AMC Adventure Travel Trip Proposal Form
Last Revision July 2013
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 AMC-ATC 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)
•
Budget.xls
For example, Smith-New Zealand-2007-Application.doc or Smith-New Zealand-2007-
Trip proposals should be sent electronically to the AMC-ATC Chair, Ralph Blumenthal, at amcatchair@comcast.net
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
Ralph at: 732-264-8482 or amcatchair@comcast.net or Nancy at: 617-391-6587 or at nholland@outdoors.org.
SUMMARY OF TRIP INFORMATION
Title of trip Glacier National Park With a Naturalist
Leadership
Leader
Co-leader
Lynne Zimmerman
Roger Zimmerman
Location(s) Glacier National Park, Montana
Dates July 19 to 26, 2014
Total # of days 8
Type of trip
check all that apply
Backpacking
Bicycling-Mountain
Bicycling-Road
Camping
Cultural
Family
Hiking X
Paddling-Canoeing
Paddling-Sea-Kayaking
Skiing-Cross-Country (Nordic)
Skiing-Downhill (Alpine)
Snorkeling
Trekking (e.g., hut-to-hut)
Walking
Other – please describe
Primary type of trip
Select one of those checked above.
Number of participants 18
(excluding leaders)
Minimum 14
Maximum 18
Advertised cost
$ 1,750.00
Does it include airfare? No
Airfare range if not included
$ 900. to 1,000.
Will leaders assist participants with flights? Yes
When should the trip notice be published in AMC Outdoors?
First Appearance: Month Jan
Year 2014
Last Appearance: Month May
Year 2014
Note: AMC Outdoors is only published in Jan., March, May, July, Sept., Nov.
Do you wish to have your trip listed online before it is published in AMC Outdoors?
Yes If yes, please list the approximate month and year when it should be posted on line. ASAP
Smaller trips and leader subsidization
Is this proposal for a small group trip – i.e., less than 14 participants and 2 leaders or 7 participants and 1
leader? 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 Lynne Zimmerman
Leader address 14 Pleasant Avenue, Portland, ME 04103
Leader email lynnesz@yahoo.com
Leader phone
Home 207-824-3763
Work
Cell 207-595-0780
Wilderness first aid training
AWFA
Expiration: May 2015
CPR training 2015
CPR BLS Expiration:
If this is your first Adventure Travel trip as a Leader you must 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. Feel free to list additional trips you have led, particularly if they demonstrate
experience related to the trip you are proposing.
Trip one Glacier NP hiking 17 participants 2013
Trip two Yellowstone NP x-c skiing 14 participants 2013
Trip three New Zealand hiking 16 participants 2012
Other related trip experience many AMC trips over 30 years
Co-leader name Roger Zimmerman
Co-leader address same
Co-leader email zimozimmy@yahoo.com
Co-leader phone
Home 207-824-3763
Work
Cell
Wilderness first aid training
WFR Expiration:
1/11/15
CPR training* 1/11/15
CPR BLS Expiration:
Prior leading experience
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.
Trip one Glacier NP 17 participants hiking 2013 co-leader
Trip two Yellowstone NP x-c skiing 14 participants leader 2012
Trip three Yellowstone NP x-c skiing 14 participants leader 2011
Other related trip experience trips to Alaska, Austria, Italy backpacking and hut to hut
Scouting
Have either of you led this trip before or traveled to this area?
Yes
If yes, please describe below: Will be 4th trip to GNP
Languages
Does either the co-leader or leader speak the local language?
Co-leader: Yes
Leader: Yes No
Not applicable:X
Couples
Do the leader and co-leader have a significant personal relationship?
Yes 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! Betsy Fowler
Private trips Do either of you lead trips that are private - not sponsored by the AMC?
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)
Glacier Institute Field Camp in West Glacier
Meals: Please describe your plans for providing meals. If the budget includes any funds for leader meals not
shared with the group please justify.
provided by Glacier Institute, one restaurant meal in East Glacier area
Local Transportation
Please describe your plans for local transportation
provided by Glacier Institute
Will leaders or participants be drivers of motor vehicles?
Will leaders be drivers? no Will volunteer participants be drivers? no
If so, MVR checks will be needed. See Appendix S1.
Permits or permissions
Does the trip require special permits or permissions? (required on many U.S. federal lands and national parks)
Yes Obtained by Glacier Institute
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:
Special equipment
Does the trip require special equipment?
No If yes, please describe below what type of equipment and how you will ensure that people know how to
use it:
Special experience
Does the trip require special skills on the part of the participant?
Yes No If yes, please describe below what type of experience? Also describe how you will ensure that the
participant has this experience?
Moderate hiking ability. Application process
Pre-trip activities
Do you plan to get your group together before the trip for an activity or social event?
No If yes, please describe below what you will do:
Conservation, education and recreation
How will this AMC-AT trip meet the mission of the AMC? www.outdoors.org/about/mission.cfm
Field based educational programs will be provided by naturalists and educators from Glacier Institute.
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 operator or guide service during part of or for the entire trip?
Yes
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:
Name of tour operator/guide service
Glacier Institute
Tour operator website
www.glacierinstitute.org
Safety record
Please provide information about their safety record.
excellent safety record
Insurance
Do they have liability insurance?
Liability? Yes
Maximum amt: $
Are they willing to list AMC as an additional insured?
No
Emergency response
Please describe the outfitters’ response plan in the case of an emergency.
GI protocols will be followed. GNP Rangers will be notified of any emergency. Institute staff are WFA trained.
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.
Climate/terrain
Trail conditions, river crossings, weather, wildlife (bears, snakes, etc.)
Potential hazards
wildlife including bears. variable weather.
Response
We go over wildlife safety. Staff carry bear spray. We will go over essential clothing and equipment prior to
the trip.
Foreign Country
Political concerns, crime, language translation, terrorism
Potential hazards
Response
Transportation
Road conditions, drivers, insurance
Potential hazards
mountain roads
Response
drivers are trained
Participants
Level of fitness, screening concerns, experience with equipment or activity
Potential hazards
maintained mountain trails with elevation gain
Response
participants will be screened for hiking experience.
Other
Conditions unique to this type of trip
Potential hazards
Response
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
Emergency communication
Phone contacts, language, documentation, distance from emergency services
Glacier Institute [406]-755-1211
Kalispell Regional Medical Center is the closest hospital
Emergency equipment
What sort of emergency first aid or communication equipment (satellite phone, two-way radios) do you plan to use,
if any?
staff and leaders will have First Aid kits and cell phones
Evacuation
Please describe your plan for evacuation from the backcountry location if applicable?
call 911. First Aid services available at Ranger Stations and Visitor Centers.
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.
Kalispell Regional Medical Center
310 Sunnyview Lane
Kalispell, MT 59901-3129
[406]-751-6930
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?
Group Trip Deposits
What deposits will be required from you by airlines, hotels, tour operators, etc., and when?
Glacier Institute requires 50% deposit 30 days from trip approval, non-refundable.
Group Trip Refunds
What is the latest date you can cancel and still receive a full refund of any deposits?
Participant deposits
What are the initial deposit and your schedule of payments by participants to you?
$750. with trip application. A second payment of 750. by April 1, 2014.
Cancellation policy
What will be your cancellation policy for the participants?
$100. is non-refundable. If your cancellation is received before April 15, 2014 refunds will be made less
expenses already incurred and future expenses which can not be avoided. After April 15, 2014 you may lose all that
you have paid. The leader will make an effort to fill the trip from a waiting list at her discretion. Cancellations will
not be allowed to increase the cost to other trip participants or to the leaders.
Minimum numbers
Will you still run the trip if you do not get the minimum number?
Yes No If yes, please describe conditions:
Possibly, will depend on number of participants.
Reference web links:
AMC-ATC Home Page: http://snebulos.mit.edu/orgs/amc/
Forms:
http://snebulos.mit.edu/orgs/amc/application/
Deadlines:
http://snebulos.mit.edu/orgs/amc/committee/proposals/
E-Mail Addresses:
Club House:
nholland@outdoors.org
AMC-ATC Chair:
amcatchair@comcast.net