CONSIDERING RUNNING AN EXPEDITION?

Choosing the correct supplier for your overseas expedition can be a daunting prospect. That's why EPA have created a simple checklist of the more important questions you should be asking of any potential organisation.

 

By choosing an EPA member, you can be confident that they have been assessed against BS 8848 and that full members hold the LOtC Quality Badge for overseas expeditions. 

 

Click the link below to download the questions you should be asking of a potential provider.
This is a recommended list of question developed though the RGS (IGB), YET, EPA and the wider expedition industry.  The questions are not definitive and act as a starting point for investigation. The crux is to demonstrate due diligence in selecting a provider. This should include comparing a number of providers and selecting the one that best meets your needs.  
 
Philosophy 
  • Does the provider’s philosophy link to your expedition group’s needs and objectives? For example personal development, adventure, cultural etc. 
  • Is anyone excluded from your programmes? 
Leadership 
  • What level of experience do your leaders have?   
  • What is their experience of the particular environment?   
  • Are your leaders used to working with your specific age group?   
  • Do you agree the leader team and meet them before the trip?  
  • Do you have the opportunity to develop the leader team and confirm roles (Leader, staff members assistant leader) prior to the trip? 
Finances 
  • How are your funds protected? 
  • Is the provider an ATOL holder and how are the air travel funds protected?  
  • What are the terms and conditions financially should the area become politically / medically unsafe for travel? 
  • Does the company help team members to raise funds for their expedition? 
  • Does the company provide a breakdown of where all funds are spent? 
Legal 
  • Does the school have a contract with the provider to enable quality to be ensured and responsibilities to be clearly stated and at what stage does the school have to sign the contract?  
  • Does the provider have professional indemnity and public liability insurance in place? 
  • Does the provider recommend / provide travel insurance? 
Safety  
  • Are the staff to student ratio’s agreed with the school?   
  • Can the company provide outline risk assessments and mitigation measures 
  • Is the risk assessment and Emergency Response Plan compiled by the Expedition Leader, the office or someone else? -
  • Does the risk assessment process engage all individuals involved: company base, leaders, staff and pupils as well as where necessary with local guides? 
  • Are the moving vehicles used by the provider during the journey licensed as a minimum requirement in line with the in-country laws?  If there is no licensing system, or deemed to be inadequate how are vehicles checked and maintained? 
  • Is there a clear Emergency Response Plan?  e.g. where is the nearest appropriate hospital and what is the method of travel to get there? 
  • What kind of medical help (via the insurance company for example) is available to the team while in-country? 
  • Request details of: any previous accidents / incidents / Child protection Policy. 
  • What is the company’s minimum first aid requirement for leaders? 
  • Do the leaders carry any kind of communication systems while on expedition? 
  • Does the company have a 24 hour on-call back-up system running at the office while the team are on expedition? 
  • Do the Expedition Leaders have experience of the country that they are taking the team to? Does the company complete a recce to that country before-hand? 
  • Does the company have in-country agents in place in the destination to be visited? 
Training 
  • Does the company run any training for the team prior to departure (with or without their leader)? 
  • Does the company run any training for the Expedition Leader? 
  • If during training the teams expedition goals become clearly unachievable how will the provider deal with this? 
Support 
  • Who is the named person in the UK office to deal with directly? 
  • Will this person offer the support you require? 
Background Checks 
  • Request and contact 2 referees who could be contacted from other schools/youth groups who have travelled with you within the last 18 months? 
Questions to ask a provider