Fulfill Your Expeditions

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Whether you're planning to mountain climb, take a horseback riding trip, or even a shopping excursion. Expedition arranging can be a little frustrating in the beginning, but should be tons of fun in the end. It requires both mental and physical capabilities depending on the actual endeavor. Being able to be flexible and patient is extremely important. Think of the planning process as a project. That means a charting tool such as a flow chart, or a Kanban chart that are available in template form is recommended to help confirm roles and ideas from other team members. 

1. The Scope/Team Member Roles 

This information should be outlined and concise enough to decide whether this excursion will be a completed at a projected date and time. If necessary, use detailed maps to help find starting, middle, rest, and end points. If this is the first time the trip has been taken, try to schedule conference calls or meetings with people who have taken the trip before. If that fails, you can always reach out online and form a blog with people who can give you some tips. These questions you should keep in mind and at least have written ideas about 6 months to 1 year in advance:

• How many of us are going on this trip?

Most expeditions are done in teams. Find out who is genuinely interested so you can have a set amount of team members that are expected to join. Between the people who are participating, depending on the type of trip you might want do simple test run. That'll get everyone familiar with each others strengths, weaknesses, and the overall concept of the trip. This will also show you who should be in charge of certain tasks depending on skill level. This would be a good time to at least think about giving team members roles to help facilitate your journey smoothly.  For example: The meal planner, the weather tracker, the meeting coordinator, the gear manager, etc. The more necessities your team encounters prior to the trip, the more assignments team members are responsible for.

• How will you arrive and depart from the expedition site?

Come to an agreement on the transportation services that will be used. Will you rent a van? An RV? Have the transportation leader of your team handle the allocation of expenses along with drop off and pick up points if necessary.

• What kind of gear will the team need?

This can vary depending on the type of trip. These types of clothing can include boots, gloves, thermals, coats scarves, etc. You should consider whether or not the gear is shared amongst the team or everyone have their own. Find out if too much clothing will caused a weight issue or not. 

• How much will it cost?

Get a idea of the amount of money that'll be spent in total. The gear manager of your team should handle monetary transactions. 

• Will there be any physical training required to prepare us for this trip?

Some trips may need you to be fit enough to endure certain duties (Example: when rock climbing, leg and arm support should be up to par. The same goes for a wilderness exploration). Determine if a mini-exercise program is needed to get toned or strengthen endurance. Or if dietary changes needs to be made.

• Will my insurance cover this expedition?

Very important to know. Travel insurances are very picky. Not all insurance cover mountain climbing for instance. Find out what your insurance actually does cover. Depending on the type of trip, you may not need any supplemental insurance. 

• How much food do we need for this trip?

Understand what kind of foods (perishable/non-perishable) can be brought along your journey. Will there be a certain residence to dine at? Discuss with the meal planner of your team different schedules on when and where to eat meals accordingly to refuel the energy you need along the way.

2. Route/Direction Logistics

We're aware that there are circumstances that can be somewhat unpredictable such as the weather, team members health concerns, or even transportation services. With that in mind, here are some questions your team should discuss:

• Which route is the safest approach to this mountain? Or which trail is the safest to follow around this forest?

Depending on the excursion, a brief simulation of the tour may be necessary to clear up any mishaps. Scope the area thoroughly if possible. Are there animals you should beware of? Are there barricades you should look out for? Sketch a detailed map of the projected trail. There are also free apps for mountain climbing and biking such as 27 Crags or Mountain Project that can further your insight and help track your routes. Guide books (not free though) for mountain climbing for example are helpful as well. Team members should meet up periodically either in person or remotely (Zoom or Google Hangouts) to confirm an agenda. Check on each other's well-being for updates and time scheduling matters such as arranging sleep or rest hours.  As the day of the trip approaches, the team should have a confirmed visual of the tasks at hand.

• What should you do in the event of a medical emergency?

Obviously, the necessary thing to do is call 911. But team members should have a set plan on what to keep on hand ( i.e medical first aid kits). A certain area or residence to go when someone becomes injured (If possible). 

3. Budgeting And Finances

I'm sure that I covered most of the financial responsibilities thus far, but I just have to reconfirm the importance of budgeting. A lot of us don't have money to just invest on an adventure. As far in advance as possible, it's best to at least find an overall estimate of your trip. Then from there, search for ways to save money and reduce costs. Here are some methods:

• Hotel and Residential stays 

Hotel expenses can add up very quickly. Try arranging a planned stay over a team members home. Or find a cheap AirBnB to split costs for. Hostels or motels are far cheaper as well.

• Promote For A Cause

If your excursion is designed to raise awareness, an effort of commemoration, or may show some kind of tribute. Proper planning far in advance for this matter alone is imperative. Please align your resources and dedicate your time to this process at the start of your planning. That means if the team have a special fundraiser for the trip, a written proposal for the funds of the trip, or even set up a promotional website for your trip. Multiple team members should be given different roles that involves marketing your journey.