Ginette Beaudoin/Anna Panszczyk
An Exotic Hiking Holiday in the Azores Archipelago
SUMMARY OF TRIP INFORMATION
An Exotic Hiking Holiday in the Azores Archipelago
Leader Ginette Beaudoin
Co-leader Anna Panszczyk
Azores Islands, Portugal
Sept 26, 2014-Oct 7, 2014
Total # of days 11
Backpacking
Bicycling-Mountain
Bicycling-Road
Title of trip
Leadership
Location(s)
Dates
Type of trip
check all that apply
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
Camping
Cultural
Family
Hiking
Paddling-Canoeing
Paddling-Sea-Kayaking
Skiing-CrossCountry (Nordic)
Trekking (e.g., hutto-hut)
Hiking
Minimum 14
Skiing-Downhill
Snorkeling
(Alpine)
Walking
Other – please describe
Select one of those checked above.
Maximum 18
$ 3470
Does it include airfare? Yes
No
$ 800-900
Will leaders assist participants with flights? Yes
No
First Appearance: Month Sept
Year 2013
Last Appearance: Month July
Year 2014
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. June 2013
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
Trip one
Trip two
Trip three
Other related trip
Form Revised Arpil 2013
Ginette Beaudoin
66 Graham Street, Biddeford, ME 04005
ginette4000@yahoo.com
Home 207-294-6302
Work 207-282-5151
WFA
AWFA
WFR
Expiration: 5/2015
Cell 207-590-4431
CPR
BLS
Expiration: 4/2015
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.
Neustift , Austria August 2012
Yosemite, CA June 2012
Neustift , Austria July 2011
Colead ME to Neustift Austria in 07/10-24/2009 with 19 participants. Have lead multiple
Adventure Travel Trip Proposal Form, page 1 of 6
An Exotic Hiking Holiday in the Azores Archipelago
experience
Ginette Beaudoin/Anna Panszczyk
weekend trips to Bar Harbor, ME for Maine AMC chapter with Don Parker.
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?
Anna Panszczyk
22 Alfred Road, Arlington, MA 02474
annatp13@verizon.net
Home 781-648-2492
Work n/a
Cell 781-648-2492
WFA
AWFA
WFR
Expiration: 5/15
CPR
BLS
Expiration: 5/15
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.
Colead AT to Morrocco May 2013
Colead AT to Yosemite June 2013
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 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
with the group please justify.
Local Transportation
Please describe your plans for
local transportation
Will leaders or participants be
Form Revised Arpil 2013
Fly from either Boston or New York to Ponta Delgada, the Azores capital city on San
Miguel Island. This hiking tour comprises 10 nights duration in 3 hotel destinations.
Visits to Sao Miguel, Pico and Faial Islands; staying in 3 and 4 star hotels. Transfers via
private and public bus, taxis, air and ferry boat. Guided walking and cultural highlights
program throughout. Special focus on authentic local dishes. Opportunites to experience
the lesser traveled regions of the Azores that the average tourist do not generally visit.
Optional opportunites for wine tastings, whale watch tour and summit hike to Mt Pico.
Staying in 3 and 4 star hotels with shared twin accommodation with ensuite bathroom,
telephones, cable TV, hair dryers and AC in two of the hotels. Single room available at
an additional charge of $580
Breakfast buffet will be provided at each hotel as part of the hotel accommodation
charge. On 5 days we will be having picnic lunches arranged by the outfitter company, 3
lunches and 10 dinners will be eaten at local restaurants. Beverages are only included in
the trip price at breakfast.
Outfitter will make reservations for inter island flight, ferry between two islands. Use of
hired vehicles, local buses and taxis on island where appropriate. Neither volunteers no
leaders will be drivers.
Will leaders be drivers?
Will volunteer participants be drivers?
Adventure Travel Trip Proposal Form, page 2 of 6
An Exotic Hiking Holiday in the Azores Archipelago
Ginette Beaudoin/Anna Panszczyk
drivers of motor vehicles?
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
No
If yes, please describe below what you will need to do to obtain them:
Special equipment
Does the trip require special
equipment?
Special experience
Does the trip require special
skills on the part of the
participant?
If no, please describe the process you went through to find out that they were not
required:
Outfitter has been to the area previously and verified that no special permits are 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?
The participants must be able to demonstrate that they can hike for 4-5 hours per day. A
guideline for hiking abilities will be supplied with the prospectus so participants can rate
themselves. Leader/coleader will follow up with AMC local chapter contacts to see if
participants will be a good fit for this trip. Phone calls will be used if uncertain about
abilities and being a good group player.
Yes
No
If yes, please describe below what you will do:
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
The participants must be able to demonstrate that they can hike for 4-5 hours per
day. A guideline for hiking abilities will be supplied with the prospectus so
participants can rate themselves. Leader/coleader will follow up with AMC local
chapter contacts to see if participants will be a good fit for this trip. Phone calls
will be used if uncertain about abilities and being a good group player.
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
Form Revised Arpil 2013
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:
Because it is a distant foreign country and neither leader speaks the local language. We
feel very confident with the outfitter and their experience as well as their safety record.
Outfitter will be able to provide a superior trip experience in the Azores due to his
intimate knowledge of the islands as well as his fluency of the Portugese language. It
will allow for a seamless and pleasurable experience for the participants. His familiarity
with the islands will allow for an enhanced experience by being able to explore regions
of the Azores few travelers have the opportunity to visit. The outfitter and guide have
conducted numerous trips to the area and are well acquainted with the local customs,
flora, fauna, trails, transportation etc. Hopping between islands using different
transportation mediums (plane, ferry) will require a good knowledge of timing (of hikes
and to the departure points) and routes to meet the transports on time. Guides who are
familiar with the region can provide that comfort to the group. The Azores archipelago is
not as readily accessible to tourism as other parts of the world (ie Yosemite Valley;
Neustift, Austria; Switzerland; Tuscany etc) and the use of a well organized outfitter will
maximize participants trip enjoyment. AMC leaders will augment guide's services by
educating participants in "Leave No Trace" policies, trail safety, history and culture of
the Azores. AMC leaders will assist in leading hikes, assist in hike selection based on
condition of trails, participant abilities and weather conditions.
Matt Butler/ Adventure Bug
www.adventurebug.com
Adventurebug has operated worldwide (based from Spain), since 2000. They have put
thousands of participants (from children to corporate groups to pensioners), through
Adventure Travel Trip Proposal Form, page 3 of 6
Ginette Beaudoin/Anna Panszczyk
An Exotic Hiking Holiday in the Azores Archipelago
about their safety record.
Insurance
Do they have liability
insurance?
Emergency response
Please describe the outfitters’
response plan in the case of an
emergency.
countless expeditions and tours that involve travel in the form of hiking, biking, kayak,
horse travel, 4x4, camel treks, rafts, mountaineering and more. Adventurebug has NO
single claim on its PUBLIC LIABILITY insurance nor has it had any liable suits or
charges against them in its entire company history.
Liability? Yes
No
Maximum amt: $ 1,200,000 euros
Are they willing to list AMC as an
Yes
No
additional insured?
Adventurebug employs a detailed emergency evacuation plan for all group events, tours
and expeditions (see copy attached). This program starts with ´on location´ first aid
procedures followed by ´evacuation´ planning that involves accessing nearest medical
support and finally, ´care facility´ listing such as hospital or surgery nearest the locations
of the tour / expedition. This is all contained in one document that is carried by all
leaders for easy access.
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
Slipping on/off trail, rock fall, exposure on cliffs, rain, and cold exposure.
Response
Stay on marked trails, observe slopes and weather changes, instruct hikers on trail safety
and etiquette. Carry rain gear, extra layers, hats, gloves, gaiters, polypro and wool layers,
first aid kit.
Political concerns, crime, language translation, terrorism
Foreign Country
Potential hazards
Azores is a part of Portugal. Crime is minimal, language is Portugese with a limited
amount of English spoken by a few residents of the islands. No past history of terrorism.
Response
Check State department advisories. Know some Portugese, carry small dictionary and
phrase book. Warn participants in advance of thieves in airports and ferry terminals.
Road conditions, drivers, insurance
Transportation
Potential hazards
Commercial airlines to Azores. Shuttle bus from/to airport. Private and local buses, local
ferry service, and regional airline intra/inter island while in Azores archhipelago.
Response
All have proven safety records.
Level of fitness, screening concerns, experience with equipment or activity
Participants
Potential hazards
Intermediate hiking skills required of all participants. Health conditions will dictate what
level participant will be allowed to hike. Must be a group player and not an individualist.
Response
Careful screening: application response, phone calls, chapter feedback, recent excursions
(local and ME), list of hikes done in past 2 years. Participants will need to be up front
and accurate with all health conditions and medications. Participant must be a group
player, if not they will put the groups safety in jeopardy and this would not be
acceptable.
Conditions unique to this type of trip
Other
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
Outfitter has set emergency procedures in place (see separate paperwork). Pan European
Emergency communication
Phone contacts, language,
phone number is 112. Calls to 112 are free from any phone (mobile, cellular or land
documentation, distance from
line). The operator will put us in contact with the medical emergency service in
emergency services
ENGLISH language.
Outfitter will have emergency first aid equipment on hand.
Emergency equipment
What sort of emergency first
Communication in the back country will be via cell phone (excellent coverage on the
aid or communication
small islands), and the cell phones have Portuguese SIM cards for direct connection.
Form Revised Arpil 2013
Adventure Travel Trip Proposal Form, page 4 of 6
An Exotic Hiking Holiday in the Azores Archipelago
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.
Ginette Beaudoin/Anna Panszczyk
Some GPS navigational points can be used in the event of emergency response reporting.
Two way radios are available and will be brought by the local outfitter so the front and
back of the walking group can be in touch.
Nearly all hiking routes are accessible by small motor vehicle (quad bike or 4x4), and in
most cases ambulance access is very good. With the exception of walks in the Caldeira
region of Sao Miguel Island where we descend 900 feet on official park walking paths to
a lake walk. Evacuation from this area requires either helicopter evacuation (available)
or on foot via emergency stretcher device (carried by Adventurebug leader). Walks on
the Islands of Picos and Faial are within 100 and 500 meters to road networks in which
case evacuation can be human assisted to a vehicle or ambulance service. 112 is the
European number (in all languages) to report an emergency.
There are numeros, modern medical facilities on the Azores. The following facilities
apply:
SAO MIGUEL ISLAND - Hospital Divine Spirit of Espirito Santo - Address: Rua
Grotinha 9500-370 PONTA DELGADA / Tel. +351 296 203 300
http://divinoespirito.pai.pt/
PICO ISLAND - Hospital Santa Casa de Misericordia - Address: Praça Dr. Caetano
Mendonça 9950-027 Bandeiras, Madalena PICO / Tel. +351 292 622 480
FAIAL ISLAND - Hospital General of Horta - Address: Estrada Príncipe Alberto do
Mónaco 9900-038 Horta Tel. +351 292 201 000
COST AND BUDGET DETAILS
Euro is used in Azores as they are part of Portugal, have budgeted an
exchange rate of $1.55 per euro. Have also budgeted a contingency of
4% to offset increases in the euro.
Current
exchange rate as of 2/27/2013 is 1 euro= $1.31
Please note: The price of the ME is given in good faith based on current
tariffs & rates and is subject to change. Any tariff, exchange rate
increases will be passed on to participants.
Outfitter requires 10% of outfitter fee per participant by April 27, 2014
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?
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?
Cancellation policy
What will be your cancellation
policy for the participants?
Form Revised Arpil 2013
Period before trip:
Cancellation Charge:
More than 90 days(13 weeks)
100 Euros
Between 28 June and 26 July
10% of outfitter fee per participant
Between 27 July and 27 August
50% of outfitter fee
Between 29 and 15 days
75% of outfitter fee
Less than 14 days
100% of outfitter fee
Cancellations can be transferred at no additional expense to another participant (on
waiting list), or who decides to take up the trip place internally.
$1000 with application
Payment #2 $2470 due on June 15, 2014
If you cancel after being accepted for the trip, $50 is non-refundable. But if you cancel
after April 25th, 2014, minimally $205 is nonrefundable, if (and only if) anther person
takes your place. We will establish a waitinglist. Should another person replace you,
you will be charged only the $205 cancellation fee. However, your cancellation shall
not raise the cost of the trip to any of the participants or trip leaders. Thus if you cancel
and are not replaced, you will forfeit the $205 plus the per capita expenses already
incurred and any other unpaid expenses for which the trip cannot obtain a refund. We
Adventure Travel Trip Proposal Form, page 5 of 6
An Exotic Hiking Holiday in the Azores Archipelago
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 Arpil 2013
Ginette Beaudoin/Anna Panszczyk
strongly recommend that you purchase travel insurance. Information on a company
recommended by the AMC will be sent to you. Please note: The price of the Major
Excursion is given in good faith based on surrent tariffs and rates and is subject to
change. Any tariff, exchange rate increases will be passed on to participants.
Yes
No
If yes, please describe conditions:
Anna and I would consider running the trip with as few as 8 participants, knowing that
we would have to pay part of our expenses.
http://snebulos.mit.edu/orgs/amc/
http://snebulos.mit.edu/orgs/amc/application/
http://snebulos.mit.edu/orgs/amc/committee/proposals/
nholland@outdoors.org
amcatchair@comcast.net
Adventure Travel Trip Proposal Form, page 6 of 6