Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
Major Excursions Trip Proposal Form
Last Revision July 2008
The following pages contain the application to lead an AMC Major Excursion. Please complete the form with as
much detail as possible, and attach additional sheets if necessary. Also include a detailed budget/costing sheet
that clearly shows all costs associated with your planned excursion. The trip proposal form and budget are due
two weeks prior to the MEC meeting in which it will be reviewed. Deadlines will be posted on the MEC leader
website (http://snebulos.mit.edu/orgs/amc/) and sent to you on the MEC leader listserv well in advance of the
meeting. The MEC will not accept late proposals unless the chair is notified in advance with a compelling reason.
Incomplete applications will be returned to you and not reviewed until complete, so please make sure to fill in all
applicable sections.
The application was created in a Microsoft Word protected document. To fill in each section click on the check
box and/or on the grey text box and start typing. The boxes will automatically get larger as you fill in text. If you
find that you need a lot of space to explain a section, please say “see additional attachment” and attach a separate
page.
In addition, the following are helpful during the review process, but need only be submitted after your proposal is
accepted:


50 and 150 word notices for the AMC Outdoors and www.outdoors.org. Please see the current rules http://snebulos.mit.edu/orgs/amc/listings/ and schedule for submitting notices for the AMC Outdoors.
Trip prospectus – without the application forms attached – in Microsoft Word or PDF format
Finally, we need to have on file at Joy Street, the following documents:



A completed confidential medical form for the leader and co-leader (after approval is given)
Copies of first aid and CPR certifications for leader and co-leader (before or after approval is given)
A completed application to be a co-leader if the co-leader is new (before proposal is submitted)
We will accept snail mail applications, but electronic forms are preferred. Please save and forward your
electronic document with the following naming convention:


Leader’s last name, trip destination, year of trip and what type of document it is (application, budget,
Outdoors listing or prospectus)
For example, Smith-New Zealand-2007-Application.doc or Smith-New Zealand-2007-Budget.xls
Applications should be sent electronically to the MEC Chair, Stacia Zukroff, at mecchair@amcboston.org and to
cyout@outdoors.org. They can be mailed to: Travel Programs Coordinator, 5 Joy Street, Boston, MA 02108. If
you have any questions, please contact Stacia at: 781-648-5503 or mecchair@amcboston.org.
Revised 7/15/2016
Major Excursions Trip Proposal Form, page 1 of 6
Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
SUMMARY OF TRIP INFORMATION
Hiking Village to Village in Provence, France
Leader Robin Melavalin
Co-leader Karin Tate
Provence, France
April 17-24, 2010
Total # of days 8
Hiking
Downhill skiing
Kayaking
Title of trip
Leadership
Location(s)
Dates
Type of trip
check all that apply
Backpacking
Cultural
Road biking
Nordic ski
Mountain biking
Snorkeling
Other – please describe
Number of participants
(excluding leaders)
Advertised cost
Airfare range if not included
Do you wish to have your trip
listed online before it is
published in The Outdoors?
Smaller trips and leader
subsidization
Max 14
Min 10
$ 1222
Does it include airfare? Yes
No
$ 950-1150
Yes
No If yes, please list the approximate month (max is one year in
advance of trip)
March 2009
Is this proposal for a small group trip – i.e., less than 14 participants and 2
leaders or 7 participants and 1 leader? Yes
No
If yes, why is a small group proposed?
If a participant fee increase of more than 15% is proposed, please explain
why?
LEADER AND CO-LEADER INFORMATION
Trip three
Other related trip experience
Robin Melavalin
11 Cuthbert Road, West Roxbury, MA 02132
rmelavalin@rcn.com
Home 617.780.5362
Work 617.521.2490
WFA
AWFA
WFR
Expiration: April 2010
CPR
BLS
Expiration: April 2010
Please list the last three longer (5+ day) trips you have led for the AMC including
destination, type of trip, dates and number of participants. Feel free to list additional
trips you have led, particularly if they demonstrate experience related to the trip you
are proposing.
AMC - Hut to Hut in the Bavarian Alps as co-leader June 2008 with 10 participants
Work - Cape Verde, West Africa as leader March 2005 with 22 participants
including students, community leaders, the VP and the president of the college
Work - Cuba as leader March 1999 with 5 students - medical anthropology
AMC - Morocco will do as co-leader Feb 2009 with John Lisker with 10 participants
Co-leader name
Karin Tate
Leader name
Leader address
Leader email
Leader phone
Wilderness first aid training
CPR training
Prior leading experience
Trip one
Trip two

To lead a major excursion you must have current CPR and WFA at the time of your trip (or AWFA for all backcountry
trips). If you do not have the required level of certification at the time you submit your proposal or it will expire before
the date of your trip, you will need to make arrangements to recertify in a timely manner.
Revised 7/15/2016
Major Excursions Trip Proposal Form, page 2 of 6
Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
Co-leader address
Co-leader email
Co-leader phone
Wilderness first aid training*
CPR training*
Prior leading experience
100 Erie St #9, Cambridge, MA 02139
Karintate@verizon.net
Home 617-876-9507
Work same
WFA
AWFA
WFR
Expiration: May 2010
CPR
BLS
Expiration: expired - to be renewed
If you are a new co-leader you must submit an application to be a major excursions
leader or co-leader prior to submitting this application.
Scouting
Have either of you led this trip
before or traveled to this
area?
Languages
Does either the co-leader or
leader speak the local
language?
Couples
Do the leader and co-leader
have a significant personal
relationship?
Private trips
Do either of you lead trips that
are private - not sponsored by
the AMC?
Yes
No
If yes, please describe below:
Karin lived in France for five years and has traveled there many times. She has also
hiked in Provence.
Executive summary
Please provide a brief
description of the trip and the
activities planned.
We will meet in Avignon, spend the night, take local bus approx. 1.5 hours to Apt, then
hike to a series of five villages, all about 8 miles apart. On the 6 th day we will be in
Fontaine de Vaucluse, spend the night, and from there will take the local bus back to
Avignon, where we will again spend the night; the trip will end the next morning. This
itinerary easily lends itself to pre- and post-trip travel in the Mediterranean, if
participants wish to do so on their own. Participants will carry packs for six days with
clothes, water and lunches.
Modest hotels and hostels in the villages. Double or triple occupancy rooms.
Co-leader: Yes
No
Leader: Yes
No
Not applicable:
Yes
No
If yes, please list who has agreed to be your back-up in case one or
both of you need to drop out. This is required for approval!
Yes
No
If yes, please note that you cannot advertise AMC and private trips
together unless there is a clear distinction between the two in any marketing
materials you send out.
LOGISTICAL DETAILS OF TRIP
Accommodations
Please describe your plan for
accommodation(s)
Meals
Please describe your plan for
providing meals
Permits or permissions
Does the trip require special
permits or permissions?
(required on many U.S.
federal lands and national
parks)
Special equipment
Does the trip require special
equipment?
Special experience
Does the trip require special
skills on the part of the
participant?
Pre-trip activities
Revised 7/15/2016
Breakfasts served at hotels and hostels; dinners as a group in restaurants; lunches
supplied by participants. There will be time for shopping for fresh lunch foods in each
village.
Yes
No
If yes, please describe below what you will need to do to obtain them:
If no, please describe the process you went through to find out that they were not
required:
Yes
No
If yes, please describe below what type of equipment and how you
will ensure that people know how to use it:
Sturdy hiking boots, poles and a daypack for 5 days of hiking.
Yes
No
If yes, please describe below what type of experience? Also describe
how you will ensure that the participant has this experience?
It will be important for everyone to be in excellent physical condition. This will be
determined by screening for health, fitness and recent hiking experience.
Yes
No
If yes, please describe below what you will do:
Major Excursions Trip Proposal Form, page 3 of 6
Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
Do you plan to get your group
together before the trip for an
activity or social event?
Conservation, education and
recreation
How will this major excursion
meet the mission of the AMC?
www.outdoors.org/about/
mission.cfm
A get-together which will include 6-mile hike in a Boston area location.
Discussion of environmental concerns in the area of Provence where we will be walking.
There is a great deal of historic importance in the region, some of which will be shared
with the participants. We will learn the local cuisine, customs and lifeways of the
people. The area is beautiful and hilly, and the walking will be at a relaxed pace.
TOUR OPERATOR AND GUIDE SERVICE INFORMATION
Will this trip require a tour
operator or guide service
during part, or the entire
trip?
Name of tour operator/guide
service
Tour operator website
Safety record
Please provide information
about their safety record.
Insurance
Do they have liability
insurance?
Emergency response
Please describe the outfitters’
response plan in the case of an
emergency.
Yes
No
Please describe their services. If you are using a tour operator for the entire trip,
please describe why you will be using them rather than doing this trip on your own:
Liability? Yes
No
Are they willing to list AMC as an
additional insured?
Maximum amt: $
Yes
No
RISK ASSESSMENT
Please assess the risks and hazards of your trip. Carefully consider each area of risk and how it may affect your trip.
Devise a plan to prevent each hazard and to respond to it if it becomes necessary. Please be very specific for each section
if applicable.
Trail conditions, river crossings, weather, wildlife (bears, snakes, etc.)
Climate/terrain
Potential hazards
Trails are good with no serious threats along the way, but people can always have a fall.
Response
First aid, cell phone contact with local clinic, possible evac. We will be near villages
every day and close to help if needed. We will take our time, unhurried. Weather not a
problem, as there is little rain and very lovely weather in Provence at this time of the
year.
Political concerns, crime, language translation, terrorism
Foreign Country
Potential hazards
The threat of crime is similar, if not less, than in Boston. The State Dept website sites
potential thefts of backpacks and purses in restaurants and hotel lobbies in French cities.
Lack of French language skills.
Response
While in the city of Avignon leaders will advise participants to be especially careful with
their belongings. If available, use of hotel safes will be encouraged. Coleader is fluent in
French. Participants who do not know French will be encouraged to be with those who
do.
Road conditions, drivers, insurance
Transportation
Potential hazards
Road conditions are good in France. Transit strikes are not uncommon in France, though
should one occur it would not likely affect the local busses.
Response
We will pay close attention to current events and use public busses with professional
drivers.
Level of fitness, screening concerns, experience with equipment or activity
Participants
Revised 7/15/2016
Major Excursions Trip Proposal Form, page 4 of 6
Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
Potential hazards
Response
Other
Potential hazards
Response
Participants must be used to walking at least 6 miles on multiple days without getting
tired and have broken-in, ankle-high boots.
Screening will be very important to ensure participant fitness and appropriate gear.
Conditions unique to this type of trip
EMERGENCY ACTION PLAN
Please describe your plans for dealing with emergencies. Use as much detail as possible, and list any special
communications equipment you may need to ensure the safety of your participants. DO NOT LEAVE THIS SECTION
BLANK
Will carry a cell phone and contact information for the nearest medical clinics. Coleader
Emergency communication
Phone contacts, language,
is fluent in French. We will be no more than 4 miles from nearest village at all times.
documentation, distance from
In France, the phone number for emergency medical services is 15.
emergency services
We will carry one cell phone with international access. If possible, we will borrow the
Emergency equipment
What sort of emergency first
2-way radios from Joy St.
aid or communication
equipment (satellite phone,
two-way radios) do you plan
to use, if any?
One of the leaders will walk out to the nearest village with an injured participant, and go
Evacuation
Please describe your plan for
for help if he/she is not able to make it out on his/her own. From there we would
evacuation from the
procede by taxi to the nearest medical facility.
backcountry location if
applicable?
1. Centre Medico Social, Avenue Philippe de Girard, 84400 Apt phone:0490747600
Medical care
Please describe the medical
2. Hopital Maison de Retraite, Route Murs, 84220, Gordes phone: 0490727200
care available in the area(s)
3. Emergency Hospital Avignon 305 rue Raoul Follereau, Avignon phone: 0490803333
where you will be traveling
4. Centre Hosopitalier Pertuis, 58 rue Croze 84120, Pertuis phone: 33490094343
and list names and telephone
numbers for these facilities.
COST AND BUDGET DETAILS
Foreign currencies
For int’l trips list each foreign
currency, the current $US
dollar exchange rate and what
contingencies you have if that
rate changes. If a tour
operator or agent is being
used, what currency is the
agent to be paid in?
Deposits
What deposits will be required
by airlines, hotels, tour
operators, etc., and when?
Refunds
What is the latest date you can
cancel and still receive a full
refund?
Participant deposit
What are the initial deposit
and your schedule of
Revised 7/15/2016
Current conversion rate is 1.351 US dollars per Euro.
Costs were figured at 1.5 dollars per Euro to cover minor shifts in the exchange rate.
A cushion is included in the budget in case of fluctuations.
No deposits are required by hotels, and participants will make own flight arrangements.
Hotel and hostel reservations will be held with a credit card and paid in full on-site.
Hotels are not yet taking reservations for 2010.
NA
$500 initial deposit with application
$500 upon acceptance by leaders
Final payment of $222 due February 17, 2009
Major Excursions Trip Proposal Form, page 5 of 6
Robin Melavalin/Karin Tate
Hiking Village to Village in Provence, France
payments?
Cancellation policy
What will your cancellation
policy be for the participants?
Minimum numbers
Will you still run the trip if you
do not get the minimum
number?
Reference web links:
MEC Home Page:
Forms:
Deadlines:
E-Mail Addresses:
Club House:
MEC Chair:
Revised 7/15/2016
Cancellation and Refund Policy: Refunds to participants canceling from the trip will be
based on our ability to recruit replacements and/or adjust expenses. Cancellation refunds
probably won’t be returned until after the trip has been completed. Cancellations are
considered effective when a leader receives notification.
Yes
No
If yes, please describe conditions:
http://snebulos.mit.edu/orgs/amc/
http://snebulos.mit.edu/orgs/amc/application/
http://snebulos.mit.edu/orgs/amc/listings
cyout@outdoors.org
mecchair@amcboston.org
Major Excursions Trip Proposal Form, page 6 of 6