TrekHQ™ Forest Service Permit Instructions

Important: This page is a planning aid for trek leaders. Always confirm current requirements, deadlines, insurance language, maps, and submission instructions with the ranger district that manages the land where your trek will take place.

Fillable Permit Application Open the Forest Service noncommercial group use permit PDF. Map Builder Create route, campsite, staging, and emergency map notes. Emergency Contact Builder Prepare emergency contacts often requested with permit materials.

What You Are Applying For

For most stake handcart treks held on National Forest land, leaders may need to apply for a Special-Use Permit for Noncommercial Group Use.

This is usually the correct permit category when the activity is a noncommercial youth/group activity and the group size meets Forest Service permit requirements. The local ranger district has the final say on what authorization is required.

Begin this process early. The ranger district may ask for additional details, maps, insurance documentation, route information, emergency contacts, sanitation plans, fire restrictions, or other site-specific requirements.

Permit Application Packet

Prepare the permit application and supporting documents before contacting or submitting to the ranger district.

Group or event name
Contact person and contact information
Proposed activity description
National Forest location and route description
Estimated number of participants and spectators
Starting and ending date/time
Names of authorized signers
Required signatures

Open Fillable Permit

Helpful TrekHQ Tools

These TrekHQ tools can help gather the details commonly needed during the permit process.

Permit & Compliance Tracker: track land approvals, deadlines, insurance, fire restrictions, sanitation, and required documents.
Map Builder: organize route, campsite, support vehicle, and emergency access information.
Emergency Contact Builder: prepare ranger district, sheriff, medical, hospital, director, satellite phone, and leadership contacts.
Readiness Tracker: verify whether permit items are complete before trek.

Permit Tracker Map Builder Readiness Tracker

Purpose of Trek Statement

The purpose statement should describe the outdoor educational/historical nature of the activity. Avoid religious language or religious overtones in the Forest Service permit materials unless the ranger district specifically requests otherwise.

Sample purpose statement:

For this activity we will be taking up to 120 youth from the Washington, Utah area to the Kaibab National Forest to participate in an authentic pioneer handcart trek.

The youth will pull their rations and essential supplies using authentic-style wooden handcarts. They will pull their carts for a distance of approximately 13 miles and camp on the ground in sleeping bags at night.

The purpose of this activity is to give trek participants a greater understanding of what early western pioneers experienced as they migrated west. Trekkers will be dressed in traditional pioneer-style clothing as they pull handcarts along the trail. The activity may include pioneer history, trail experiences, outdoor skills, meal preparation, and period-style activities.

Insurance Documentation

The Forest Service may request a certificate of insurance or proof of liability coverage. Your stake or sponsoring organization should verify current insurance request procedures through the appropriate Church or organizational risk management office.

The older instruction page referenced LDS Risk Management and a minimum liability coverage example. Because contact information and requirements may change, leaders should verify current insurance instructions before submitting the permit packet.

Route Map

Before submitting the permit, identify the general trek route and likely support needs.

Trailhead and exit points
Campsites
Lunch/rest stops
Water staging areas
Porta potty locations
Vehicle/support routes
Emergency access points
Possible vignette or activity locations

GPS coordinates can be very helpful when preparing your map and communicating with the ranger district.

Emergency Numbers

A list of emergency contacts is often useful during the application process and should also be carried by key trek leaders.

Forest Service ranger district
County sheriff / law enforcement
Area medical and hospital contacts
Highway patrol or road assistance contacts
Trek director / coordinator
Medical lead
Satellite phone or emergency communication contact
Stake or sponsoring organization leadership contacts

Post-Trek Report

After trek, the ranger district may appreciate or request a short post-trek report. This report should summarize the activity, thank the Forest Service, and note cleanup or site stewardship efforts.

Keep the post-trek report professional and land-use focused. Avoid religious overtones. Include useful details such as participant numbers, mileage, campsite use, trash cleanup, fire restriction compliance, and any improvements or stewardship performed by the group.

Sample Post-Trek Report

Our Kaibab National Forest Authentic Pioneer Handcart Trek Experience

On June 14–16, 2007, youth from the Washington, Utah area participated in a handcart trek experience on the beautiful trails of the Kaibab National Forest.

Approximately 130 youth and 127 adults participated. The group used wooden handcarts, traveled approximately 15 miles, and camped for two nights. Trekkers were divided into families, and each family pulled one cart.

During the trek, participants gathered trash found along the roadsides and trails. By the end of the trek, participants collected approximately 275 pounds of trash, which was properly disposed of after returning home.

Although fire restrictions altered food preparation plans, compressed gas and camp stoves worked well. The group complied with fire restrictions and followed Leave No Trace expectations.

We sincerely appreciate the support of the Kaibab National Forest staff who helped identify campsites suited to our goals and needs. The campsites worked well, and the group completed walk-through inspections to help ensure compliance with cleanup expectations.

Thank you for the opportunity to use the Kaibab National Forest for this handcart trek experience. The setting provided a meaningful and successful outdoor experience for our youth and adult leaders.