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 Applications should be sent electronically to the MEC Chair, Stacia Zukroff, at mecchair@amcboston.org and to amcexcursions@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 8 SUMMARY OF TRIP INFORMATION Mongolia Expedition: The Ancient Migration Routes of the Darhat Mongols Leader Susan Lach Co-leader Dick Cable Mongolia Expedition:Lake Khovsgol, Saridag Mountains, and the Darhat Valley 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 horseback riding Max 14 $ 3925.00 $ 2000.00 Number of participants Advertised cost Airfare range if not included Min 10 Does it include airfare? Yes No LEADER AND CO-LEADER INFORMATION Leader name Leader address Leader email Leader phone Wilderness first aid training CPR training Prior leading experience Trip one Trip two Trip three Other related trip experience Co-leader name Co-leader address Co-leader email Co-leader phone Wilderness first aid training* CPR training* Prior leading experience Scouting Susan Lach 73 Amherst Drive, Manchester, CT 06042 suelach@sbcglobal.net Home 860-533-0219 Work WFA AWFA WFR Expiration: 4-09 CPR BLS Expiration: 12-10 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. Belize- 11-06: 16 participants New Zealand- 12-07: 10 participants Yosemite National Park - 06-08: 8 participants Dick Cable 8 Heather Lane, Burlington, CT 06013 r.cable@sbcglobal.net Home 860-673-1940 Work WFA AWFA WFR Expiration: 5-09 CPR BLS Expiration: 3-09 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: 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 8 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? 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. This trip will consist of a 17 day expedition in the northern region of Mongolia. The first two days and the last day are devoted to travel to and from Ulaan Bataar. Internal air is required to reach Moron and then travel overland to Khatgal. The group will journey by boat up Khovsgol Lake to begin trek/horseback over Saridag Mtns. to Darhat Valley. We will then trek/horsback south where we will conduct a one day social service project. Upon completion we will travel back over the Saridag Mtns. via the Russian Pass ending in Khatgal for the Fall Naadam [festival]. The final leg will take us back to Ulaan Bataar for our departure home. (See attached itinerary for day to day activities) Accommodations Please describe your plan for accommodation(s) The first and last night will be spent in a hotel in the capital, Ulaanbaatar, Mongolia. The rest of the trip will be tent and ‘ger’ camping. While they vary (often year to year) in quality and service, all ger camps have the same basic format. You sleep in gers, the felt covered round tents of Mongolia’s nomads, which have 2-4 beds, a table and a wood stove. A hot water thermos is available and sometimes you get tea bags as well. There is a bathhouse which always has sinks and showers and sometimes a sauna. Toilets may be incorporated into the bathhouse and flush with varying efficiency. Or toilets may be in a separate building or of the outhouse variety. Also present will be a large kitchen/dining hall, sometimes a newly constructed building, other times a converted structure, and often a giant ger-like structure. All in all ger camps are comfortable, relaxed, and offer a good break from homestays or camping while traveling cross country. The following offers addition information pertaining to gers: What is a ger? It’s a portable round house uniquely suited to the Mongolian nomadic lifestyle, and the Mongolian climate. It’s warm in winter and cool in summer oweing to the excellent insulation properties of the felt and canvas walls.The ger consists of a circular wooden frame carrying a felt cover. The frame consists of one or more lattice wall-sections, a door-frame, roof poles and a crown. They vary regionally, with straight or bent roofpoles, different sizes, and relative weight. What is a ger camp? A ger camp is a place where tourists can experience living in a ger. A ger in a ger camp is the same construction and furniture as a family ger. The beds, table, stools, and stove are all the same. However the tourist ger won’t have the objects of daily Mongolian life: cooking pots, food, saddles and bridles, dishware and utensils. Also, there is no altar in a tourist ger. Tourist gers can fit 4 beds around the perimeter, whereas the traditional Revised 7/15/2016 Major Excursions Trip Proposal Form, page 3 of 8 family ger in the countryside has two. For the portion of the trip off the tourist track, the group will be camping. A support vehicle or pack animals will carry the components of comfortable camping: tents, sleeping bags, stoves, foodstuffs, water cooking gear, and a cook. The outitter provides comfortable backpacking style tents, designed for 3-4 people but assigned to just two. For toilets they will dig a latrine or provide a shovel, toilet paper, and the opportunity for participants to make a contribution to the greening of Mongolia at a distance from camp determined by their personal comfort and aesthetics. Bathing is done with a basin of hot water, prepared by the cook or at an appropriate distance from the nearest lake or stream. Meals Please describe your plan for providing meals All meals are provided. Meals are plentiful and basic – mutton, rice, and noodles form the basis of the diet, just as it does for the local people. Potatoes, carrots and cabbage are common vegetables served in Mongolia. Generally, they are boiled in a broth made from meat. Trail rations will include eggs, peanut butter, cheese, and yak or cow butter and yogurt. Typical seasonings are salt and red pepper (like paprika), but food is generally bland. A small bottle of hot sauce may come in handy. The outfitter can accommodate special dietary needs provided they are notified ahead of time (including vegetarian diets or specific food allergies). Meals are provided, but not trail snacks. It is encouraged that participants bring snacktype camping food: granola, dried fruit, nuts, Cliff bars, ect. 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? www.outdoors.org/about/ mission.cfm Revised 7/15/2016 Boojum uses an expedition-size Katadyn filter pump (www.katadyn.us, item code 2050000). Also, note – Lake Khovsgol has some of the purest fresh water found in the world (certainly more pure than the bottled waters that can be purchased off the shelf). The area we will be traveling through has no giardia concerns (and when traveling through the lower altitude cattle impact areas, filtered water will be provided). Yes No If yes, please describe below: Visas are required for non-US citizens. Yes No If yes, please describe below what type of equipment and how you will ensure that people know how to use it: However, Boojum will provide a detailed gear list that they strongly recommed each participant follows. This will aid in the transportation of gear. The groups belongings will be with us at all times and there will be no place for additional bagage to be held during the expedition. Yes No If yes, please describe below what type of experience? Also describe how you will ensure that the participant has this experience? Previous hiking, camping/backpacking, and horseback riding is required. This will determine through the screening process. Yes No If yes, please describe below what you will do: Pre-trips will be scheduled to allow the group to meet prior to the trip. Ideally, one or two day hikes will be scheduled or a social event. This is all contingent on the location of the participants. We will have excellent local guides who will familiarize us with both the geography of the country but also the history and rich cultural traditions. The horse plays a pivitol role in the life of Mongols and has a rich tradition. Of importance is the Naadam festival that occurs across Mongolia. Naadam includes three traditional sports: horseracing, wrestling, and archery. We will be able to move from tent to tent and mingle with the competitors in the town of Khatgal and watch all three events. Major Excursions Trip Proposal Form, page 4 of 8 Khovsgol National Park is the gem in the Mongolia National Park System. Formally created just about 20 years ago, the park is underdeveloped and under many different pressures as tourism grows along with domestic interest in travel. Along our route we will see the good, the bad and the ugly of development and conservation efforts underway in the Park. We will meet with local herders and officials and learn about the many perspectives on the park and it’s benefits and drawbacks to the community. AMC members bring a much needed historical experience with the value of Parks and Reserves that will make for lively discussions and sharing of views with local people. The group will be participating in a Service project day. This is an exciting and vital part of this expedition. In conjunction with Boojum Expeditions and the local government, we will have the opportunity to work on one of several service projects…yet to be decide. Three options will take place in the vicinity of Renchinlhumbe associated with the school or hospital or ecotoilet at the range camp while the fourth would be to work to reconstitute a safety hut that served as shelter for the migrating families. The latter fell into disrepair during the socialist period of Mongolian history. [This could be an ongoing AMC project if other AMC trips follow in the footsteps of this first Mongolia Expedition to this area.] As leaders we are excited to offer this opportunity…part of what AMC believes and embodies. 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: Due to the location and need for guides on the migration routes, ger accomodations, horses and wranglers, internal air, and overland travel, a guide service is necessary Boojum Expeditions www.boojum.com This outfitter is the oldest outfitter in Mongolia…now in their 24 th year.[14 years in Mongolia. They have led trips for the Sierra Club as well as the special expedition to this area for National Geographic [2003]. Over the last 14 years in Mongolia, Boojum Expeditions has had one death on a trip, a detached retina, appendicitis, a broken bone or two and the usual stomach upsets. The death was not reviewed in detail, but Boojum stated that there was never any responsibility for the death placed on Boojum Expeditions by family or estate. Liability? Yes No Maximum amt: $ 1 million dollars. Are we willing to list AMC as an additional insured? Yes, we will get a rider on our liability insurance. We will need to coordinate with you on the releases each passenger signs (either to modify ours to include the AMC or to have each traveler sign both) Yes No Are they willing to list AMC as an additional insured? Boojum guides are first aid trained and will be carrying the basic first aid supplies. The leader and co-leader are also wilderness first aid trained and will be carrying group first aid kits as well. Refer the "Emergency Action Plan" section for more details. Revised 7/15/2016 Major Excursions Trip Proposal Form, page 5 of 8 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 Potential Hazards: Hiking in rough terrain, boggy ground, lightning and thunder storms, horseback riding related injuries, cold exposure, river crossings. THERE IS NO DANGER FROM WILDLIFE NOR POISONOUS SNAKES, ETC.. Response Boojum guides will carry a basic first aid kit. For a trip of this nature, Boojum also will require that the AMC leaders carry a first aid kit as well. Each participant is expected to carry a personal first aid kit and bring their own supply of over-the-counter medicines (for example a pain reliever with codeine, a couple days’ supply of cipro). Empirin, tetracaine (ophthalmic anesthetic drops) and an ophthalmic antibiotic are also recommended by Boojum to bring as well. Political concerns, crime, language translation, terrorism Foreign Country Potential hazards 1. Petty crime is common, as it is in any large metropolitan area. Terrorism and political concerns are minimal risks. 2. Most native Mongolians do not speak English. 3. Security is generally so-so at ger camps. . Response 1. Awareness of the surroundings and the location of individuals personal belongings will be sufficient to prevent most petty crimes. Only two days will be spent in UB, the nomadic population of western Mongolia is largely removed from world politics. 2. Guides are fluent in both English and Mongolian. 3. A padlock is provided to lock each ger. It is recommended that participants keep important papers and cameras with them as an extra precaution. Transportation Potential hazards Response Participants Potential hazards Response Other Potential hazards Response Revised 7/15/2016 Road conditions, drivers, insurance Roads will range from reasonably well maintained paved roads to rough dirt tracks. Probably more dangerous driving to and from the airport in Ulaan Baatar than driving cross country in a Russian jeep. Drivers are also mechanics and in many areas alternative vehicles can be hired on short notice in case of major breakdowns Boojum is largely self reliant with vehicles, owner operated, when in the backcountry. Level of fitness, screening concerns, experience with equipment or activity Participants should be well experienced with ROUGH travel and camping, minimal toilet and bathing facilities, simple campfire cooked meals. Participants should be capable of hiking 10-15 miles per day. Some previous horseback riding experience is preferred though not required .Potential participants will be screened by one of the trip leaders prior to registration. Participants should be current with Tetanus and Hepatitis. Conditions unique to this type of trip We will be traveling by boat on a large lake. We will be in the border control region and subject to inspection by the Mongolian Border Patrol. The boat will be equipped with life jackets and the captains are very conservative and only travel in good weather. The boats are very Major Excursions Trip Proposal Form, page 6 of 8 seaworthy, but sometimes the engines need to be tinkered with. All participants need to provide a COLOR scan (min 150 dpi) of the face page of their passport to obtain border region permits. 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 EMERGENCY COMMUNICATION: Phone contacts, language, If participants need to be contacted while you are in Mongolia, please documentation, distance from use the following: emergency services Kent Madin Cell 406-595-2310 (Montana) Ariunbolor Dorjsembe 406-599-5172 (Montana) Cellphone of Anya (office manager in UB): 99-11-5929 Cellphone of Zaya (office assistant) 99188950 Email: klm@boojum.com Khovsgol Lodge Management Company 33-16, 1st Horoo, 5th Microdistrict, Sukhbaatar District, Ulaanbaatar, Mongolia Emergency equipment Satellite phone will be provided. Additionally, most of the country What sort of emergency first has cell coverage. An emergency first aid kit is provided and guides aid or communication are trained in basic first aid. AMC Leaders will also be carrying a equipment (satellite phone, group first aid kit and are wilderness first aid trained. two-way radios) do you plan to use, if any? Two-way radios will also be carried by the leader and co-leader. Evacuation All Boojum clients are required to have pre-paid coverage that pays the Please describe your plan for cost of being evacuated from where they are injured. Because of the evacuation from the remote location of this trip, additional evacuation insurance will be backcountry location if required. In case an evacuation is required, Boojum will utilize applicable? either a cell or satelite phone to reach base to organize the evacuation. The order of events is as follows: 1. Call the Boojum office in UB (NOT the US office). Provide the date, time, and nature of the injury or illness. Provide your exact location. Allow the client to speak to the UB office if possible. Set a time to call back to the UB office with an update. 2. Contact the helicopter evacuation company if the condition is lifethreatening. Boojum has a business arrangement with the helicopter evacuation company to get a helicopter in the air as soon as possible after a call is made, owing to the policy that every single one of our passengers has evacuation coverage. If the client is able to be moved, or ride a horse or jeep, they will be transported to the nearest county seat to see a doctor and make additional arrangements. 3. Boojum’s office staff in UB locates specific information about the injured party (all client information is available immediately to UB and US staff via our web-based system). Boojum staff in UB contacts the emergency evacuation provider and puts them in touch with the SOS emergency clinic staff. The SOS clinic in UB belongs to an international string of clinics. If SOS is unavailable, there are several competent hospitals in UB. Transport to Beijing is available if Revised 7/15/2016 Major Excursions Trip Proposal Form, page 7 of 8 necessary.. 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. There are local doctors in every town. In UB, there are several hospitals in addition to the SOS Clinic. Bear in mind that there is a large year-round diplomatic community in UB that requires modern medical facilities. If a specialist is needed that is unavailable in Mongolia, air transport to Beijing is possible. SOS Medica Mongolia UB International Clinic This is the most modern medical facility in Mongolia. X-ray and general lab facilities are on site. Referrals to specialists or other facilities available if necessary. Phone: 976-11-464-325 Fax: 976-11-454537 SOS Medica Mongolia UB International Clinic 4a building, Big Ring Road, 15th Microdistrict, 7th Khoroo, Bayanzurkh District Email: contactus@sosmedica.mn Hospital Number 2 This is a Mongolian-run facility, and is the designated hospital for high-ranking officials for the Mongolian government. Translation services are provided if an English-speaking doctor is not available. Phone: 976-11-458-191 Emergency phone: 976-11-450-129 Fax: 976-11-458-191 COST AND BUDGET DETAILS 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? Revised 7/15/2016 Boojum requires a $1000.00 deposit to secure the guide. Balance is due 60 days before departure [June 15, 2009]. Will be possible if leader and co-leader find an acceptable replacement who can process paperwork in a timely and necessary fashion. $1000.00 due with application.[Non-AMC members add $50.00], $1000.00 due Dec. 15, Feb. 15, and bal. May 15, 2009 .Final balance [to Boojum Expeditions] is due 60 days prior to departure. Nobody's cancellation will be allowed to raise costs for others. Minimum penalty schedule: zero before 1 March 09, $100 from 1 March 09 to 31 May 09, $300 after 31 May 09. If actual costs are higher, they will be assessed instead. Yes No If yes, please describe conditions: Major Excursions Trip Proposal Form, page 8 of 8