1 / Major Excursions Trip Proposal Form 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 Revised 7/15/2016 Major Excursions Trip Proposal Form, page 1 of 7 2 / Applications should be sent electronically to the MEC Chair, Stacia Zukroff, at mecchair@amcboston.org and to dturner@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 2 of 7 3 / SUMMARY OF TRIP INFORMATION Title of trip Leadership Location(s) Dates Type of trip check all that apply Leader Co-leader Hiking Total # of days Downhill skiing Kayaking Backpacking Cultural Road biking Nordic ski Mountain biking Snorkeling Other – please describe Max Number of participants (excluding leaders) Advertised cost Airfare range if not included Smaller trips and leader subsidization Min $ Does it include airfare? Yes No $ 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 Leader name Leader address Leader email Leader phone Wilderness first aid training CPR training Prior leading experience Home Work WFA AWFA WFR Expiration: CPR BLS Expiration: 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. Trip one Trip two Trip three Other related trip experience Co-leader name Co-leader address Co-leader email Co-leader phone Home Work 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 3 of 7 4 Wilderness first aid training* CPR training* Prior leading experience 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? / WFA AWFA WFR Expiration: CPR BLS Expiration: 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. Yes No If yes, please describe below: 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 Executive summary Please provide a brief description of the trip and the activities planned. 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 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? Revised 7/15/2016 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: Yes No If yes, please describe below what type of experience? Also describe how you will ensure that the participant has this experience? Yes No If yes, please describe below what you will do: Major Excursions Trip Proposal Form, page 4 of 7 5 / www.outdoors.org/about/ mission.cfm 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 Response Political concerns, crime, language translation, terrorism Foreign Country Potential hazards Response Road conditions, drivers, insurance Transportation Potential hazards Response Level of fitness, screening concerns, experience with equipment or activity Participants Potential hazards Response Conditions unique to this type of trip Other Potential hazards Response 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 Emergency communication Phone contacts, language, documentation, distance from emergency services Emergency equipment What sort of emergency first Revised 7/15/2016 Major Excursions Trip Proposal Form, page 5 of 7 6 / aid or communication equipment (satellite phone, two-way radios) do you plan to use, if any? Evacuation Please describe your plan for evacuation from the backcountry location if applicable? Medical care Please describe the medical care available in the area(s) where you will be traveling 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 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? Yes No If yes, please describe conditions: Reference web links: MEC Home Page: Forms: Deadlines: AMC Home Page: http://snebulos.mit.edu/orgs/amc/ http://snebulos.mit.edu/orgs/amc/application/ http://snebulos.mit.edu/orgs/amc/listings http://www.outdoors.org/ E-Mail Addresses: Club House: MEC Chair: amcexcursions@outdoors.org mecchair@amcboston.org Revised 7/15/2016 Major Excursions Trip Proposal Form, page 6 of 7 7 MEC Notices: Revised 7/15/2016 / goeke@space.mit.edu Major Excursions Trip Proposal Form, page 7 of 7