"Proper Preparation Prevents Pretty Poor Performance"

You are about to start planning your expedition. You are therefore about to start managing a project: you are going to acquire a multitude of transferable skills that will look good on your CV. You are going to:

• manage a budget of several thousand pounds
• work productively as part of a team, but also show leadership qualities
• forward plan to take account of deadlines and task completion times
• liaise with a wide variety of specialists
• negotiate
• market and fund raise

It is essential that you plan carefully. The plan can be changed in the light of new information or options but there must always be a working plan that all team members work with. Decisions made at this stage will affect the choice of personnel, the methods of travel, the logistics, and therefore the cost. It is tempting to rush around throwing yourselves into tasks, especially in the flush of first enthusiasm but as you have seen from the points above, you are dealing with too large and important a project to leave its success to chance. Circumstances may change, however, and the team should meet regularly - partly to update everyone on progress and share information that one person may have come across that affects others, but also to help keep people’s minds focused on the task in hand and keep motivation levels high.

An appreciation and good management of time is crucial. Money is for all practical purposes infinite: you can always find more. If someone drops out of the expedition you can find someone else. If a university suddenly decides not to lend you a key piece of equipment you can improvise. But you cannot turn the clock back once you have missed a deadline. You cannot make extra weeks when you realise you haven’t allowed enough time to complete a task. Never underestimate just how long even seemingly straightforward tasks can take. Allow time for:

• Inoculations. Some cannot be taken within several weeks of others, or have to be taken a certain time before departure.
• Permission. For some countries you need to apply over a year in advance.
• Contacts with host country. Even with faxes and emails, developing contacts and procuring information from the host country can take a lot of time, owing to poor communications, contacts being on holiday, etc., and simply the fact that while speedily organising an expedition is your priority, it is seldom theirs - they didn’t ask to be pestered by foreign students!
• Deadlines. Universities, learned societies, grant giving bodies, etc. all have deadlines for submission of applications for approval or cash. They will not be impressed if you can’t even organise a timely submission.
• Booking flights. Early booking ensures seats in busy periods, and may even allow you to get discounts.
• Equipment booking. It is easier to borrow equipment if you book it in good time before other students/researchers realise they want to use it too.
• Expedition follow-up. Allow time after the expedition for data analysis, report writing, and providing feedback/thank you’s. An expedition is not over when you get back.

"If you fail to prepare, you prepare to fail"

 

Collaboration with the host country is essential. It….

• helps identify priorities
• expands the learning opportunity for more people
• provides a greater pool of communal knowledge
• increases understanding
• avoids ‘academic imperialism’
• makes it more likely your work will be valued and continued
• makes working in the country easier
• ensures you aren’t tackling work which has already been done or is about to be done by a host country team
• can facilitate obtaining the necessary permissions

It is very easy for any group of people to be insular and look inward for insights and support rather than include those outside the group. There should be a two-way interaction between local people and the team. Ideally, you should have local people in your team

These may be radically different from your own. Some countries are sensitive on expeditions coming in so don't assume you will be welcomed with open arms. Definitions of ‘The Environment’ may be very different in other countries. They may be unhappy about outsiders telling them they have a problem, especially if there are colonial links (e.g. "you exploited us, now you're trying to stop us reaping rewards from our country"). But be wary of government institutions using you to collect data on issues which may be very unpopular with local people on the ground.

Obtaining the correct permissions is crucial. If you do not, at worst you will be prevented from carrying out your fieldwork, at best you will offend people in the host country and make it difficult for others to follow you. To help find the correct procedures try contacting:

• a previous expedition to that country
• the embassy in the UK
• the UK High Commission in the host country

Obtain application forms from the correct government department, and ensure they are correctly completed and submit the forms by the required date. Send copies to the bodies mentioned above, plus the Foreign & Commonwealth Office.

"Moreover, one of the lessons learned from the past is that science and mountaineering do not readily mix, I was always sure that we must concentrate single-mindedly on the main purpose of getting up." - John Hunt, Ascent of Everest

Whatever type of expedition you are planning there will be certain funds you will qualify to apply for and others you won’t. It is often perceived that it is easier to obtain funds if you are a science based project, or have a science component. That may be the case. Equally, a science based project may be ineligible to obtain grants from trusts that predominantly sponsor adventure projects.

The tempting danger for a non-scientific project is that you subvert the true aims of your project by tacking on ‘token science’ in the hope you will gain extra credibility. You won’t. And for science to be done well there needs to be a commitment to it rather than adding it as a mercenary after thought. If the main aim of your project is to climb a mountain you will tackle any pseudo science as a chore.

A science based project? You will plot somewhere along this line - hopefully more towards the right than left….

All expeditions have an adventure component but it is hard to do good science if the project is so adventurous that surviving occupies most of your thoughts. Remember, in such circumstances collecting data comes second.

How will you approach your science? When fund-raising and selling your expedition you may think using advanced, hi-tech science equipment makes you look more professional. However, if you are going to an area where little work has been done, a simple but thorough baseline survey using simple equipment may be the best use of your expedition’s time. There is no right or wrong position on this plot.

"I learn by going where I have to go" - Theodore Roethke

Your expedition has been budgeted at £8,000. You’re all wondering how you’re going to find the money. The leader then suggests spending an extra £900 on a 2 week reconnaissance trip. Crazy? Or smart?

Cons

• It costs money
• It takes time

Pros

• It lets you meet with your host country counterparts and bond with them as you finalise plans and iron out wrinkles.
• You can check whether your proposed field area is suitable for the projects you have in mind.
• You can build links and with those whose services you want to book for your expedition, e.g. transport, food, etc.
• You can check availability and price of items you will need on the expedition.
• There is some sense in determining what can be obtained in the host country to cut down freight costs.
• You can take photographs of your field area to use in your promotional material, i.e. you can show potential sponsors where you are going to be and help engender confidence in your, now concrete, aims.
• You can sort out paperwork in advance and in the host country. This can speed up procedures and save huge amounts of time and uncertainty.
• A field recce may prevent you from starting a project that can't be finished for various reasons.
• Talk to local decision makers/scientists.
• Pin-point local research requirements, and allow more accurate planning.
• Find out what is expensive/hard to get in the host country which is easy to get in the UK and would be appreciated by helpers in the host country.
• Enables you to save time and money in the long run.

It goes without saying that whether you undertake a reconnaissance or not you will have spoken to as many people as possible who have been to the country. Your consultation of past expedition reports, for example, will have given you the names and address of previous teams.

If you can afford the time and money, an advance reconnaissance will always be of benefit.

Fund raising is often regarded as the hardest, most arduous and fraught part of planning an expedition. Not so. Few expeditions fail to raise the funds required. Effort and imagination are the two main ingredients and as long as you apply yourself diligently you will get the money - the vast majority of expeditions do every year.

Where does the money come from?

• Yourselves. And why not? You’re getting the benefit of the expedition. It also encourages others to back you if they can see you’re backing yourself.
• Grant giving organisations and charitable trusts. They are listed in ‘The Directory of Grant-Making Trusts’ available in the reference section of most libraries. They have to give money away each year; make sure your expedition is one of the recipients.
• Business. Whether it’s to offset against tax or because you have wooed a company by making them feel good about supporting you.
• The public i.e. any individual who isn’t part of the expedition team.
• Exploration societies. These include The Royal Geographical Society (with The Institute of British Geographers), The Royal Scottish Geographical Society and your university exploration society / committee.
• Relevant professional bodies. e.g. the British Canoe Union if you are a canoeing expedition, the British Ecological Society, your local geography society, etc.

The last two categories are not to be underrated. Getting their approval of your project, even if they do not give you any money, can send signals to other potential sponsors that you a reputable outfit and worthy of support. Because their name is being used as a seal of approval though they will expect high standards, therefore:

• Obtain a copy of their application forms well in advance so you can see what they require of you and can ensure you have reached those goals before the application deadline. Many of the application forms themselves form an excellent template for expedition planning.
• Liaise with them prior to lodging your application - they want to approve expeditions that apply to them and will help you to submit a strong application.
• Find out what their deadlines are and ensure you submit before time.

Some organisations might be more amenable to supplying goods rather than cash e.g. why not try and reduce your income needs by getting tents loaned by a manufacturer rather than trying to raise money to buy some? Previous expeditions will list their sponsors in their final report and these can be approached by your expedition.

You must be professional…..

• target the best people in an organisation you are approaching. If all else fails, ring up their switchboard and ask who you should send your letter to. Always send mail to a named person.
• ensure printed information about your project is clear, easily read and has no errors. You don’t have to throw lots of money at an expensive brochure to achieve this.
• think about how the company/person can help you in a way that appeals and has benefit to them. Some will help you out of the goodness of their heart, but you can’t rely on it
• be patient, and courteous; no-one you are approaching HAS to give you anything
• be honest about your expedition’s aims and don’t subvert them

Whether you like it or not you are in the selling business. Your main aid will be a prospectus, hereafter referred to as a brochure to reinforce the selling theme. It may be a sheet of A4, colour photocopied on both sides and folded into thirds, or an A4 booklet with a stiff cover. The former is cheap, can be easily updated as you fill in information gaps or gain sponsors you wish to acknowledge. The latter is more expensive but may have a classier feel if you are carefully targeting a few key organisations and want to impress. Make sure you cover Kipling’s ‘six honest serving men’: Who, What, Where, Why, How, When:

• What is the aim of your expedition?
• Where and why are you undertaking it?
• How are you going about it? (no need to get bogged down in excessive detail but be clear)
• Who is going on it i.e. some information on the team, including those joining from the host country.
• When are you going out?

A major key is getting the language right. Most business people you will approach will not have the same scientific background as yourselves. Terms like mist netting, quadrats, PRA, tephrochronology will not inform them but be an obstacle to understanding your project.

A good test of a brochure is to give it to a professional person who knows nothing about your project and ask them to savage it. They should be able to learn all they could reasonably expect to learn from a brochure that size without needing you to explain anything or fill gaps.

A few thoughts:

• Professional people are busy. Chances are they didn’t ask to receive your brochure and they won’t lose their job if they throw it straight in the bin. Help yourself by ensuring you’ve sent it to the most appropriate person in that organisation, and make it easy to read.
• Many will assume that an expedition is a great excuse for a holiday and why should they pay for it. Make sure the way your expedition is presented on the brochure does not lend support to this prejudice.
• What is the aim of the brochure? Is it to acquire money? Support in kind (i.e. goods)? To build good PR? Just telling the reader everything about your project is not enough. You need to tell them what they can now do to help.

Remember: People are not like computers - they will make a decision even if you have not given them all the facts. If there is some missing information they will make an assumption. That assumption may be in your favour or it may not, don’t leave it to chance - make sure you have expressed yourselves clearly.

Be imaginative……

You might make a lot of money selling T-shirts if someone on your team can produce a great design. Or you might end up with a lot of unsold stock. Alternatively, some kind of wacky, sponsored event may capture people’s imagination and does not require you to commit a large amount of money up front.

Tried and tested ideas may include sponsored events, cleaning cars in a supermarket car park (get permission first) or organising social events. Many of these have the added benefit that you can also use them to raise your profile.

Why should anyone give you any money? Make them want to support you.

"Train hard, fight easy" - Field Marshall Suvorov

You will have a limited time in the field to accomplish your aims: you will have a lot more time before you go out. It makes sense to practise and prepare as much as possible before you set off. If you intend to use a specialist technique that you haven’t used before try and find someone to demonstrate it to you and then practise. This will make you more efficient in the field and help ensure you don’t realise too late that there is a critical item you have forgotten.

Be particularly wary of methods that give no feedback in the field, i.e. you can’t tell at the time that you are doing them correctly. Photography is the classic example. You can shoot off twenty rolls of film, get them developed back in the UK and find that they were all over exposed because you hadn’t been using the right settings. Practise and perfect before you have to do it for real with no second chance if you get it wrong.

Don’t forget to train for the essentials of day to day expedition life. This too can help ensure expedition success, and safety, just as much as the technical skills you are hoping to employ in the field. Do you have rivers to cross? Will you be relying on competent map reading and compass work to reach, or operate in, your area? Can you erect your tents in foul weather? Do you need to understand outboard motors or diesel engines, or how to assemble collapsible canoes, or other procedures crucial to moving around? Practise tree climbing techniques safely if you intend to access forest canopies or crevasse rescue if you need to cross glaciers. Many teams have spent a weekend camping in the hills to iron out some of these issues.

Think about the skill demands that will be made on your team. If you don’t have those skills, then make sure you acquire them.

Train and practice for those things you can anticipate to ensure you have the free mental space to deal with the things you couldn’t have anticipated

Equipment needs to be lightweight and durable, and cheap if possible. If not, then it will have to be transported carefully. Think about the environment you will be operating in and the consequent demands made upon your equipment. Do not underestimate the abuse your equipment will take, especially if it is irreparable in the field, difficult to replace, and essential to the expedition’s success.

There are some specific equipment categories that immediately bring complications; radio, firearms and sophisticated scientific equipment. You may decide that you need a radio link from your field base to ‘civilisation’. This will usually require permission, the allocation of a frequency and foolproof protocols for use. For example, if your radio breaks down what should your home agent do? Launch a rescue mission, travel out with a spare radio, or wait an agreed period of time before taking any action? This can be one of those occasions when more hassle can be caused by being in contact with the outside world than not. Certain countries can also be very suspicious of foreigners wanting to use radios and the beaurocracy can be horrendous.

Few expeditions need (or should want) firearms but those going to arctic regions will almost certainly need a powerful weapon in case of polar bear attack. Training and administrative clearance should be allowed for.

As to sophisticated equipment, this may:

• need calibrating regularly
• need trial runs to ensure that parameters of use are understood
• need a large supply of batteries
• be easily damaged
• be expensive to insure
• be attractive to thieves
• need careful documenting on entry to prove you do not intend to sell it while in the host country and thus incur penalties or taxes.

On the other hand, sophisticated equipment may allow the gathering of large amounts of high quality data in a limited time. Use sophisticated equipment if there are overwhelming benefits which cannot be achieved in any other way.

It has been said that you can never have too many batteries. Even low tech equipment, such as torches, can demand large quantities if you are using them, say, for night surveys. You may be able to use rechargeables. Solar chargers are getting more efficient, but may not be able to cope with the quantities you are using…and if the recharger breaks down…..

A reconnaissance may help you ascertain the availability and cost of batteries to determine if you need to take large supplies with you. The standard AA batteries used in Walkmans are common the world around and so it may be worth using converters or standardising all your battery needs to this size. The classic hard-to-get-hold-of battery is the flat 4.5v battery beloved of head torches. Be wary of unknown brands. Your reconnaissance may have shown that batteries are easy to get hold of in the host country but they may be of inferior quality and you find, too late, that you are in the middle of nowhere and your stocks of batteries are running out faster than you had planned for.

"It’s only an adventure if you come back. - Unattrib."

Two true stories. One from the newspaper, one happened to a friend.

1. A grandfather travels to the USA to see his new grandchild. While there he has a stroke and is admitted to hospital. On his return he has to sell his house to pay his medical bills.
2. The friend is working in Australia. She takes a flight to Malaysia for a wedding. She falls asleep en route with her legs crossed. A blood clot forms in her leg and travels to her lung, causing an oedema. Four years later she is still paying off her hospital costs.

What did these two have in common? No insurance. Insurance always seems expensive especially if you don’t claim on it, when it becomes easy to view it as a needless expense you could have done without. But if something does go wrong (and most such incidents are surprisingly boring and unexceptional) you will be so thankful you have insurance. Or severely dischuffed and even endangered if you do not. Bottom line: skimping on travel insurance is potentially very expensive and can be dangerous.

Read the small print carefully when taking out insurance - the policy may specifically exclude certain activities or geographical areas that would render any claim you made invalid. Be particularly careful when examining policies which look like good value - like most consumer products you often get what you pay for and a cheap policy may mean less cover. Conversely, if you do call yourself an expedition an insurance company may increase the premium automatically because there is a perception among some people that an expedition by default must be a dangerous undertaking - the company may not be flexible enough to realise there is a huge risk difference between climbing K2 and collecting butterflies in France! In this kind of situation you may wish to present yourselves as a group of tourists instead.

If in doubt, be honest with the insurance company about your aims and intentions - it is better to have confidence in a good policy that is tailored to your possible needs even if it costs more, than to be in extremis and find the level of support you receive is inadequate or complicated by your withholding crucial information at the time the policy was taken out.

But even with the best insurance policy in the world your intention should be to never have to use it- it is still better not to break a leg or lose a camera in the first place. Regard insurance as the absolute last resort - not first aid.

To help ensure you don’t need your insurance cover, you should think carefully about what might happen in the field. Try drafting a risk assessment, i.e. try and think of all the things that could possibly go wrong and then how you would deal with each situation.

Some considerations might be:

• Check the inoculations you need (some countries will not admit you without an up-to-date immunisation certificate) as well as those which are recommended.
• Do you know where the nearest hospital is, how long it will take you to get there, and what facilities it has?
• Put the team through an approved first aid course, e.g. Red Cross.
• If the team gets into difficulties it cannot deal with, how will you obtain help?
• Camp safety procedures, e.g. use of stoves: tents and sleeping bags burn extremely well and quickly.
• Even if you are a science based expedition there may be physical hazards that present themselves, e.g.
  • You might have to cross rivers to get to your field areas. River crossings can be very dangerous and should be trained for.
  • Most expedition accidents happen before the team gets into the field. Top of the list are motor accidents. How will you deal with a sleep deprived driver in an unroadworthy bus which you have hired?
  • You may not be interested in politics but there may be a local opposition political group that would love to have western hostages.

Statistically you are more likely to be injured in a road accident on expedition, but this is an average across the world - certain countries may have their own commonplace dangers.

This is an important subject and cannot be adequately covered here. The following points are to provoke thought and further information gathering.

This may include:

• Vaccinations
• Prophylactic treatment, e.g. a course of anti-malaria tablets
• Fitness training - accidents are less likely to occur to fit bodies which are therefore operating under less stress in the field.

Find out about potential health hazards. Eliminate the ones you can, prepare for the others and have awareness of them all. There is plentiful advice on compiling medical kits in books and on health websites.

• Humans cannot live without water, but it is one of the greatest carriers for infection into the body. Ensure you have the appropriate chemical or filter protection to safeguard your supply.
• Contaminated food is a frequent source of illness among international travellers, especially if travelling in a developing country. Avoid roadside catering and uncooked foods.
• If you need institutional medical treatment the sterility of equipment e.g. needles, drip sets and particularly blood, cannot be guaranteed in certain countries. Some items of equipment can be taken with you for medical personnel to use. You can perhaps avoid the need for foreign blood products by ensuring you each know your blood type so you can give blood to other team members.
• Unprotected sexual intercourse anywhere in the world can have fatal consequences. Don't fall for the line "there's no AIDS here". Whether you are male or female, if sexual intercourse may occur carry condoms with you.
• Biting insects can carry a wealth of diseases. Better than prophylactics and vaccinations is ensuring you aren’t bitten in the first place by a combination of appropriate dress, insect repellents and permethrin impregnated bed nets.

• Dehydration can cause problems in hot and cold climes. Ensure you are drinking sufficient water that you pass clear urine.
• Maintaining fluid intake is especially important if you have diarrhoea. Do not take tablets which are sold to "bung you up" unless you need to control your bowel movements for something like, say, a flight.

• You will come back feeling very fit - try to maintain it!
• If you have been to countries with exotic diseases watch out for fevers and strange symptoms that may occur even many years after your return. Make sure you complete antimal drug courses. If you have to consult a doctor tell them that you have recently visited country X.

Complacency can be a hazard in itself! NEVER jeopardise safety for expedition aims. Be prepared. Insurance is essential.

"A man who does not plan long ahead will find trouble right at his door. - Confucius"