CHARITY CHALLENGE EXPEDITIONS
Charity Challenge Expeditions With
Adventure Alternative
©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
CONTENTS 1) INTRODUCTIONS a) Adventure Alternative b) What is a “Charity Challenge” c) Why Use Adventure Alternative d) Best Practice e) Safety f) Legal & Financial g) Staffing h) Moving Mountains 2) Examples of Charity Challenge trips a) Mt Kenya, Kenya b) Mt Toubkal, Morocco c) Everest Basecamp, Nepal d) Mt Kinabalu, Borneo, Malaysia e) Mt Kilimanjaro, Tanzania f) Mt Elbrus, Russia g) Mt Aconcagua, Argentina 3) STAFF INFORMATION a) Staff in Kenya b) Staff in Nepal c) Staff in Borneo 4) TESTIMONIALS The following additional information is included on the digital version of this document or upon request. 5) SELECTED POLICIES & APPLICATION FORM EXAMPLES a) Participant Code of Conduct b) Participant Application Form c) Participant Medical Form d) Participant Selection Criteria e) Volunteer Responsibilities f) Child & Vulnerable Adult Protection Policy g) Supervision & Staffing Guidelines for participants 6) PAYMENTS & BOOKINGS a) Terms & Definitions b) Venture Stakeholder Diagram c) How Payments Work d) Booking Terms & Conditions e) Expedition Legalities 7) SELECTED HEALTH & SAFETY INFORMATION a) General Health and Safety Policy Statement b) General Risk Analysis & Management System c) Explanation and List of Risk Assessments available d) Crisis Management Plan, Summary 8) SUSTAINABLE & RESPONSIBLE TOURISM 9) LIST OF TRAVEL INFORMATION SHEETS AVAILABLE ©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
1) INTRODUCTIONS a) Who are Adventure Alternative? Adventure Alternative is an adventure travel company founded in 1991 by mountaineer and adventurer Gavin Bate. Prior to officially setting up the company, Gavin had spent many years travelling and organising expeditions for himself, friends, groups and organisations including the Scout movement. He had also worked in many developing countries both as a volunteer and as a paid employee of aid agencies and schools. These experiences fed into a wish to continue to make a living from this type of work but also to establish an organisation that benefitted not only the traveller themselves and the organising company but also the people and communities in the host countries. This is the philosophy on which the company has run ever since. Adventure Alternative has now grown from its original roots and branched out into providing many types of trips in many locations around the world. In order to continue to follow the founding philosophy of the company we have established in-country offices and permanent salaried staff in Kenya, Tanzania, Nepal and Borneo as well as the UK office in Northern Ireland.
b) What is a “Charity Challenge” A popular and successful form of charitable fundraising has flourished over the last decade whereby groups embark on a 'challenge' type expedition in order to act as a catalyst to sponsorship and donation for a given cause. This is a form of fundraising that can be very genuine and successful if approached in the correct way but one that can be fraught with controversy if not approached in a transparent and credible manner. We have the experience and resources to allow your aspirations to be realised and justifiably celebrated. Adventure Alternative provides a bespoke and professional service for groups or charities wishing to undertake challenges at any of our destinations, with no additional premium and a highly flexible arrangement. We do not outsource our services or facilities, and we have our own resources and staff in-country to handle most group sizes and with customised dates. We have many years of experience working with charities, for example Crói, DEBRA and Bóthar (Ireland), Granaghan Outreach and Smile Foundation (Northern Ireland), Big Brothers (Canada), Climb for Cancer (Dubai), Children of Fire (South Africa), Nasio Trust (England), GibMission (Gibraltar), Moving Mountains (UK & Ireland). We also have many years of experience working with corporations, companies and organisations, for example Nestlé Russia (Mt Elbrus), Bristol University (Nepal, Borneo) and FindingLife Canada (Kenya). Many of these trips are undertaken as team building or CSR (Corporate Social Responsibility) programs. Our Kenyan company regularly runs teambuilding sessions with organisations based in Kenya. We can offer challenges at a range of levels of difficulty from a low level trek in the rainforest of Borneo or cycling trips in Africa to trekking peaks such as Mount Kilimanjaro or on to different levels of mountaineering expeditions such as Mount Elbrus in Russia or even climbs of Mount Everest. For almost any of the adventure trips shown on our website we can coordinate a corresponding charity challenge.
©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
c) Why Use Adventure Alternative? As a company we offer some specific advantages to charities and even individuals wishing to do a trek or climb to raise money for their chosen charity, and these are: • • •
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No Minimum Number. We do not hold you or tie you into a contract for a minimum number. Like all our trips, the minimum number is a standard three people, and we don’t charge a premium for charity groups. Flexibility. We can either offer private trips for groups for a specific cause, or else your fundraisers can join any of our scheduled trips, which means that you have maximum flexibility and multiple options to offer. Established & Responsible. We have all of the necessary risk assessments, credentials and policies for insurance, Legal professionals, Boards and Trustees to view. We also have financial protection in place, tour operator insurance and plenty of testimonials over the past ten years pertaining to our services. Discounts. We offer a 5% discount for any charity group over 10 people, with 50% discount for up to 2 group leaders. Preparation & Training. We can provide trip briefing sessions with your group, including powerpoints, kit checks, advice on travel, training, preparation and teamwork. Medical Support. We have a contract with Interhealth in London that provides a comprehensive travel health advice service and vaccination service in London, plus a 24/7 Doctors service during any of our trips, offering telephone advice and assistance for any emergency. Our Own Staff. We have a large resource of our own local staff who have all received training and development in all areas of tourism, such as guiding, first aid, cooking and driving, and they are extremely competent with handling all expectations that are specific to different types of groups. We also are industry leaders in responsible tourism principles, especially with regard to wage levels, and we do not outsource. Booking System. We can work directly with you to tailor a trip specific to your needs and desires and can cater for any dietary requirements be that on health or religious grounds. Our website offers an online Booking Page which holds all the information for group members, all flight details and any personalised preferences, which enables you to go online at any time prior to departure and add in all the information under your group name. Communication. You can make direct access online or with video Skype with any of our staff in any of our regional offices, so you can speak directly to the guides, and also experienced staff in the UK who have personally done all the trips themselves and understand the needs of groups. Responsible Tourism. Our established position as a responsible operator and our direct link to charity and international development work ensures that the credibility and integrity of your own charity work can be maintained and upheld through the entire venture. Charity Experience. As an organisation we also run and administer our own NGO and Charity network so we are well versed in the requirements and logistics of doing so. We can offer a unique perspective as a provider as we have direct experience of all aspects of charity and fundraising expeditions. Intimate Charity Knowledge. A great number of our overseas staff are former beneficiaries of our charity and NGO network. This allows them direct appreciation of the charity work that you are engaged in and the subtle difference between this and an ordinary 'holiday'.
For corporate groups we can meet the teams and discuss all the issues of teamwork and preparation for your trip, at a place convenient to you. For individuals wishing to join one of our trips and use it to raise money for their chosen charity, we can assist with the preparation of any paperwork you might need, and you can join any one of our scheduled groups.
©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
d) Best Practice
As an adventure travel company we take our role very seriously. This is equally true of all aspects of the expedition and its administration. In addition to the aspects of safety and comfort we also fully understand that a charity must at all times be seen to be abiding by a high level of ethical excellence. Through our close links with our own charity and also with past clients we continue to uphold these principles. The ethics of the expedition extend through the planning and administration through to the salaries and treatment of our staff on the ground and the local communities with whom we interact. We can provide a high level of support and advice related to the expedition. This includes the provision of pre-trip information, briefings, guidance, support and resources for participants. We can work with teaching teams to help contribute to ‘priming’ activities which help to prepare the group for the trip and in so-doing maximise what is gained from the time spent away. This can be further enhanced with activities promoting reflection and consolidation upon the group’s return.
As an extension of the guiding frameworks we have drawn on best practice from the Royal Geographical Society (RGS), Young Explorers’ Trust (YET), the Expedition Providers’ Association (EPA), Fair Trade Volunteering (FTV), Sustainable Travel International (STI), Adventure Travel Trade Association (ATTA), Tourism Concern and many more.
Each of these sources has its own, though overlapping, bodies of knowledge and experience to offer. The net result is that we are able to offer a final package with genuine integrity of philosophy, purpose, planning and execution.
We are accredited with many industry organisations in relation to our operations. We hold the maximum level of a “Five Star” operator in the Association of Independent Tour Operators’ star rating system for Sustainable Tourism
In recognition of our work we have, in recent years, won the Responsible Tourism Award, Best personal Contribution and also the Association of Independent Tour Operators (AITO), Roger Diski Community Project Award for Sustainable Travel. ©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
e) Safety
We take the safety of all our groups extremely seriously, it is our number one priority and in all circumstances it will take precedence over any other objective or factor. We undertake a comprehensive evaluation of risks, contingencies and emergency management prior to the trip, this is monitored throughout the venture and we have the capacity to modify or substitute any of the activities at any point during the programme, if required.
We adhere to the principles and standards promoted by the Specification for the provision of visits, fieldwork, expeditions, and adventurous activities, outside the United Kingdom; BS8848 and as such we have structured much of our document system in a similar format. The structure of our organisation means that we are able to maintain close control on all of the activities and resources throughout the course of the venture. Our resources include our own in-country offices and equipment and, in Kenya, our own vehicles and drivers.
We have a wide network of contacts throughout the countries in which we operate, the information and advice that they provide is invaluable in our ongoing evaluations. This is supplemented by automatic notifications from the Foreign and Commonwealth Office (FCO) to our UK office. We are part of the FCO Know Before You Go Campaign and recommend that groups or individuals register with the FCO Locate system prior to travel.
We operate a company account with InterHealth which gives our clients access to pre-trip medical advice and also gives our leaders and staff access to a 24hr emergency helpline for medical advice and first aid support.
We make advance contact with rescue and medical providers in the areas of operation, for example we have a registered account with the African Medical and Research Foundation (AMREF) which would ensure prompt air evacuation with the Flying Doctors in Kenya and Northern Tanzania.
Š2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
f) Legal & Financial
Adventure Alternative carries relevant Insurance policies to cover Employers’ Liability, Public Liability, Professional Indemnity and Emergency Assistance. We do not currently provide personal travel insurance for participants but do provide guidance on the policy requirements and can direct clients to a number of suitable providers.
Adventure Alternative is a member of the Association of Independent Tour Operators (AITO), which is an organisation of nearly 150 specialist travel companies that uphold principles of sustainable tourism, as well as promoting expertise, quality and personal service in all their products.
All AITO members are required to arrange financial protection for all holidays and other arrangements booked by customers with the member under the AITO logo. This financial protection applies to customers who are resident in the UK at the time of booking and to most overseas customers who have booked directly with the member. In doing so, the member must comply with UK Government regulations. Members are required to submit details of their financial protection arrangements to AITO on a regular basis.
Adventure Alternative has secured financial bonding with AmTrust Europe and complies with all the legal requirements for tour companies. Please note that as we do not currently sell flights it is not appropriate or necessary to be Air Travel Organisers' Licensing (ATOL) bonded.
To ensure the security of your personal information, Adventure Alternative adheres to the Data Protection Act 1998 and is registered with the Information Commissioners Office (ICO). Our Registration Number is: Z2125893
In each trip description we provide a breakdown of what is included in the trip fee and what the likely additional costs are. There are contingency funds with the leader on the ground, the in-country office and the UK office so that any unforeseen or emergency expenditure can be easily catered for. We have a number of company policy documents including safety, child protection, cancellation and various other relevant issues. Copies of most of these are included on the enclosed USB data stick and copies can be forwarded directly by email or post upon request.
Š2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
g) Staffing One of the things that we pride ourselves on is our ability to deliver an expedition programme where the group are under the charge of our own staff throughout. We do not outsource our ground-operations to a third party. From the moment the group arrives to the moment they leave they will be supervised by Adventure Alternative staff. This is surprisingly rare in the industry but it allows us a degree of control in terms of planning, execution and safety that is second to none. We have our own in-country staff who are not only experienced in leading expeditions but also have invaluable experience and knowledge of the host country and culture. This knowledge feeds into the planning and logistics on the one hand, and on the other it allows the participants a great source of knowledge regarding the country and a direct window into the lives of their hosts. A typical group would be supervised on an overall ratio of 8 participants to 1 member of Adventure Alternative staff on general activities. When undertaking more onerous activities such as an ‘Expedition’ element, the ratio would usually increase to 1:5. Each group would normally have at least one UK leader along with the in-country leader team. We can agree and arrange meetings between representatives of the organisation and our UK leaders. This may sometimes include weekend activity and training weekends where the prospective participants can meet leaders and ask any questions that they may have.
We actively encourage inclusive travel and are experienced in the provision of measures that may be required to allow participants with additional needs to travel with the group. In some instances the programme and/or staffing levels may need to be adjusted to suit specific needs. We are happy to evaluate these requirements on a venture-specific basis at no additional cost. No participant will be excluded on any grounds other than upon mutual agreement between the school and Adventure Alternative that the safety of the participant or group would be compromised.
In addition to our dedicated Leader team, there will many other Adventure Alternative support staff around. These would typically include a number of cooking staff, drivers, driver’s mate and also junior and apprentice staff members. At any time you can be assured that we have ample staff available on hand for any situation that may present its self. As well as the staff present on the trip there are also staff manning each of the in-country offices and the UK office. These provide a strong support base for the leaders in the field and also draw on further resources provided by specialist consultants such as a 24hr medical advice helpline and Foreign Office advice notifications.
©2012 Adventure Alternative
CHARITY CHALLENGE EXPEDITIONS
h) Moving Mountains In order to highlight our special understanding of charities and their work we would like to briefly introduce the charity that we ourselves administer and run. Integral to Adventure Alternative is the link with the International Development NGO and Charity, Moving Mountains. Moving Mountains was set up alongside Adventure Alternative, both by Adventure Alternative Director Gavin Bate. As a commercial organisation, Adventure Alternative supports and underwrites the activities of the NGO and also provides and/or funds all of the administration for the charity.
In this way the overheads of the charity are kept to an absolute minimum, meaning that fundraising and donations go directly to the beneficiaries. The integration of the staff and facilities of the two organisations means that there is a single team pulling in the same direction. Through these initiatives we are able to raise funds for the development work in a manner that goes beyond simple donation. We are able to offer something in return, including the opportunity to see the communities, culture and people who are benefiting from the development. This is not offered as a diversion from the trip, it is an essential part of the whole philosophy.
The development goals of the NGO are drawn up and appraised by the trustees in partnership with the host community committees. The strategies are planned on a long-term basis with each group and phase building upon the achievements of the last. This is essential in creating schemes that are sustainable and efficient in the long term.
An overarching theme for Moving Mountains is that what clients do and experience is part of an ongoing process rather than an isolated "flash in the pan" event. For example we do not want a rural African village to be awash with smiling faces, helping hands and revenue for a week and then to be deserted again for the rest of the year. Equally, we do not want you to have an experience of a lifetime and then to return to your previous life unchanged and without building upon those experiences. You will see that each visit is an important cog which is keeping a larger machine running.
Š2012 Adventure Alternative