Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Friday September 25th to Monday October 12th
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 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
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.
SUMMARY OF TRIP INFORMATION
Title of trip
Leadership
Location(s)
Revised 7/15/2016
Trekking Japan: Mountains, Temples, & Gardens
Leader Erik Madsen
Co-leader David Loutzenheiser
Tokyo, Nikko, Yamadera, Tsuruoka, Haguro, Matsumoto, Kamikotchi, Oji, Nara, and
Major Excursions Trip Proposal Form, page 1 of 6
Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Dates
Type of trip
check all that apply
Kobe
Friday September 25th to Monday
Total # of days 16
October 12th
Hiking
Downhill skiing
Kayaking
YES
Backpacking
Nordic ski
Number of participants
Advertised cost
Airfare range if not included
Friday September 25th to Monday October 12th
Cultural
YES
Mountain biking
Road biking
Snorkeling
Other – please describe
Hiking is the dominate theme for the trip. Cultural sightseeing occurs during some
hikes and on non hike days.
Max 16
Min 10
$ 3,000 Approximate Does it include airfare?
No
$ 1,200 Approximate
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
Have either of you led this trip
before or traveled to this
area?
Erik Madsen
70 Oak Hill DR, Bristol, CT, 06010-2438
emadsen2004@yahoo.com
Home 860-314-0125
Work 860-418-6012
WFA
AWFA
WFR
Expiration: 04/2011
CPR
BLS
Expiration: 04/2010
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.
Southern Utah, day hikes, 11 days May 06, 18 participants
Canadian Rockies, day hikes, 10 days, August 2007, 17 participants.
Bhutan, trek, 19 days, September 2007, 12 participants.
Sierra Nevada Mtns, Hiking, 13 days, August 2008, 11 participants.
David Loutzenheiser
38 Rice Street #3, Cambridge, MA, 02140
dloutzen@gmail.com
Home 617-491-4577
Work 617-259-0275 (cell)
WFA
AWFA
WFR
Expiration: April 2009 - Hale Reservation
CPR
BLS
Expiration: TBD
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:
CoLeader has visited many of the locations to be incorporated into this trip.

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
Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Friday September 25th to Monday October 12th
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:
No
Leader:
No
Not applicable:
Executive summary
Please provide a brief
description of the trip and the
activities planned.
Experience Japan, its people, architecture, culture, cuisine, history, immense natural
beauty, and frenetic modern cities. Travel on high speed trains and local buses to diverse
regions of the country. Hikes from 5 to 18 miles will include several strenuous climbs
above 10,000 ft as well as walks through ancient temples and rolling countryside. Explore
the lavish Toshogu Shrine in Nikko, climb volcanic Mt Nantai, and soak in natural hot
springs. Climb the three sacred peaks of Dewa Sanzen, visiting mountain temples and a
1000 year old pagoda on a two day trek. Enjoy a three day trek through the spectacular
Japan Alps. Explore the ancient city of Nara and nearby areas through local hikes and
temple tours. In this custom leader designed trip, we will stay in traditional Japanese
Ryokans, mountain huts and basic guest houses and travel by public transportation.
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?
Traditional Japanese Inns (Ryokans), budget hotels, and mountain huts
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
www.outdoors.org/about/
mission.cfm
Revised 7/15/2016
Trip includes breakfasts and dinners. Dinners and breakfasts will often be at hotel.
Remaining meals at local markets or restaurants. Participants will have the opportunity to
purchase lunch supplies prior to hikes.
Yes
No
If yes, please describe below:
No Park permits or permissions required for our commericial group. Participants can enter
Japan with a U.S. Passport.
No
If yes, please describe below what type of equipment and how you will ensure
that people know how to use it:
No
If yes, please describe below what type of experience? Also describe how you
will ensure that the participant has this experience?
No
If yes, please describe below what you will do:
Beyond the extensive hiking and natural opportunities of this trip, cultural immersion and
education are key themes throughout. Environmentally sensitive subjects like, wildlife
habitat, overfishing, pollution, automobile use, and industrialization will be discussed.
When possible english speaking guides will be sought at museums, temples, and shrines.
Japan is one of the most densely populated countries however provides a significant rural
and protected land that we will enjoy.
Major Excursions Trip Proposal Form, page 3 of 6
Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Friday September 25th to Monday October 12th
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?
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
Maximum amt: $
No
Are they willing to list AMC as an
additional insured?
Yes
No
Emergency response
Please describe the outfitters’
response plan in the case of an
emergency.
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
(1)Mud, (2)rain, (3)lightning, (4)hypothermia, (5)poisonous snakes, (6)ticks, (7)Heat
exhaustion, (8)motion sickness, (9)Sunburn, (10)Common Cold, (11)Diarrhoea,
(12)Giardia
Response
(1)Light weight hiking boots, (2)rain jacket with hood, (3)adequate clothing water and
calories, (4)Take shelter or follow solo proceedures for avoidance, (5)avoid vegetation and
holes, (6)avoid vegetation and inspect self for ticks, (7)Drink fluids with electrolytes, avoid
sun, (8)Participant has Dramamine, (9)Suntan lotion, (10)Wash hands before touching self,
(11)Participant has Immodium, (12)Explosive diarrhoea, see doctor
Political concerns, crime, language translation, terrorism
Foreign Country
Potential hazards
(1)Theft, (2)robbery, (3)language difficulty
Response
Will check US State Dept website for Japan concerns (1)Hold onto belongings, or keep
locked, (2)Avoid crime areas, (3)Have list of common phrases
Road conditions, drivers, insurance
Transportation
Potential hazards
(1)Accidents, (2)Liability
Response
(1) Will seek immediate help from authorities in event of accident. (2) Will consult with
authorities concerning liability issues and report matters of significance to the AMC
Level of fitness, screening concerns, experience with equipment or activity
Participants
Potential hazards
(1)Not physically fit for hikes, (2)lying about ability, (3)Getting Lost.
Response
(1)Screen participants carefully, (2)Be thorough in questioning, check references, meet
participant at pre trip meeting, (3)Participants will have on their person directions for what
to do when lost, and be advised verbally how to aviod loosing the group.
Conditions unique to this type of trip
Other
Potential hazards
Response
EMERGENCY ACTION PLAN
Revised 7/15/2016
Major Excursions Trip Proposal Form, page 4 of 6
Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Friday September 25th to Monday October 12th
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
All participants will carry their personal emergency contact information, including contact
Emergency communication
Phone contacts, language,
info for the AMC and any travel insurance, Leaders will also carry all participant
documentation, distance from
emergency contact and medical information. Will provide participants with emergency
emergency services
services contact information for all points on the trip. Leaders will facillitate language
issues in emergencies with a language phrase book. Group will never be more than a days
walk from civilization throughout entire trip. If neccesary group members will walk out of
the trail to civilization to contact emergency responders.
None needed, phones are available or close by to trail heads.
Emergency equipment
What sort of emergency first
aid or communication
equipment (satellite phone,
two-way radios) do you plan
to use, if any?
Will never be more than a days walk from civilization. Will self evacuate if able, otherwise
Evacuation
Please describe your plan for
the help of emergency responders will be sought.
evacuation from the
backcountry location if
applicable?
See emergency communication above for means and method of communication. Cities are
Medical care
Please describe the medical
nearby that have good basic medical care. Serious medical issuses could result in transfer
care available in the area(s)
to larger city, or return to US hospital.
where you will be traveling
and list names and telephone
numbers for these facilities.
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?
Reference web links:
MEC Home Page:
Forms:
Deadlines:
Revised 7/15/2016
US to Asia flights will need to be paid for before 6/1/09, however, purchase sooner may
get a lower price. Land costs will be reserved on or before 6/1/08.
5/1/09 for full refund minus a $60 administrative fee and any existing or future incurred
costs.
Deposit due with application is $1,000. Remaining balance due by 5/1/09.
After 5/1/09 cancellations are subject to the conditions of Refunds above, in addition to the
following conditions. Land costs will be refunded if a replacement participant can be
found. Airfares purchased in the participants name are the property of the participant and
cannot be refunded.
Yes
If yes, please describe conditions:
Leaders may elect to run the trip with as few as 8 participants.
http://snebulos.mit.edu/orgs/amc/
http://snebulos.mit.edu/orgs/amc/application/
http://snebulos.mit.edu/orgs/amc/listings
Major Excursions Trip Proposal Form, page 5 of 6
Trekking Japan: Mountains, Temples, & Gardens
Erik Madsen/David Loutzenheiser
Club House:
amcexcursions@outdoors.org
E-Mail Addresses:
Club House:
MEC Chair:
amcexcursions@outdoors.org
mecchair@amcboston.org
Revised 7/15/2016
Friday September 25th to Monday October 12th
Major Excursions Trip Proposal Form, page 6 of 6