FXpeditions Logistics Pack The Logistics Pack must be completed by teams that have had their Project Proposals approved by the FXpeditions Committee. This document provides full details of your FXpedition plans and can be kept as a record and reference for your mentors, collaborators, emergency contacts and the FXpeditions Committee. Be sure to use the ‘FXpedition Handbook’, containing our ‘Frequently Asked Questions’ to help you complete this pack. This document is more detailed than the University Funding application that you will need to submit later in the year. Fortunately, you will be able to take the information from this document and use it in the funding application. Please get a Mentor/Adviser to check through all the documents listed below. Once your Mentor/Adviser is satisfied with the quality and content of these documents, send them to the FXpeditions Director – fxpeditionsdirector@gmail.com. The application should be sent electronically. Maps, risk assessments, crisis management plans and budgets can be sent separately or as part of this document.
Expedition Name Expedition Leader
Dates Seen by Mentor/Adviser?
Name and email address
Document
Yes
No
Logistics Pack Health and Safety Pack Budget Distribution List Send copies of this document to everyone listed below. Recipient Location Mentor/Adviser Insert the name of your mentor/adviser Legal & Insurance Services Provide contact details for your insurer here FXpeditions Director Send a copy of this document to – fxpeditionsdirector@gmail.com Insert other names in this table Insert all team members and emergency contacts here. Include:
Section 1: FXpedition Information
-
Collaborators
-
Emergency contacts
-
Any other relevant contacts
1.1 FXpedition Information a
FXpedition title (10 words maximum)
b
FXpedition summary (100-200 words maximum)
1.2 Contact Details a Leader Details Name: Email: Address: Tel: b Team member details (add/delete rows as appropriate) Name Email
c FXpedition email address: d FXpedition website address (if any): 1.3 Location (Country, region): 1.4 Total Budget: 1.5 Project Origin (how you chose your study site, project, set up collaboration etc.): 1.6 Draft Approach Letter/Press release:
Section 2: Research details and methodologies 2.1 Research programme details (FAQ 11)
Phone number
a
Project Aims (What your wants to achieve)
b
Describe the scientific objectives of the FXpedition and how these contribute to achieving the overall aim. (200 words) (FAQ 4 & 21).
c
Explain the rationale for your research programme and how this will make a significant contribution to conservation, geographical and/or ecological knowledge (250 words) (FAQ 3).
d
Outline your research methodology. Give detailed methods and explain how these will achieve the project’s objectives. Focus on details of specific sampling techniques, strategies and required equipment. You should explain how the experience and training of team members provide you with the necessary skills to undertake this research. If your team is inexperienced, what training will you be undertaking? (500 words)
e
What makes your project different from others? (200 words)
f
What is your motivation for this trip? (200 words)
g
Who will benefit from this project? Think not only about those directly involved with the project, but communities both in Cornwall and your host country.
h
How will your findings be analysed and disseminated? Provide a list of proposed outputs for the FXpedition (e.g. final report, articles, published papers, articles, educational material, data, documentaries), indicating approximately when and how each item will be available and for whose benefit it is being produced.
i
Provide a timeline of your activities and tasks in the host country and how these will fulfill the FXpedition objectives. Include an outline of your method of travel, route, accommodation and supplies. If an agency or company is helping with logistics, please make this clear.
2.2 Bibliography of proposed research List at least six publications, maps and/or other materials that have been used to develop the research objectives of the FXpedition.
2.3 Advisors List at least three key advisors that have helped develop your FXpedition, providing a background on their expertise and
qualifications, along with details of what guidance they have provided.
2.4 Association with the host country List key organisations (universities, research centres/institutes, NGOs, GOs etc.) with which you are/will be/are hoping to be collaborating with, both in country and elsewhere. Describe the nature of these collaborations and what value this adds to your project. (FAQ 10)
Section 3: Members of the research team 3.1
Project members (FAQ 5)
a
Number of UK members
b
Number of in-country members
c
Total number of members
d
Reports from previous FXpeditions or research projects If team members have participated in previous FXpeditions, give full references to any resulting reports or papers.
e
Projects returning to locations of previous FXpeditions If you are participating in an FXpedition returning to a site visited by a previous FXpedition please provide details of how your project builds on and is distinct from the previous studies
f
Project ownership (FAQ 12) Who has legal and financial ownership of the project?
Project members: Please complete the table below with details of all team members. Each row should correspond to one team member. You may expand boxes and add as many rows to the table as is necessary. Name in full (with title as appropriate)
Affiliation/organisation (include position or year, course of study and faculty)
Nationality
Role on team i.e. leader/ medical officer/ scientific officer etc.
Skills, experience and qualifications that are related to the research objectives, project methodology, environment and responsibilities i.e. experience and training with equipment and proposed methods/ medical training/ language skills/ past FXpedition experience etc. *
Section 4: Logistics, health and safety, and finances 4.1 Dates in the field From:
To:
Number of days:
Please clearly indicate what time will be dedicated to fieldwork, travel, and personal time (FAQ 11). 4.2 Flight details Please detail all flights for all team members (if traveling separately to one another) during the expedition. Flight Date Time Operator Details (address/telephone
4.3 Travel between accommodation and field site Mode of Transport Detail all forms of travel from the moment you leave your front door on the way to airport. This includes travel by: • Foot • Car • Bus • Plane • Boat • Any other form of transport
4.4
Private or hired (give details) Contact details if possible and details of how they will be used. E.g. will you be driving/piloting/operating?
Insurance arranged? Does your insurance cover traveling by this method of transport. If you are driving/piloting are you suitably insured?
Study site details
Geography of your research area: Include details that illustrate the environmental conditions, including the season, expected temperatures and rainfall, you expect to encounter and the remoteness of your field site/accommodation. Please attach a detailed map of your project area to this application (200 words)
4.5
Health and Safety Pack A health and safety pack (that outlines the procedure should an emergency arise) must be included with the logistics pack. This must outline the procedure should an emergency arise, include plans for communication and emergency evacuation and contain all contact details relevant to the expedition. (FAQ 13 & 14).
4.6
Emergency contact details Please provide full contact details three home contacts in the UK and three in-country contacts while the research team is in the field. These can be contacted in the event of an emergency.
4.7
Home agent (UK) Name: Address: Tel: Email:
In-country contact Name: Address: Tel: Email:
Home agent (UK) Name: Address: Tel: Email:
In-country contact Name: Address: Tel: Email:
Home agent (UK) Name: Address: Tel: Email:
In-country contact Name: Address: Tel: Email:
Permissions
a
Describe the steps that have been taken to obtain the necessary permissions from the in-country authorities to undertake your FXpedition and the stage you have reached. What stage are your applications at? Tourist visas are not sufficient.
b
Do you intend to bring any scientific samples back to Britain? Yes/No If yes, please state which authorities in the UK you have contacted/will contact to gain permission to do this.
If yes, please state which authorities in country you have contacted/will contact to gain permission to do this.
c
Notification of travel: Please indicate which of the following notifications have been made Foreign and Commonwealth Office
Yes/No
(This includes informing the FCO of your travel plans and obtaining the latest relevant FCO travel advice bulletin). British High Commission / Embassy in-country Yes/No 4.8 Environmental, social, and cultural impacts All FXpeditions must be conducted in an ethical and responsible manner. Please illustrate any potential
negative environmental, social and cultural impacts that your FXpedition may have. Provide details of the attitudes and strategies that you will adopt to minimise and mitigate these (150 words) Refer to FAQ 12 for further details.
4.9 Insurance Please provide details of the insurance you have arranged for team members, kits etc.
4.10Budget Provide details of your planned FXpedition income and expenditure under the following sections. Add any appropriate budget headings. Please attach a more detailed budget to this document, including a justification for each item and source or purchase.
Pre-fieldwork / preparation Training International travel (flights) Subsistence (accommodation and food) In-country travel Local counterparts / guides Field equipment Insurance (see FAQ 17 for further guidance)
EXPENDITURE £ £ £ £ £ £ £ £
Please indicate your insurance provider Medical / health & safety Film / photography Post-fieldwork activities Preparation of project report Dissemination of findings Other (please itemise) Contingency (usually 10% of sub-total) TOTAL
£ £ £ £ £ £ £ £ INCOME
Grant giving trusts Fund raising events & activities Commercial sponsorship Individuals donations (FAQ 6) Other sources TOTAL
£ £ £ £ £ £
Support from other organisations What other funding bodies will you applying to? What stages are these applications at? Have you received any additional funding? What will you do with any excess (FAQ 7)?
Section 5: Medical 5.1
List of potentially dangerous diseases present in host nation
5.2
List of required inoculations
5.3
Required medication Please list both general and any individual requirements
5.4
Team medical requirements/history Record any existing or past medical issues for all team members.
5.5
Dietary requirements List any team member dietary requirements. If you are being catered for in-country please ensure that your caterers are fully aware of requirements before you arrive.
Section 6: Host Nation Fact File Host Nation Fact File Country Name Capital Government Language Population Land area International airport Money Time Visa fee Airport tax
Section 7: Kit Lists
Personal Kit List Item
Use/Justification
Quantity
Scientific Equipment Item
Use/Justification
Quantity
Health/hygiene Item
Use/Justification
Quantity
Medical
Item
Use/Justification
Quantity
Camping/trekking/communication Item Use/Justification
Quantity
Photography/video Item
Quantity
Use/Justification