YAY not having to check your email every 27 seconds! The officer corps has been figuring out how to improve waitlist equity, and we’ve already begun to post trips utilizing waitlist randomization instead of our normal first-come-first-serve approach. Three cheers for that!!

ODC Census

  • Fill out the CENSUS by Thursday 1/25!!! It won’t take long and your responses are greatly appreciated 🙂

Gear Requests!!!!!

  • Tell us what you want the gear room to buy by filling out this form!

1/21 Officer Meeting Notes




Incident Reporting Form

  • Anything wild or crazy happened on your trips recently, but not in a good way? Fill out this form to let the officers know about incidents or near misses on your ODC trips. Incidents can include but are not limited to: major injuries, extreme/ dangerous weather, or getting lost. We’ll keep it for our records/learning and follow-up if necessary!
  • Here’s the template.

Prevent/Address Trip Incidents with this Cheatsheet!

  • Check out this swanky new guide, aptly entitled “Incident Reporting Form Cheatsheet,” to a how-to on handling common incidents in the woods, and make sure you’re prepared for your next trip!

Ooh La La… Donations!

  • Did you know that you or your parents who want to know what you’ve been up to at UVA or your grandparents who were around when backpacking was invented can DONATE to ODC at any time ?? Donate here!

Trip Leader Emails

Overdue Gear Policy Update (We’re Crackin’ Down…)

  • Here’s an overview:
    • From now on, one week after you check out your gear, you will get a reminder email.
    • Two weeks after check out, you will not be able to check out more gear until the initial gear is returned.
    • 30 days after check-out will result in the gear being considered missing/stolen, and you will lose trip privileges until we have the gear back or receive the money from you required for a replacement. 
      • Failure to respond within a week to contact attempts at this point will result in more drastic measures (potentially an Honor Code Violation via the Honor Council)
  • Here’s the link to the 2023 Gear Handbook.
  • Long story short, keep track of and RETURN YOUR GEAR (on time)!


  • Did you borrow something and forget to bring it back? Well, here’s your friendly reminder to return your club gear to a gear room or email the officers ( to schedule a return time.


  • You read it right! Anyone who is a member of this lovely club can now get 10% off at High Tor Gear Exchange & Endeavor Cycles here in Charlottesville!
  • Super cool mountain-wear brand HIMALI has reached out to us with a sick discount code for 40% off all their stuff!! Check them out and use code UVASendIt40.

Are YOU in the GroupMe?




This Week’s Gear Room Schedule:

Monday @ 10am — Ed (434-326-8868)
Tuesday @ 5pm — Ed (434-326-8868)
Wednesday @ 1:30pm — Mitch (804-955-8990)
Thursday @ 11am — Max (617-780-1129)
Friday @ 11am — Renee (703-850-9725)

If none of these times work for you, please email the officers at least 24 hours in advance to schedule a separate time to be let into the gear room. Please only do this if you really can’t make the gear room times, not just because you don’t feel like it or didn’t plan ahead.

You can stop by the gear room to check out or return gear and be reimbursed at any of the times listed above! Officers remain at the gear room only for as long as people are checking in/out gear (usually about 20-25 minutes). You may also purchase ODC t-shirts, hoo rags, patches, stickers, and more at the gear room!


  • Before returning gear, refer to the GEAR CLEANING DOC!
    • If you return damaged, dirty, or incomplete gear, you will jeopardize your ability to check out gear in the future. It is your responsibility to return your gear in the condition you received it.
  • Please refer to our reimbursement policy here.
  • You can check our gear inventory here.
  • Want to check out water sports gear or a mountain bike?
    • Please email the officers at They are stored at separate locations. We ask that you give at least 24 hours notice.
  • Gear is due one week from when it is checked out unless renewed by an officer at a gear room. Keeping gear past its due date is a UVA Honor Offense. Club trips have priority access to gear.

Directions to the Gear Room:

  • Start at Echols Dorm → go right on McCormick → turn right on Alderman Rd → take a left on Leake Drive → walk to the end of the road (there are several buildings and parking on either side) → pass a picnic table on the right → keep going! → walk straight to the first big maintenance building directly ahead → walk behind the building on the left side (if it feels like you maybe shouldn’t be there, you’re in the right place) → walk up the stairs → End: knock on the door!
  • Map to Gear Room




Leading Trips:

To become a trip leader, thoroughly read the Trip Leader Manual (resources page of the website) and send the officers an email ( letting them you know you have done so. They will then activate you on the website! Alternatively, come to a Trip Leader Workshop, lead by the officers several times each semester and posted on the website.

As a reminder, climbing, caving, mountain biking, and whitewater trips have special rules to lead! To learn more about types of trips and to become an approved trip leader for the sports listed above, feel free to contact the club’s Sport Advisors (emails can soon!).

  • Climbing:
    • Melu (
    • Abby (
  • Caving
    • Renee (
    • Aidan (
  • Biking
    • Max Titov (
  • Hiking/Backpacking
    • Grace (
    • Ed (
  • Water Sports
    • Mitch – All (
      Marion – Kayaking & Rafting (

If you have questions about how to lead trips, refer to the Leading Trips pages under Resources on the club website.

Want to lead a trip for an under-represented group in the outdoors? Lead an Affinity Trip! See the link for details and guidelines.


  • Please be aware that if you are joined on a trip, and you do not show up, or you drop out at the last minute, you are depriving another member of a spot on that trip.
  • No-shows and last-minute absences not only hurt trip attendance, but they also make logistics more complicated.
  • If a member is reported for two absences, trip leaders are permitted to take this into account when moving people off wait lists.

Sexual Harassment and Equity Reporting:

  • Outdoors at UVA is committed to providing a safe and welcoming space for everyone to enjoy the outdoors. If you feel you or another have experienced misconduct at the hands of another club member, please report it here. This is including but not limited to misconduct regarding sexuality (including sexual harassment), gender, race, ethnicity, ability, etc.
  • Outdoors at UVA’s Sexual Misconduct policy can be found here. Our policy for harassment and discrimination is here.




None, but I heard there was a good caving trip the other day! Send us your trips!

  • How to be featured:
    • Each week we’ll feature a different adventure that happened within the previous 7 days. To be featured, send us ( a couple of pictures of you and your pals adventurin’ and a little blurb about what you did!
    • We’re stoked to see what y’all get up to, but PLEASE (please!) do not take pictures of people without their consent (and don’t submit them to us without their consent).
    • Try and submit pictures as .jpeg files if possible! (not .heic live photos!)

Who will be the next ADVENTURE OF THE WEEK???




Social Media:

FB: (

Insta: (

GroupMe: (


Peace, Love, & Dirt,

Sarah and the Officers



OMG THERE’S THE SNOW! Good work detectives. Here’s a snowman for your diligence. ☃️