Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
AMC Adventure Travel Trip Proposal Form
Last Revision February 2014
The following pages contain the application to lead an AMC Adventure Travel trip. 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 three weeks prior to the AMC
Adventure Travel Committee (AMC-ATC) meeting in which it will be reviewed. Deadlines will be posted on the AMCATC leader website (http://snebulos.mit.edu/orgs/amc/) and sent to you on the AMC Adventure Travel leader listserv well in
advance of the meeting. The AMC-ATC 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 proposal form was created as 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:


Maximum 50- and 150-word notices for the AMC Outdoors and maximum 450-word notices for 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 leader or co-leader if the leader or co-leader is new (before proposal is submitted)
We will accept snail mail applications, but electronic forms are strongly 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
Trip proposals should be sent electronically to the AMC-ATC Chair, Mike Barry, at mikebarry657@mac.com and to the
AMC Adventure Travel Programs Coordinator, Nancy Holland, at nholland@outdoors.org. They can be mailed to: Travel
Programs Coordinator, 5 Joy Street, Boston, MA 02108. If you have any questions, please contact Mike at
mikebarry657@mac.com or Nancy at: 617-391-6587 or at nholland@outdoors.org.
Form Revised February 2014
Adventure Travel Trip Proposal Form, page 1 of 7
Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
SUMMARY OF TRIP INFORMATION
Hiking in Iceland: A land of extreme contrasts
Leader Reji James
Co-leader Elizabeth Ryan
Icealand
July 22 - July 30, 2016
Total # of days 9
Backpacking
Bicycling-Mountain
Bicycling-Road
Title of trip
Leadership
Location(s)
Dates
Type of trip
check all that apply
Camping
Cultural
Family
Hiking
Paddling-Canoeing
Paddling-Sea-Kayaking
Skiing-CrossSkiing-Downhill
Snorkeling
Country (Nordic)
(Alpine)
Trekking (e.g., hutWalking
Other – please describe
to-hut)
Trekking (e.g., hut-to-hut)
Select one of those checked above.
Minimum 10
Maximum 12
Primary type of trip
Number of participants
(excluding leaders)
Advertised cost
Airfare range if not included
When should the trip notice be
published in AMC Outdoors?
Do you wish to have your trip
listed online before it is
published in AMC Outdoors?
Smaller trips and leader
subsidization
$ 1900
Does it include airfare? Yes
No
$ 650-850 from
Will leaders assist participants with flights? Yes
No
Boston
First Appearance: Month June
Year 2015
Last Appearance: Month Apr
Year 2016
Note: AMC Outdoors is only published in Jan., March, May, July, Sept., Nov.
Yes
No If yes, please list the approximate month and year when it should
be posted on line. ASAP
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? To ensure hut accommodations and improve
the group exerience and safety in an unfamiliar area and backcountry setting.
If a participant fee increase of more than 15% is proposed, please explain why?
N/A
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
Form Revised February 2014
Reji James
112 High St, Acton, MA 01720
james.reji@gmail.com
Home
Work
Cell 617-335-7416
WFA
AWFA
WFR
Expiration: Expired. Will re-certify before trip.
CPR
BLS
Expiration: Will re-certify
If this is your first Adventure Travel trip as a Leader you must be present at the AMCATC meeting at which the trip proposal is considered.
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.
Alaska Adventure travel, July 2011
Glacier National Park Adventure Travel , Aug 2008
Torres Del Paine backpack, Patagonia Adventure Travel
Adventure Travel Trip Proposal Form, page 2 of 7
Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
Other related trip
experience
Reji James has been to Iceland. He is an AMC Boston chapter all-season leader for both
HB and YM. He is a former leadership program instructor for the HB committee
leadership training, former Vice-Chair for young members and a former at-large Boston
chaper committee member. He has prior experience oranizing multi-day mountaineering
and backpacking trips around the world (NZ, Kilimanjaro, Ecuador, Slovenia, Patagonia
(Chile & Argentina) Peru, Italian Alps, Swiss Alps, US National parks, etc.)
Co-leader name
Co-leader address
Co-leader email
Co-leader phone
Wilderness first aid training
CPR training*
Prior leading experience
Trip one
Trip two
Trip three
Other related trip 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?
Elizabeth Ryan
99 Kidder Ave, Somerville, MA 02144
ryan.ej03@gmail.com
Home
Work
Cell (978)-502-5944
WFA
AWFA
WFR
Expiration: 4/7/2015
CPR
BLS
Expiration:
If you are a new co-leader you must submit an application to be an Adventure Travel
leader or co-leader prior to submitting this application. Also, it is strongly
recommended that you be present at the AMC-ATC meeting at which the trip proposal
is considered.
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. Please indicate if you were
the leader or co-leader.
Elizabeth is a AMC Boston chapter 4-season leader for HB as well as the coordinator
for the HB Spring Hiking Program. She has studied and traveled in Europe, and has
taken part in multi-day mountaineering trips in the Pacific northwest.
Yes
No
If yes, please describe below:
Reji and Elizabeth were out in Iceland in Mar, 2015 to see the northern lights, scouted
and ressearched the trip while there.
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 materials
you send out.
LOGISTICAL DETAILS OF TRIP
Summary
Please provide a description
of the trip and the activities
planned. If available, please
include or attach an itinerary.
Accommodations
Please describe your plans for
accommodation(s)
Meals: Please describe your
plans for providing meals. If
the budget includes any funds
for leader meals not shared
Form Revised February 2014
The itinerary for the trip covers a 4 day hut-to-hut hike on the Laugavegurinn trail. In
addition, the group will do a guided hike to Mt. Hekla, with Icelandic Mountain Guides
(IMG). Additionally trip will include a day hike in and around the Reykjavik area.
Itinerary is attached.
While hiking on the Laugavegurinn trial, we will be staying in the huts. Otherwise it will
be a combination of hostels and hotels. All reservations need to be made in advance.
During the hikes, the group will prepare breakfast and dinner as a group as part of the
trip, which has been budgeted for. Lunch and trail snacks will be the responsibility of the
individual participant. Outside of the hikes, everybody will be going out for group
dinners and breakfasts, which has been budgeted for. Additional meals outside of the
Adventure Travel Trip Proposal Form, page 3 of 7
Hiking in Iceland: A land of extreme contrasts
with the group please justify.
Local Transportation
Please describe your plans for
local transportation
Will leaders or participants be
drivers of motor vehicles?
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?
Reji James/Elizabeth Ryan
hikes are the responsibility of the participants. A full schedule of these details will be
provided in the prospectus.
Point to point transfers have been budgeted for in the trip cost.
Will leaders be drivers?
Will volunteer participants be drivers?
If so, MVR checks will be needed. See Appendix S1.
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:
The official Iceland tourism site for the trail is http://www.fi.is/en/hikingtrails/laugavegurinn/
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?
Participants must have at least intermediate backpacking experience and exhibit good
personal condition. The trip screening process will involve e-mail and telephone
communications, augmented with personal reference checks (i.e. speaking with
leaders of past trips that included participants) as necessary. Additionally, leaders will
have a pre-trip hike somewhere in the New England area.
Yes
No
If yes, please describe below what you will do:
Will plan on a group hike in New England.
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 AMC-AT trip meet the
mission of the AMC?
www.outdoors.org/about/mission.cfm
Prior to the trip the leaders will provide at least one newsletter, which will
contain information about each hike, flora/fauna in the area, as well as links to
the cultural heritage of Iceland. In addition, trip itinerary includes a visit to the
Reykjavik Natural history museum. Iceland is a pioneer in geo-thermal energy
usage and conservation. The IMG guides are very knowledgable and will provide
some insights into Iceland, vulcanology and geothermal energy.
TOUR OPERATOR AND GUIDE SERVICE INFORMATION
This section should be completed if the trip will be using a tour operator, outfitter, guide service, travel agency or
other such company or person(s) for a significant part of the trip or for the entire trip. Any person(s) or companies
that are handling a significant portion of trip funds or arrangements need to be vetted. If there is more than one
tour operator please provide this information about each such entity.
Will this trip require a tour
Yes
No
operator or guide service
Please describe their services. If you are using a tour operator for the entire trip,
during part of or for the
please describe why you will be using them rather than doing this trip on your own:
The tour operator will provide transportation from Reykjavik to Mt. Helka, and then
entire trip?
from Hekla to the start of the track at Laugavegurrin. The operator will also provie a
local guide for the day hike of Hekla.
Icelandic Mountain Guides (IMG)
Name of tour operator/guide
service
http://www.mountainguides.is
Tour operator website
Please see company brochure for more information around this and risk managmenet
Safety record
Please provide information
about their safety record.
Form Revised February 2014
Adventure Travel Trip Proposal Form, page 4 of 7
Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
Insurance
Do they have liability
insurance?
Emergency response
Please describe the outfitters’
response plan in the case of an
emergency.
Liability? Yes
No
Maximum amt: $ ISK 250,000,000
(Current conversion rate is about 1USD =
138 ISK
Yes
No
Are they willing to list AMC as an
additional insured?
Please see attached for response plan.
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
Rapid weather change, rain, temperature variations, trail conditions and wind
Response
Ensure everybody has the appropriate layers/gear and speak to the hut caretakers about
weather conditions for the day. The hut caretakers also assist with emergency situations.
The Icelandic emergency number is 112. The 112 Iceland app also enables you to contact
the Icelandic emergency services, and allows them to locate you, if trouble occurs.
Political concerns, crime, language translation, terrorism
Foreign Country
Potential hazards
Iceland is a fairly safe country (english speaking) and tourism is a major activity
Response
Road conditions, drivers, insurance
Transportation
Potential hazards
Using commercial transportation
Response
Level of fitness, screening concerns, experience with equipment or activity
Participants
Potential hazards
Participant not fit for the hikes
Response
Will screen participants carefully. Additionally, will plan a trip locally in the New
England area where the leaders will have a chance to meet all the participants and hike
with them. Additionally, during the hike group will stay together .
Conditions unique to this type of trip
Other
Potential hazards
Volcanic eruptions.
Response
Will check with the hut caretakers each day about forecasts, follow their direction and
take guidance from the IMG guides on the Hekla hike.
EMERGENCY ACTION PLAN
Please describe your plans for dealing with emergencies. Give 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 BLANK
Per the web link: http://www.vodafone.is/internet/farnet/utbreidsla/,
Emergency communication
Phone contacts, language,
basic GSM cell coverage in Iceland is almost universal. 3G & 4G sservices are also
documentation, distance from
available but are more common in the cities.. We will be in southwest Iceland, which is
emergency services
not the remote part of the country and thus cell coverage should not be an issue. The
Iceland emergency number is 112 and they also have a smartphone app which can be
used for rescue. We are using IMG for the Hekla day hike and they have a Emergency
plan & telephone guide. The Laugavegurrin hike is a very popular hike and the huts are
staffed by caretakers who also coordinate/provide emergency services.
AMC leaders will carry a first aid kit. In addition, the IMG guides will also carry a first
Emergency equipment
What sort of emergency first
aid kit. Satellite phones will not be required but at least one of the AMC leaders will
aid or communication
carry an activated phone on the trip.
equipment (satellite phone,
two-way radios) do you plan
to use, if any?
See attached IMG plan, plus we will have AMC insurance, or course. In addition, on the
Evacuation
Form Revised February 2014
Adventure Travel Trip Proposal Form, page 5 of 7
Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
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.
Laugavegurrin hike, we can use the cell phones in an emergency or contact the
caretakers at the hut for assistance. All trailheads are accessible by dirt roads and motor
vehicles. Leaders are WFA trained and experienced in the mountains and will assess and
stabilize the situation, seek assistance where needed and execute proper procedures.
South Western part of Iceland where we are hiking is within a few hours of Reykjavik
where modern medical facilities are available. The Landspitali hospital address is
Landspitali, Fossvogur, 108 Reykjavík
COST AND BUDGET DETAILS
Conversion rate as of 5/13 is 131 ISK equals USD 1. Budget
Foreign currencies
For int’l trips list each foreign currency, the
calculations have been made with a conservative conversion rate of 125
current $US dollar exchange rate and what
ISK. IMG will be paid in ISK.
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?
Participants will book their own flights to Reykjavik, Iceland, after they are confirmed
Group Trip Deposits
What deposits will be required
on the trip.
from you by airlines, hotels, tour Reservations for the huts and hostels will be available about 6 months before the trip.
operators, etc., and when?
At that time, the leaders will negotiate the deposit schedule with the hostels based on
to date interest in the trip. If any payments must be made before enough participant
deposits have been received, the leaders will advance the necessary funds.
For huts on the Laugavegurrin - 80% of amount refunded if cancelled 14 days or more
Group Trip Refunds
What is the latest date you can
before arrival ; 50% of amount refunded if cancelled 7-14 days before arrival; no
cancel and still receive a full
refunds for cancellations within a week of arrival
refund of any deposits?
IMG trip cancellation policy is available at http://www.mountainguides.is/practicalinformation/terms-of-payment/
- Cancellation received more than 24 hours prior to departure are fully refunded.
- Cancellation received less than 24 hours prior to departure will be charged full price.
Reykjavik downtown Hostel cancellation policy:
• Cancellation until 4 weeks (28 days) before arrival we will give a refund of 100%.
• Cancellation 14 - 28 days before arrival we will refund 70%
• Cancellation 7 - 14 days before arrival we will refund 30%
• Cancellation with less than 7 days no refund will be given
Participant deposits
What are the initial deposit and
your schedule of payments by
participants to you?
Cancellation policy
What will be your cancellation
policy for the participants?
Form Revised February 2014
Initial deposit of $1,000 is due with application. Final balance of $820 is due March
1st, 2016. Deposit Checks from wait listed applicants will not be cashed until we
accept them AND confirm their continued interest when space is available.
Trip cancellations prior to 5/22/16 will be entitled to a refund on money deposited with
the AMC less a minimum administration charge of $100.00. Cancellations after
5/22/16 will be subject to a $250.00 minimum charge, and refunds will only be made
in an amount that does not impact the cost of the trip for other participants.
If a participant's spot can be filled and/or on trip costs can be avoided the leaders will
refund as much as possible to a canceling participant without impacting the "normal"
resulting refund to participants.
Participants are responsible for their own airline tickets, though the leaders can provide
assistance in choosing flights. Most airlines no longer give refunds for cancellations;
instead, they issue coupons for a future trip with a fee and an expiration date.
Trip cancellation insurance is recommended and policy information is supplied to all
participants.
Adventure Travel Trip Proposal Form, page 6 of 7
Reji James/Elizabeth Ryan
Hiking in Iceland: A land of extreme contrasts
Minimum numbers
Will you still run the trip if you
do not get the minimum number?
Reference web links:
AMC-ATC Home Page:
Forms:
Deadlines:
E-Mail Addresses:
Club House:
AMC-ATC Chair:
Form Revised February 2014
Yes
10
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/committee/proposals/
nholland@outdoors.org
mikebarry657@mac.com
Adventure Travel Trip Proposal Form, page 7 of 7