Ascend Travel Expedition Leadership Manual by Ascend Travel

Expedition Leadership Training Manual

Solutions for Ending Poverty and Creating a Brighter Future

Expedition Leadership Training Manual Section 1: Overview, Policy, & Expedition Leadership Overview Expedition Policy Responsibilities of your In-Country Staff Expedition Organizational Chart Expedition Leadership Check List 16 Questions You Should Ask Yourself Leadership Agreement Section 2: Recruiting, Budgeting, and Travel Expedition Recruiting and Marketing Expedition Flyer Expedition Postcard Expedition Bookmark Expedition Poster Expedition Size, Adding or Splitting Expeditions Expedition Budgeting & Finances Ascend Expedition Expense Ledger Travel Information/Advisory Vaccination Information Participant Packing List Participant Guidelines Preparing for Plan B Expedition Supply Check List - Peru References Section 3: Expedition Forms Expedition Required Forms Policy for Expedition Due Dates Expedition Application Agreement & Waiver Guardian Guideline Checklist & Agreement Immigration Form for Participants Under 18 18 Questions for Expedition Participants

Section 4: Meetings, Agendas Expedition Meetings - Pre-Expedition Briefings Expedition Team Preparation Guidelines Briefing Meeting 1 Sample Agenda Briefing Meeting 2 Sample Agenda Briefing Meeting 3 Sample Agenda Packing Meeting Sample Agenda Expedition Meetings and Discussions Expedition Reunion Section 5: Post-Expedition Reporting Expedition Leader Analysis Report Expedition Leader Thank You Letter Expedition Follow-Up Procedures Volunteer Participation Survey Sister School Humanitarian Program

Av. Tullumayo Nยบ280 Cusco, Peru Web: www.ascendtravelperu.com Email: info@ascendtravelperu.com

Adventure Travel

Ascend Travel Expedition Leadership Manual

Message from the founder Dear Expedition Leader, First off, congratulations on signing up for your service expedition! You are about to embark on a journey of a lifetime, and we want to make sure that you are well prepared. This manual was created with the purpose of giving you the tools you need to succeed during your lifechanging visit to Peru. Developed over many years and drawing on the experiences of many travelers and humanitarians, this will be your guidebook to insuring a positive experience during your stay in the famous Incan Capital of Cusco, the surrounding rural villages, and of course, the famous Inca Citadel of Machu Picchu, one of the Seven Man-Made Wonders of the World! Please read each section carefully, and feel free to reach out to Ascend Travel if you have any questions that are not addressed in this manual. Have a great trip! Sincerely, Timothy Marti Ascend Travel CEO

Adventure Travel

Humanitarian Expedition Leadership Expedition leadership can be an amazing experience. It is also hard work! Leaders coordinate with Ascend Travel staff, endeavor to meet the expedition group’s travel needs/desires, train and empower team leaders, follow up and pick up the pieces left undone, keep the budget in check, implement appropriate procedures and accomplish mission objectives. At the same time you maintain your composure, sense of humor, compassion and fun! Until you have led an expedition, it is difficult to understand the amount of time, energy and detailed follow up that is required to make an adventure successful and productive as a part of on-going community development. An Expedition Leader should plan that he/she will need to spend 100 hours in preparation during the 6 months leading up to an expedition. Some leaders will spend more time, others may be more efficient, but the commitment to do what it takes is important. As you consider expedition leadership, we encourage you to be positive about the rewards and at the same time realistically evaluate what is required. Honestly assess your own skills and time availability to be an effective leader. Expedition leaders come with a variety of strengths and Ascend Travel provides many resources to draw upon; however, it is up to each leader to assure that during your expedition, our mission of empowering communities and expedition volunteers is enhanced. You should consciously build others’ capacities, help them succeed, and facilitate meaningful humanitarian service and a great adventure. We applaud the brave, committed humanitarians who volunteer to take on this exciting task. We also appreciate the candor of those who decide it is better suited for someone else. PREVIEW TO A SUCCESSFUL EXPEDITION A successful expedition requires an experienced expedition leader who is familiar with the community culture, the volunteers’ view of the community, expectations for the expedition, and the greatness as well as the challenges of both groups. This leader should consider himself/herself a facilitator to help team leaders, team members, and the communities have a wonderful adventure together. Expedition success also requires an excellent in-country facilitator and support team to select the community, prepare the community for the expedition, and to support the expedition from their arrival in country to their departure. Coordination with previous leaders and Ascend Travel staff is also key to success. Expeditions should be a fun experience for both groups without indulging either group’s foolish or self-centered interests at the expense of the community and volunteers collectively. While details of the expedition leader’s roles and responsibilities are outlined in this manual, this preview offers philosophy and approaches which will lay the foundation for success: Create a unified volunteer group that is connected within the group and aware of their guest status in living and working in a community. We are there to be supportive of the community in 2

Adventure Travel

meeting their needs. It is a privilege to be there. While visiting their community we are in their house, it is not our role to be masters in someone else’s house. We are there to love and help out, not have our own way. There may be times when we are sure we have a better way, and we should share our ideas, but we must respect the community’s decisions to accept or reject our suggestions. Integrate every volunteer into the group and connect with all the group members individually, as well as collectively, and help the group to feel a unity and strong sense of belonging to the expedition family. Help the volunteers adjust their own expectations of what their role and contribution may be in the community. This doesn’t mean that the expedition is primarily for the volunteers with little benefit to the community, although in terms of awareness or consciousness building, the volunteers will probably benefit most. The community will benefit by the new school or water system or whatever the project(s) is/are, and they will also be more unified as a community because of having worked together on a community project. Both groups will benefit and enjoy the interaction of two very different cultures and the different personality types that are brought together on an expedition. Remind the volunteers of the beauty of the community and the beauty of the people and their environment. At the same time acknowledge the poverty, lack of education, and struggles of the community. If we are open to the beauty of the community environment we can enjoy the simplicity and serenity of the community, and recognize some of our own culture’s challenges. Enable the expedition experience to be fun and meaningful for all volunteers before, during, and after the expedition. A big part of this is helping them process what happens in the community and what types of benefits accrue to both community and volunteers. We set ourselves up for failure if we worry about the potential negatives and therefore put our energy into avoiding the negatives. We have much more power when we focus on the positive and keep our thinking and actions positive. Use your creativity to employ interesting, interactive approaches to pre-expedition briefings. You can utilize visual aids, skits, create a Jeopardy game to review important information, or create situational conversations between two people in front of the group on expedition topics. You can divide up into pairs or groups to discuss key questions. Be sure to include team-building activities as part of your briefings. Pre-preparation team assignments are just that: for the purpose of planning, preparing supplies, teaching approaches and materials, etc. Once the expedition is in the community, all participants can explore taking on new roles and even have a different role each day if they choose. Everyone will be expected to contribute to the project unless they are ill. However, it is not necessary to be overly concerned about being busy all the time. Help the volunteers understand that they need to make time to find the hidden treasures waiting for them in the community, such as visiting community homes, playing games with children, 3

Adventure Travel

sharing conversations about hopes and dreams, and observing the community’s culture and traditions. The real treasure may be different for each volunteer. This is OK! Encourage participants to be creative in the ways they contribute, or sometimes to just go for a walk if that is where inspiration leads. Invite them to use wisdom in coordinating desires/plans, particularly if it takes them away from the main camp/project area. Remind the participants that the projects will get done, even if we don’t finish them while we are there. All participants will make a deposit of social capital into the community projects, and if each of us listens to our own inner voice and learns from the community while there, our deposit will be bigger and better than if we’re focused on just completing a project. “Every country has a dark side, and every country has a bright side too. We should be aware of the dark side… otherwise we cannot see problems at all. But it is essential to keep our focus always on the bright side, for that is the side which is real. If we lose sight of what is positive, we have no way to change.” -Eknath Easwaran.

Adventure Travel

Section I: Expedition Policy Leadership: Ascend Travel Service Expeditions require volunteer leaders who are trained to undertake a variety of responsibilities. It is important for all prospective leaders to understand the scope of what is needed for leadership. Some of those qualifications are outlined below. However, each project has unique leadership needs; thus, completion of the requirements listed does not necessarily guarantee assignment as an expedition leader. Qualifications for Primary Expedition Leader: These requirements are to be fulfilled before an individual is designated as an Ascend Travel Service Expedition leader: 1) On-site experience where he/she desires to lead an expedition, or have a co-leader with the specific onsite experience, then the primary leader with on-site experience in a similar country/area 2) Language skills needed to lead, or have a co-leader with those skills. 3) Commitment to recruit participants and to help identify and train co-leader(s) who have the potential to become primary leaders. Qualification for All Expedition Leaders, whether Primary or Co-Leader: 4) Dedicate the time, effort and energy required for expedition leadership. The primary leader should plan that he/she will need to spend about 100 hours in preparation during the 6 months leading up to an expedition. Co-leaders should anticipate 75 hours. Some leaders will spend more time, others may be more efficient, but the commitment to do what it takes is important. 5) Read the Expedition Leadership Training Manual. Complete the 16 Questions for Expedition Leadership and review, sign, and submit the Expedition Leadership Agreement to the Ascend Travel Expedition Coordinator. 6) Obtain a copy of the most recent Expedition Briefing Manual, read it cover to cover, make suggestions for changes, additions, etc. and write a list of questions to be discussed. Provisions: 1) Travel expensesâ&#x20AC;&#x201D;in-country arrangements & project expenses budgeted (excludes airfare unless 30 participants can be reached) - for one leader per 15 expedition participants will be calculated into the budget of each Ascend Travel Service Expedition. An expedition leader may choose to pay his/her own travel expenses, thus making additional funds available for project 5

Adventure Travel

materials. Smaller expeditions may not be able to bear all leader travel expenses; thus, leader is accepted upon the understanding that if 15 people are not recruited (in addition to the leader), he/she may not have full costs covered, unless additional funds are raised to make up the difference; or unless the expedition is specifically budgeted and approved for a smaller group. The standard budget formula is: 1/15 of the leader costs are budgeted to be covered by each participant. An adaptation of the 1/15 budget formula is used when a leader is unable to fulfill the 15-expedition participants requirement. For example, if 20 total participants sign up (5 more than the 15 needed), then 1/6 of a co-leader’s costs or leader’s airfare can be covered by participants. 2) All expedition leaders are expected to cover the cost of their own vaccinations, passport and other personal preparatory costs. They are also expected to pay for their own personal spending, and for their meals and entertainment before and after the actual village project, as is expected of other participants. 3) If a cultural tour/activity is planned as an optional activity for the group in addition to the tax deductible project and recuperation period, then the expedition leader may be provided with his/her travel and lodging expenses as a tour conductor of this additional activity, as long as this is budgeted into the amount each participant pays to the agency making arrangements for the optional cultural tour/activity. Ascend Travel will not pay for the leader’s cultural tour expense. Policy for Participant Acceptance to an Expedition: Participation is not guaranteed. Prospective participants are required to submit expedition deposit, and a completed and signed application to headquarters. Once an application and necessary payments are received, the Expedition Coordinator will contact the participant to discuss concerns and/or verify acceptance into the expedition. Parents should accompany youth under the age of 18. Ascend Travel may consider some exceptional circumstances with a guardian other than a parent; for example, a well-trained, well-disciplined youth group with parental or teacher support where the adult to youth ratio is a minimum of 1 adult to 5 youth. Supervising adults must be at least 25 years of age, mature, understand the seriousness of their responsibility, and cannot be the expedition leader. All guardian relationships must be approved by Ascend Travel, including appropriate signed guardian documents and interviews. The expedition leader will be consulted on applications which raise “red flags”, including those requesting a guardian, parents wishing to take youth under the age of 12, when health considerations come into question, or when the total number of applicants exceeds 30. Airline Travel Arrangements Participants are strongly encouraged but not required to use Ascend Travel group air travel arrangements. Ascend Travel provides this service in coordination with a designated wholesaler/agent. This group travel enables participants the security of traveling as a group, arrival

Adventure Travel

transportation, follow through on lost luggage (when applicable), favorable schedules, group rates, and a charitable tax receipt (if collaborating institution is a 501(c)(3) non-profit organization. Airfare deadline dates are to be within the “refundable” period of deposits made to hold the group airfare. An airfare can be held for a participant into the “penalty” period, as long as the expedition deposit received from the participant meets or exceeds the airfare deposit amount at risk, and he or she has been made aware that his/her expedition deposit is not refundable. Cultural Tour Policy As an accommodation to expedition participants, information may be provided on options for cultural tours operated or facilitated through Ascend Travel. Participants are invited to discuss their interests and coordinate with each other on touring. However, cultural tours are not part of the humanitarian expedition and are not tax deductible if collaborating with a 501(c)(3) non-profit organization. Expedition Refund Requests Prospective participants who find they need to cancel their expedition participation after making payments are encouraged to leave their contribution with Ascend Travel. Upon request, other expedition payments, which Ascend Travel did not have to expend, may be designated for use toward a future expedition, giving the prospective participant an “expedition credit” good toward expedition expenses for his/her immediate family for up to 1 year. Should the participant request a refund rather than a credit, it is subject to the following terms which are outlined on the expedition application: Deposits can be refunded until arrangement penalties go into effect, 60 days prior to departure unless notified otherwise. After that point in time no refunds are given. Full payment is due 45 days before departure, unless notified otherwise, and is not refundable.

Adventure Travel

Understanding the Responsibilities of Ascend Travelâ&#x20AC;&#x2122;s In-Country Staff As you meet with the In-Country Staff (ICS) to discuss the status of the service expedition and the project plans, be sure to understand the responsibilities that have been given to the ICS in relation to the expedition planning and organization process. Below is an outline that will help you understand your ICSâ&#x20AC;&#x2122;s responsibilities. The ICS is responsible for organizing the projects and working with the villagers to prepare the community for the expedition. The ICS will work with its staff, interns, and volunteers to see that the projects are established before the expedition team arrives. The ICS has the capacity to: Establish a relationship of trust among the villagers and their leadership Meet with villagers, discuss their development priorities and evaluate the feasibility, appropriateness, sustainability and potential impact of the project(s) they propose. Work with the villagers to identify and mobilize their own resources; identify additional resources which would be needed, and outline a budget for the proposed project(s). Evaluate the feasibility of involving volunteers, identify specific expertise that would be helpful, and outline roles for participants in general. Responsibilities prior to expedition departure: Field communications, beginning with working with the villagers to complete the Project Criteria information as outlined including the baseline info, project proposal, and budget â&#x20AC;&#x201C; format in clear and legible and submit to Service Expedition Leader. Upon approval, work with villagers to prepare project plans in detail, mobilize local resources, and obtain government approval if necessary. Facilitate them getting the project underway. Work with villagers and/or in-country resources to arrange for the following as agreed by the Expedition Leader: translators, assistance with food preparation, scheduling health workers, contractors, and any other requests made by the Expedition Leader. Arrange for expedition transportation to/from village, housing arrangements and project logistics in the village. Also arrange for a vehicle and driver in the village, appropriate transport of health workers and contractors as required. Purchase additional materials for the project and supplies for the expedition itself, i.e. food, bottled water, soda, and arrange for cooking/serving supplies, tables, benches or chairs, lanterns, etc. (for camping expeditions) as agreed with the Expedition Leader. Arrange hotel accommodations and all in-country transport. 8

Adventure Travel

Responsibilities upon expedition arrival and visit in-country: Meet expedition at the airport or designated rendezvous. Escort to the project site. Arrange for money exchange. Meet with expedition leader and team leaders to discuss village accommodations and project schedule. Assist Expedition Leader with arrival meeting/participant orientation. Coordinate local community involvement in projects, the communityâ&#x20AC;&#x2122;s intercultural exchange (sharing of dance or song, social interaction), and coordinate with the Expedition Leader in plans to carry out projects, assisting team leaders. Both the ICS and the Expedition Leader must be careful no to be overbearing with authority or diminish the role of the Team Leaders. Be a true facilitator and not a dictator. Help Expedition Leaders and Team Leaders with evening discussions. Help coordinate celebration ceremony with community. Escort expedition to airport or other departure point. Responsibilities after expedition completion: Seek feedback from the community Follow through with community to see project completion/continuity. Continue communication regarding project progress and needs with involved Expedition Leader and/or collaborating institution.

Adventure Travel

Expedition Leader (EXL)

TEAM LEADERS Enterprise

Simple Technology

Ascend Travel In-Country Staff (ICS)

Health

Intercultural Exchange

Ascend Booking Agents Tour Conductors

Ascend Travel Expedition Organization

Collaborating Institution

Education

Participants

Adventure Travel

Expedition Leader Checklist This is an expedition preparation checklist to make sure all necessary details are handled for the expedition. Tasks are delegated as listed below to the following persons: Expedition Leader (EXL), the Ascend Travel In-Country Staff (ICS), or the Team Leaders (TL)

5-12 Months Prior to Departure Responsibility X

Task

Primary Secondary

Dates, General Location, and Cultural Tours Proposed Generate invoice (for payments received vs. balance due) Projects and Communities Proposed Expedition Leader recruited and approved Budget formulated and expedition participant price approved Web Registration portal opened Tentative itinerary completed Expedition recruitment and capture data of potential participants into database Marketing materials posted and distributed (brochure (PDF), website, etc.) Dates, General Location, and Cultural Tours Finalized Projects and community finalized Project plans in place, community committee & workers organized, mobilize local resources Create expedition specific cover for expedition manuals with current culture gram Identify lodging and reserve space if possible Reserve group airfare space from starting cities, and make sure you export participant names directly from registration forms. Recruiting Meeting - Pitch the expedition to potential participants

ICS ICS ICS ICS ICS ICS ICS

EXL

ICS

EXL

ICS ICS

EXL EXL

ICS

EXL

ICS ICS ICS EXL

ICS

Adventure Travel

4 Months Prior to Departure Responsibility X

Task

Primary Secondary

Expedition participants recruited, meets minimum revenue requirement Detailed itinerary ready and distributed (posted) Expedition Manuals distributed or posted Review participant backgrounds and skills in preparation for briefing meeting and team assignments. Talk to potential team leaders in advance of briefing meeting.

EXL

ICS

ICS ICS

EXL

ICS

Primary Briefing Meeting/Mission & Operations, Advance Prep, Introduce Team Opportunities and make team assignments, $500 deposit due to Ascend Travel, introduce community, projects and double check t-shirt sizes of participants for order

EXL

ICS

Based on approved budget, setup transfer timeline for payments needed for lodging, transportation, projects, and food

ICS

EXL

3 Months Prior to Departure Responsibility X

Task

Primary Secondary

If group airfare has not been finalized, DO IT NOW! Select & brief team leaders with team manuals. Work with participants to encourage in-kind and/or cash donations for projects as needed Order participant t-shirts All Payments Paid and Forms Submitted (Online or by mail) Review current in-country inventories and/or resources with ICS & TLs. Ask ICS to price necessary supplies not in inventory. Check tools, project materials, tables, chairs, kitchen equipment, blankets, mats, etc. Work with TLs to get items not available in country (secure donations when possible). Teams meet separately to prepare for expedition. Each TL arranges for his/her team to meet with an experienced participant from a previous expedition.

ICS

EXL

ICS

ICS ICS

ICS

EXL

ICS

EXL

Adventure Travel

Arrange for humanitarian supplies needed not being gathered by EXL participants Arrange group transportation by bus and luggage supply transport by ICS adequate luggage transport Make sure you have adequate space in buildings or tents for clinic, kitchen, dining & teaching. Arrange extra army-style tents if necessary. ICS Government can usually supply

ICS

2 Months Prior to Departure Responsibility X

Task

Primary Secondary

Second briefing meeting where TLs report team plans and progress. Jeopardy review game Double check that all payments and paper work are complete Double check travel arrangements: air, ground & hotel. Recommend rooming arrangements. Pre-arrange check in: email rooming list and participant list of names, addresses and passport numbers so rooms are pre-assigned and keys ready when you arrive. (Ensure roster is complete and print copies for EXL) Coordinate packing for humanitarian supplies and prepare and number each package to be given to participants and keep master inventory list. Give copy of inventory list to EXL. ICS drafts menus for village meals and emails to EXL, who will review and approve the menu Finalize plans for potential emergencies while on expedition Update/prepare a detailed expedition schedule, emergency contact info, final travel reminders and arrangements, and any updates to the packing list to be emailed to participants or posted on web. Also, remind participants to double check their E-tickets for correct info name, spelling, etc.) and resend expedition manual check list. Schedule should be day by day, with enough detail so each participant knows what to expect. Remember to inventory the group first aid kit and replenish missing supplies as needed and make sure EXL knows how to use the kit.

EXL

ICS

EXL

ICS ICS

EXL

ICS

EXL

Adventure Travel

1 Month Prior to Departure Responsibility X

Task

Primary Secondary

Check to see if anyone has a birthday while they are on the expedition. If so, pick up birthday cards & candles; pack them in your personal bag to keep it a surprise.

EXL

ICS

Prepare and submit request for contingency funds to be carried in cash and who will carry the cash based on budget created by Ascend Travel

ICS

EXL

2 Weeks Prior to Departure Responsibility X

Task

Primary Secondary

Departure email to all participants with information already sent previously with any applicable updates. Packing meeting as appropriate. Otherwise participants pick up supplies from EXL. Remember to keep finalized inventory and give copies to ICS. Get a letter from ICS requesting favorable treatment with airlines, customs, etc. to help smooth over problems that may confront you. Arrange to get the contingency cash. If necessary, distribute to those who are carrying as agreed. ICS gives EXL financial expense ledger form and receipt pad so that you can keep records and get receipts even when there is not paper available. Carry the receipts with you along with a pen wherever you go. Make copies of every participantâ&#x20AC;&#x2122;s passport and bring along. EXL takes a copy of EXL manual in country, if nothing else you MUST take this checklist, the roster, copies of passports, and in-country meeting outlines.

ICS ICS

EXL

ICS

EXL

ICS

EXL

ICS

EXL

Adventure Travel

Time During Air Transportation Responsibility X

Task

Primary Secondary

After check in, have a “gate meeting” if time allows. Reintroduce team members and offer important reminders—organize travel teams, discuss theft, security and care of money pouch items, discuss sanitation. If time does not permit reminders, at least organize travel teams with leaders. Do reminders at the next stop.

EXL

At each airport arrival, have travel teams double check everyone has his/her passport, airline tickets, etc. and that nothing was left on the plane. Participants are to let their travel team leader know if they wander. No solo venturing.

EXL

EXL EXL

EXL

ICS

Prior to arrival in destination country, help travel team leaders make sure everyone has customs/arrival forms filled out. Respond to questions. You are a tourist! On arrival, make sure everyone gets through immigration. On arrival, if bags are missing, file missing baggage report with airline. Get contact information—name and phone so you can follow up from the hotel. Meet ground transport. Load bags and keep carry on handy with you to hotel. En route to hotel give schedule reminders. Facilitate check in at hotel. Take all itineraries to concierge desk upon hotel check in to confirm all return flights. (A must!) Double check arrangements with ICS. Discuss challenges and troubleshoot accordingly.

In-Country Reminders Responsibility X

Task Double check with ICS to buy last minute items (such as fresh bread). Double check inventories and supply lists.

Primary

Secondary

EXL

ICS

Adventure Travel

Jointly conduct arrival/project planning meeting(s) with ICS and Team Leaders Consult with ICS and other TLs regarding camp / village setup organization. For camping or bunking trips set up personal tents/sleeping arrangements first, then organize the kitchen, dining, clinic, teaching areas, etc. Arrange for and lead post-project group dinner (see outline). Remind Intercultural TL to set the reunion date and location, and someone to write & submit an article to the media with photos and/or video. Join with ICS & TLs to organize evening and or morning discussion (see in-country meeting outline in EXL manual.) Keep an accurate ledger on the form you were given of all funds you expend using contingency cash. Get receipts for all expenses (use receipt book if vendor does not have his/her own). Empower your TLs. Assist them as needed. Trouble-shoot when necessary with ICS (use â&#x20AC;&#x153;Plan Bâ&#x20AC;? reminders in EL manual). Work with TLs and ICS to organize village work site clean up. Remember to communicate, communicate, communicate. Use your team leaders and in-country staff. Let them shine! Facilitate rather than dictate!! Have a great time! Cultural Tour Expectations: Unless you choose and arrange to be with the group during the cultural tour, you are not expected to stay with the group once the official expedition ends. If you choose to go on tour, expect to continue your leadership role (They will expect it!) Co-host the village celebration. Work with IC and Intercultural TL. If you haven't already done so, make arrangements to reconfirm next round of participant flights 24 hours before scheduled departure. Once the official expedition ends, help participants in any way you can to get on their way home or to their cultural tour.

EXL

ICS

EXL

ICS

EXL

ICS

EXL

ICS

EXL EXL

ICS

EXL

ICS

EXL

ICS

EXL

EXL/ICS

Intercultural TL

EXL

Adventure Travel

Responsibilities After the Expedition Responsibility X

Task

Primary

Call or send e-mail to Ascend Travel Headquarters, even if only to leave a message, to let us know you have successfully completed the expedition and all or part of the group is home safely. This is a 2-minute phone call or e-mail. Follow up with the Team member assigned to write and submit the story and photos to the media. Follow up with the Intercultural TL and/or Team member regarding photo collection uploading and the DVD. Write (update) an expedition thank you email and work with ICS to get it sent out to participants within 3 weeks of return (include a link to the online survey in the email).

EXL

EXL EXL EXL

Complete and submit expedition leader report. EXL Work with the reunion host and the Intercultural TL to organize and Intercultural hold the reunion within three months of return. TL

Secondary

Intercultural TL Intercultural TL ICS ICS EXL/ICS

Adventure Travel

16 Questions You Should Ask Yourself Before Committing 1. Why do you want to lead an Ascend Expedition?

2. Mission & Operations: What is the humanitarian mission of Ascend Travel?

What are our four solution areas (and thus our first four team assignment areas)?

What is the fifth area for the team assignments on expeditions? 3. Did you read the expedition overview and expedition policy? ____ Do you understand them? ____

4. Contacts/Coordination: Who are the two people with whom you will coordinate the most? Expedition Coordinator Name ______________________ email__________________________ In-country coordinator Name _______________________ email__________________________ 5. Have you set up a Skype so that you can call your In-country coordinator at no Charge? ______ Instructions available at www.skype.com. What is your Skype name? _____________________ 6. Marketing and Recruitment: What marketing items are available from Ascend for your expedition, so that you can send these to prospective participants? Do you have a role in helping prepare any of these materials? When should you start marketing your expedition? 7. Initial Application: Where do prospective participants send expedition applications, membership payment and deposits? Is participation guaranteed? 8. Payments & Forms: Who collects payments and forms?

9. Does Ascend Travel handle group airline reservations? 10. How does Ascend Travel facilitate credit card payments? 18

Adventure Travel

11. Do you understand procedures for those collecting funds from others to help pay for their expedition?

12. Who prepares the expedition spreadsheet? Where does the spreadsheet reside so it is accessible to Ascend as well as the Expedition leader? Who is responsible to update the spreadsheet, noting additional payments and forms handed in? 13. Briefing Meetings: Who prepares the expedition manual? When should the manual be ready? _________ When should you hold your 1st briefing meeting? How many briefing meeting are recommended? ___ Did you review the sample briefing agendas? Do you understand the value and importance of creativity, interaction, fun, and delegating responsibility to team leaders for a significant part of the expedition briefing meetings?

14. In addition to the responsibilities discussed above, list three additional responsibilities of the expedition leader and/or co-leader before leaving for the country where the expedition is located and the timing for accomplishment?

Whose responsibility is it to DOUBLE CHECK EVERYTHING regarding expedition needs, check lists and jobs delegated to staff and other volunteers? 15. List three responsibilities of the expedition leader and/or once home from the expedition:

16. List three responsibilities of the expedition leader once home from the expedition:

Agreement for Expedition Leadership The e-mail template on the following page outlines the terms for agreeing to be an Ascend Travel Service Expedition Leader. Please read carefully and make sure that you agree with all policies and procedures. We will submit a copy of this letter to you with your personalized expedition information

Adventure Travel

To: From: Timothy Marti, Ascend Travel Director of Operations Ref: Agreement for Expedition Leadership Thank you for your interest in serving as a Service Expedition Leader. On behalf of Ascend Travel, we thank you for your interest, and would like to offer you this position with the following understanding: Reporting:

Expedition Leaders report to the Ascend Travel In-Country Staff. The Leader is responsible to meet on a regular basis (by Skype or by phone) with the InCountry Staff, verifying accomplishment of objectives/checklist. Budgeting should be coordinated through the In-Country Staff with all budgeting concerns discussed with the Director of Operations.

Work Schedule and Classification:

This is a flexible part-time volunteer position. However, because of the importance of this position, the leader must be prepared to do what is needed to make his/her expedition successful. Expedition Leaders should anticipate preparation time will be at least 100 hours over 6 months of preparation. The weeks leading up to the expedition are critical and leaders should plan on being available at least 30 of those hours during the two weeks prior to departure. You are responsible for following the Expedition Policy and fulfilling the duties outlined in the Expedition Leadership Manual. A summary timeline checklist is found in your manual. Leaders are also required to complete the 16 Questions from their manual and attach to this agreement.

Duties and Responsibilities:

Compensation:

As a volunteer, no direct compensation is paid; however expedition costs are defrayed as per the Expedition Policy in your manual. Should the expedition leader not be able to fulfill her/her responsibilities, his/her costs will not be covered.

Non Disclosure

Due to the Expedition Leader's access to a wide variety of sensitive and proprietary information, the Expedition Leader agrees not to provide any company documents to other individuals or organizations unless authorized to do so by the CEO.

Planned Expedition Date:

Thanks again for your interest in this position. We believe this will be a great adventure for us all and will bring much joy and satisfaction to you as we work together to produce a significant positive outcome for the people we serve and work with in Peru. Ascend Travel may terminate this agreement if duties as outlined are not being fulfilled. By signing below, you acknowledge that you have read and agree to the above offer, and have been given a copy of the Expedition Leadership Manual, and will return the Verification of Reading receipt prior to 90 days in advance of your expedition departure.

Acceptance:

_____________________________ Expedition Leader

__________________ Date

Adventure Travel

Section II: Expedition Recruiting and Marketing Ascend Travel has a simple, but effective marketing program for expedition recruitment as follows: 1) 2) 3) 4) 5)

Word of mouth. Website. Electronic Newsletter. Specific Expedition Marketing Materials (flyers, postcards, bookmarks, posters, etc.). Targeted email to Previous Expedition Participants, and those specifically indicating future expedition interest. 6) Encouraging media coverage of completed expeditions. 7) Encouraging past expedition participants to be ambassadors and help recruit for future expeditions. The four primary materials that we use to send out to prospective participants are: 1) Mission Overview and Prospective Projects 2) Future Expeditions with Ascend Travel. 3) Links to online Expedition Application. 4) Expedition Overview (for the specific expedition). Leaders need to work with Ascend Travel to give us the information we need to do your specific Expedition Overview. We need your input before we can prepare this document! Please coordinate with Headquarters. We also encourage you to consider the following to bolster your expedition recruitment: 1) Contacting Key Groups and Distributing Specific Expedition Marketing Materials. Consider key groups such as dental or medical associations, travel agents, universities or high schools, public libraries and sporting goods stores. They may be very happy to forward the materials to their membership, or at least put an encouragement in their membership newsletter. 2) Seek local media coverage. Often, your local paper or radio station will be happy to do a PSA at no charge. Please also remember the value of assigning someone in your group to write a story and submit it to your local paper with photos when your expedition is completed, and/or submit video footage to your local TV station. This will definitely help recruitment for the next round!! 3) Host a recruitment meeting in your home or the home of another previous participant with prospective participants.

Peru Expedition Peru Project

June 14March - June2424, U.S. Team Expedition: - 29,2012 2008

unique and unmatched Service experiences for the socially conscious traveler.

ncient Peru was the cradle of the Incan Empire. Today that heritage is reflected in the faces of the many groups of indigenous ethnic people who still dress in traditional clothing and speak the ancient language Quechua. The people of Peru are in great need of education and training, medical care, and infrastructure. Ascend Travel’s efforts are focused on the rural poor living in villages outside of the Incan capitol Cusco. Ascend fights poverty and enables intercultural exchange through service expeditions, strategic alliances, innovative projects, and travelers who care – always with an unwavering dedication to safety and fun. Service Expedition Focus Areas: Education: Education and life-skills mentoring are keys to sustainability. We help develop skills that foster self-reliance and open doors to a better life. Simple Technology: Simple technology answer basic infrastructure needs and the projects are affordable, easy to construct with predominantly local materials, and inexpensive to maintain. Health: Our health initiatives emphasize training and mentoring by promoting health in schools, hygiene and nutritional training, improved agricultural practices, and improved medical attention in health facilities. Microenterprise: We empower aspiring entrepreneurs to boost their sales, lower their costs, improve their savings and eliminate debt - thereby creating a better life for themselves and their families

Accomplishing Our Mission How: Strategic alliances, innovative projects and service expeditions Where: Cusco, Peru Who: Volunteers (young and old) join interns and permanent staff to work with children, families and communities What Sets Us Apart • Active Partnerships & Economies of Scale • Methodology & Accountability • Sustainability • Transparency

George Murphy: George Murphy will be leading the expedition. George is the Spanish teacher at Park City High and has lead all three previous PC5 expeditions to Ecuador, Bolivia and Peru. He is an integral part of making the Park City Expeditions a success, and a favorite among his students.

Insights and Considerations Peru is a land of stark contrasts - your experience will be both exhilarating and prospective changing. In the village you will be exposed to people who live in poor conditions. Rural project areas are decades behind modern society. We will provide you with a comprehensive briefing manual to help you understand the background, culture, precautions and preparations you should make (including a thorough packing list). We will also hold 3-4 briefing meetings to further prepare and train expedition participants for this wonderful adventure. You will need a current passport to visit Peru. Due to increased processing time, it is best to plan on having your passport in hand by February 1st.

Immunizations Recommended • Hepatitis A • Hepatitis B • Typhoid • Tetanus • Malaria (jungle only) www.cdc.gov

Ascend Adventure Travel | Av. Tullumayu Nº280| Cusco, Peru office 51 - 084 - 436020 | www.ascendtravelperu.com | info@ascendtravelperu.com

Expedition Itinerary* Thursday, June 14, 2012 Morning Flight from SLC to LAX Afternoon Arrive LAX Flight from LAX to LIM Evening Arrive LIM Overnight in Airport Friday, June 15, 2012 Morning Flight from LIM to CUZ Arrive CUZ Bus from airport to hotel Afternoon Optional Cusco city tour Evening Briefing meeting Night in hotel

Machupicchu, Peru

Tour Provider: Ascend Travel Cultural Tour Option 1: 2 days/1 night Day 1: Cusco/Aguas Calientes/Machu Picchu Day 2: Machu Picchu/Cusco Start date: June 16, 2012 End date: June 17, 2012 Total estimated cost: $300

Saturday-Sunday, June 16 - June 17, 2012 Cultural Tours Choose between Machu Picchu 2d/1n or Inca Trail 2d/1n Monday - Friday, June 18 - June 22, 2012 Morning Breakfast at rural homestay Walk to project site in Umasbamba Humanitarian service, school building Afternoon Break for lunch Humanitarian service, school building Evening Night in rural homestays Saturday, June 23, 2012 Morning Breakfast at hotel Bus from hotel to airport Depart CUZ for LIM Afternoon Arrive LIM Evening Depart LIM for LAX Depart LAX for SLC *Schedule is subject to change. Details will be provided in a future itinerary.

Inca Trail 2 day

Tour Provider: Ascend Travel Cultural Tour Option 2: 2 days/1 night Day 1: Cusco/Inca Trail/Machu Picchu/ Aguas Calientes Day 2: Machu Picchu/Cusco Start date: June 16, 2012 End date: June 17, 2012 Total estimated cost: $400

Peru Expedition June 28th - July 7th

Solutions for ending poverty and creating a brighter future. Location: Cusco, Peru Leaders: (Insert Name) Cost: $(Insert Cost) Saturday 6/28: US/Lima Sunday, 6/29: Lima/Cusco/City Tours Monday-Friday 6/30-7/4: Humanitarian Ser vice Saturday, 7/5: Cusco - Lima or Cultural Tours Sunday, 7/6: Lima/US Machu Picchu and jungle tours available (additional cost) Ascend Travel is a humanitarian focused travel project based in Cusco, Peru that provides capacity building solutions in education, health, enterprise, and simple technology for impoverished rural areas Av. Tullumayu Nยบ280 Cusco, Peru Phone: 51 - 084- 436020 www.ascendtravelperu.com

Peru Expedition

June 28th - July 7th

Solutions for ending poverty and creating a brighter future. Location: Cusco, Peru Leaders: (Insert Name) Cost: $(Insert Cost) Saturday 6/28: US/Lima Sunday, 6/29 Lima/Cusco/City Tours Monday-Friday 6/30-7/4: Humanitarian Service Saturday, 7/5: Cusco - Lima or Cultural Tours Sunday, 7/6: Lima/US Ascend Travel is a humanitarian focused travel project based in Cusco, Peru that provides capacity building solutions in education, health, enterprise, and simple technology for impoverished rural areas

Av. Tullumayu Nยบ280 Cusco, Peru Phone: 51 - 084- 436020 www.ascendtravelperu.com

Adventure Travel

Expedition Size, Adding or Splitting Expeditions The â&#x20AC;&#x153;idealâ&#x20AC;? expedition size can range from 15 to 30 people, depending on the scope of the expedition planned. As stated in Expedition Policy, Expedition Leaders will be consulted should applications received exceed 30. Under these circumstances, the Expedition Leader will consult with Ascend Travel In-Country Staff to determine if going beyond 30 is acceptable. Factors to be considered include: Experience of the Expedition Leader Viability of managing a larger group Previous participants or newcomers Family groups vs. individuals/couples Expertise which is needed/desired Transportation limitations / expenses Accommodations Sufficient project activities, etc. It is determined that the expedition should not go beyond 30, then consideration may be given to adding a second expedition in back to back weeks. Factors to be considered include: Confirmed interest exceeding 40 Sufficient qualified expedition leadership ready and willing to take a second group In-country staff willing and capable of handling the second group Otherwise the Expedition Leader and Ascend Travel In-Country Staff will have a discussion with potential participants beyond the agreed size to invite them to join another expedition another time, or their deposit will be refunded.

Adventure Travel

Expedition Budgeting & Finances Expedition Leaders for Ascend Travel are volunteers and thus receive no direct compensation. However, travel expenses – for ground transport and accommodations – for one leader per expedition of 15 or more participants is calculated into the budget of each Ascend Travel Service Expedition, as per expedition policy. An expedition leader may choose to pay his/her own travel expenses, thus making additional funds available for project materials. For details, refer to Expedition Policy in Section 1. Budgets and Expenses The EXL is expected to keep accurate records of all funds advanced to him/her and how those funds are expended, and to return any remaining contingency cash to Ascend Travel. The actual recording need not be elaborate, but will need to be submitted so that it can be appropriately recorded in the Ascend Travel system. The Ascend Travel accountant will print out a blank expense form, at the request of the expedition leader. (A sample expense form follows the budget.) Receipts should be kept and submitted to Ascend Travel with the expense ledger. We recognize that receipting in developing countries is not always standard procedure. But please always ask for a receipt, and if the vendor does not have his own receipt book, use the one provided by Ascend Travel. Participant Fees, Donations and Forms Follow Up: When an individual expresses interest in going on an expedition, the EXL should call them, answer questions and make sure the prospect understands application procedures. Applications are filled out online and deposit is handled electronically. Cash donations or payment by check is not possible unless a collaborating institution is able to handle these types of transactions. All payments made to Ascend Travel will be done securely via our website (www.ascendtravelperu.com). Participants Raising Funds for Their Expedition Expenses: Expedition costs can be covered through fundraising done by the participant, as long as the funds are submitted by payment deadlines. Participants need to submit their personal payment to meet deadlines while they finish additional fundraising. Carrying Cash on Expeditions: Circumstances generally require that some cash be carried with the expedition, even if it is only contingency funding. The EXL is responsible for whatever amount has been approved to be carried with the expedition. It is Ascend Travel policy that no one person – even the Expedition Leader – should carry more than $1,000 in cash or traveler’s checks. Ascend Travel In-Country Staff will always manage the majority of the funds for the expedition. 23

Adventure Travel

Use of Contingency or Extra Funds: Contingency funds are for unanticipated critical needs already budgeted such as project materials or transport expenses that increase in price outside our control. Remember that it is to the benefit of the project not to spend contingency funds so that they are available for assisting with future project needs. Please resist the temptation to pay for significant “niceties” that are not budgeted i.e. a group dinner. This is not the purpose of the contingency fund! However, if there is room in the budget, surprises such as snacks on the bus or a special treat for a birthday are wonderful additions. Please find balance between being frugal and making the participants feel like they have received special treatment. If you are creative, the extra touches don’t cost much but go along way. Please use good judgment. There may be a circumstance when, as the Expedition Leader, you are asked to provide a donation or goods to help address an unexpected urgent situation. If there truly is an urgent need to assist, and it is within budgetary parameters (i.e. you have extra funds beyond contingency), please consult with the ICS and appropriate TL. If the decision is made to go forward with some type of aid, please try to avoid giving currency, and instead, make a contribution by purchasing materials.

Adventure Travel

Ascend Expedition Expense Ledger Location/Month/Year: _____________________

Accounting by: _________________

Peruvian Nuevo Sol exchange rate = _________________ Beginning Balance = _________________

Expense in Nuevo Soles Food, water & supplies in village

Subtotal Project / Program Materials

Subtotal Ground Transport (bus, taxi, vehicles, drivers)

Expense in USD$

Balance Nuevo Soles

Balance USD$

Adventure Travel

Subtotal Lodging / Camping

Subtotal Misc. / Other Expenses

Subtotal TOTAL

Adventure Travel

Travel Information / Advisory General: State Department Information - (202) 647-5225. Website: http://www.travel.state.gov/travel/cis_pa_tw/cis/cis_998.html PASSPORTS AND IDENTIFICATION You need a current passport to travel to Peru. Should you need a new passport, start early! Routine service will usually take 6 weeks to process your application from the time it is received. Most Passport Acceptance Facilities (post office, municipal office, courthouse, library, etc.) can expedite the application process that will usually take 3 weeks from the time it is received. Below is our recommendation for renewing or getting a new passport. Passport Renewals If you need to renew your passport, fill out the State Department Passport Renewal Form DS-82 (which is available on the web at www.travel.state.gov under “Renew Passport”), enclose your expired passport, two identical passport photos—2” x 2” with white background, and if your name has changed include a marriage certificate or court order. Determine current passport fee and write check to the “U.S. Department of State” and mail it all in (see mailing recommendations). To determine your eligibility for this easy renewal process, see if you can complete this checklist affirmatively: ü Already have a passport that is not damaged; and ü Received it within the past 15 years; and ü Were at least age 16 when it was issued; and ü Still have the same name as in passport (or you can legally document your name change). If you answered NO to any the statements above, you cannot renew by mail. You must follow the new passport procedure below. New Passports If you are applying for a new passport or answered NO to any of the questions listed under renewals, you need to fill out the State Department Passport Form DS-11 (also available on the web at www.travel.state.gov under “First Time Applicants”). Then you must appear in person to a qualified agency: At the Passport Agent, you must submit your completed form unsigned, along with a certified birth certificate, photo I.D and two identical passport photos—2”x 2” with white background. Check current passport fees online. Consider taking your checkbook, since you may want to pay for guaranteed mail (see mailing recommendations). Mailing Recommendations Ascend Travel strongly recommends mailing your passport renewal or new request by guaranteed mail i.e. overnight, registered or at least certified. Also, it is very helpful to enclose a return overnight form—prepaid—addressed back to you. This will go a long way toward expediting the passport and guaranteeing its safe, speedy transport both directions. Expediting your Passport 27

Adventure Travel

Unless you live in D.C. and can apply in person at the State Department Passport Center, we recommend the following: 1) Use the Post Office Passport Serviceâ&#x20AC;&#x201D;it is almost always quicker than County Clerk's offices or other agencies. 2) Follow the mailing recommendations discussed aboveâ&#x20AC;&#x201D;use overnight mail both directions. Using these two simple procedures, participants experience an average turnaround of 10 days, and never longer than three weeks. 3) You can also pay a special $60.00 fee to expedite your passport that will allow you to have your passport within 3 or 4 weeks. VISAS Visas are not required to travel to Peru. You will be issued a 90-day tourist Visa upon arrival at the airport in Lima. IMMUNIZATIONS Vaccines are strongly recommended for international travel. For more information, call your doctor or the National Center for Disease Control in Atlanta (888) 232-3228 or visit them on the web at www.cdc.gov and wwwnc.cdc.gov/travel/destinations/peru.htm.

Adventure Travel

Source: www.cdc.gov

Adventure Travel

INSURANCE Ascend Travel requires travel insurance for each service expeditioner. Once registered, we will send a list of different options so you can choose the plan that best suits you. MONEY MATTERS The expenses for the Expedition include sharing project expenses, training materials, in-country transportation, communications, food and water in the village, lodging during in-country transit and recuperation, and other pertinent expedition expenses. Out-of-Pocket Expenses, Sightseeing & Departure Taxes Sightseeing is not included nor is extended stay travel or hotels (unless you pay for an extended cultural tour which may be facilitated by Ascend Travel). Meals and entrance fees on sightseeing and transit days are not covered by expedition contributions and are the responsibility of each participant, as are departure taxes. Please bring clean U.S. currency (unworn and no rips). Peruvian currency exchanges will not accept bills in poor condition. You may also need or want pocket money for shopping, souvenirs, film, tipping, taxis, etc. Generally $250 for traveling, in addition to departure taxes, will be adequate for extra expenses, unless you want to spend more on gifts/souvenirs. Always keep your cash out of sight and on your person if possible. A money belt or neck pouch which fits under your clothes is ideal. FOOD AND WATER Ascend Travel purchases food and purified water and takes it to the village. Some villagers may work with us to prepare meals, but we will oversee food preparation so as to ensure sanitary protocols of cooking, cleaning and preparing. The menu will be local cuisine and/or familiar camping fare. You will be well fed, but you may still enjoy taking some of your own snacks as well. Water You will need your own plastic water bottle (start with it full). Local water is likely to be contaminated unless it is purified and bottled with its seal intact. Although Ascend Travel will provide purified water in the village. Don't drink water, even in the cities, unless you are absolutely sure it has been purified-including ice. When in doubt, ask project leaders for advice. You may be offered a bottled soft drink, which is fine. It is wise to wash off the top with clean water or a baby wipe before drinking. Eating in Restaurants Be careful, your stay is short. Make sure you stay healthy by being strict about what you eat. If you have no control over how food is prepared then be extra cautious that the food is clean or hot. Watch out for salads. Lettuce is very difficult to clean properly! When eating in a fine restaurant, generally speaking, the food itself is safe.

Adventure Travel

Eating with a village family There may be an occasion when you are invited by one of the villagers to eat with them instead of with the group. This is a nice gesture on their part, and if you decide to accept, you may want to take a memento for the family such as a family photo. If you choose not to eat with them, politely tell them that you have made other arrangements. It is, however, a fascinating experience. See that your food is well cooked, but be gracious, complimentary, and unwasteful. If they serve you something that is questionable, too much, or something you just can’t bring yourself to try, it is much more gracious to let them know you are very appreciative, but just too full, so you want them to have it. Please avoid offending them by saying you simply do not want it. Another idea that can work well is to go with a zip lock plastic bag in your pocket or back pack. That way, if they insist you have the food, you can politely tell them how much you appreciate it and that you would really like to save it for later when you are hungry and can better enjoy it. Then when you are up to it, you can give it a try or share with others. ACCOMMODATIONS AND FIELD COMMUNICATIONS You may be staying in a wide range of accommodations during the expedition. Depending on the project site, you may be staying in hotels, rural homestays in the villages or camping in the villages. You will need to bring your own sleeping bag and possibly a tent if camping (see packing list). We also recommend modest sleeping attire, just in case some of our arrangements are co-ed. Water for showering in the village will be in short supply. But we will try to arrange for some primitive, limited shower facilities (“sun showers” can be quite wonderful—or even a bucket shower feels amazing when you’re really dirty.) And there will be flush latrines. Nothing will be fancy, but we will all work to make our living quarters and facilities nice given the circumstance. There is limited or no electricity in the villages, so bring flashlights. With an open mind, you will get along very well! There are plenty of communication options at the hotel including phone, email and fax (of course it will cost you). However, there is no phone or mail service at the project sites. Our suggestion is that you do not plan on communicating with friends or family back home unless it is an emergency. In case of emergency, your family may contact the Ascend Travel staff using the emergency phone numbers provided in the detailed itineraries. We will do our best to forward emergency messages. Paper and plastic waste is out of place in this environment. The concept of garbage is not one that most villagers understand. Try to carry out any inorganic waste you may have, i.e. film boxes, snack wrappers, plastic bottles, etc. Do not give it to a villager to dispose. Remember that a clean living area is important to good health and prevention of diseases. When cleaning, use a sanitizing solution as a disinfectant. Keep garbage covered and empty the trash often. You can avoid or control many problems just by using precautions.

Adventure Travel

PSYCHOLOGICAL AND PHYSICAL DEMANDS, MEDICAL CONSIDERATIONS Ascend Travel Service Expeditions are not for the soft and pampered tourist. It is rugged and rustic. Some hiking and physical labor is often a part of the expedition experience. Psychologically, expeditions will be taxing at times. Contrasts between what you may be used to and what you will experience may be substantial. Because of the rugged nature of the expeditions and the absence of medical facilities at the project site, there are some restrictions as to who may participate. Individuals with chronic medical problems should consider an Ascend Travel Service Expedition only if their condition is stable and they are able to be very physically active. Consultation with your health care provider is strongly recommended. If you require prescription medications, take along more than you need; pack half in carry-on luggage and half in checked luggage. You should not consider this expedition if you are an insulin-dependent diabetic, if you have compromised cardiovascular or pulmonary capacities, or if you have other significant physical or mental restrictions. While we will have a good first aid kit on site, and a physician with us, hospitals and medical equipment are not close at hand. While Ascend Travel does not usually require a physical exam before a service expedition, it is a good idea. Ascend Travel requires that you complete a health statement on your online application and provide your doctor as a reference to verify your health. The Expedition Leader needs to know of any allergies or previous illnesses that might affect your participation. Completion of needed dental work before departure is also advised. Exercise in preparation Travel out of your usual environment means contact with microorganisms, which are unfamiliar to your immune system. A strong, healthy and fit body responds to this type of stress successfully. In addition to aerobic fitness, a healthy diet consisting of a variety of foods with an emphasis on fruits, vegetables and complex carbohydrates will help you to prepare for a safe and enjoyable trip. Upon departure you want to have a well-nourished and well-hydrated body.

Adventure Travel

Participant Packing List Checked Luggage Advisory: A large duffle-type bag works well—Either line your bag with a big plastic garbage sack or pack in a plastic Ziploc, vacuum bags or stuff sacks—great for organization and keeping things dry if we get caught in the rain. You may check two bags, each weighing 50 lbs. for departing flights from the U.S. with an international destination. We ask that you restrict your personal checked luggage to one bag, so that we can use the 2nd bag allowance for humanitarian supplies. Airlines now restrict checked bags to 62 inches in total size (length + height + width). We also recommend you take a simple portable bag which can be rolled up in your main bag, then taken out and used as needed. Previous groups have found this tip valuable as they shuffled gear between village and tours or picked up souvenirs. You are advised to lock your checked luggage with a TSA-approved luggage lock. All other locks may be cut by airport security. Be sure to double-check all airline baggage allowances by navigating the home page of the airlines you will be using. Carry-on Luggage Advisory: You are allowed one carry-on bag, plus one small personal item, such as a purse, briefcase, laptop or small daypack. Carry-on items must fit in a Size Wise unit (22" x 14" x 9"). If you are taking electronics such as a camera or MP3 player, please carry it on instead of packing it in checked luggage. You should wear very comfortable clothing for your flight. For the plane…please keep closely guarded and out of site: q “Money pouch" (neck or belt) to hold: q Passport and airline itinerary q Money (and credit card recommended for adults) q Notarized immigration form (if under age 18 and traveling without both parents) q Student I.D. (useful for discounts on some cultural tour activities) For the plane…RECOMMENDED to pack in your carry on: q Ear plugs and possibly a small inflatable neck pillow q Antibacterial wet wipes, toothbrush & toothpaste, deodorant q Gum and/or mints (may also relieve plugged ears from altitude changes) q Pocket-size pouch of tissue (doubles as toilet paper once you get in country) q Light snacks q Water bottle q This briefing binder along with another good book & pocket guide (Pocket size Spanish/English Dictionary) q Compact travel games (i.e. cards) q Portable music player for entertainment q An inexpensive durable watch with alarm

Adventure Travel

q

Camera equipment-digital preferred with large memory card. If it’s not digital, bring lots of film. Take extra camera batteries. A telephoto lens is a huge asset for close-up photos. 2 clean shirts & underwear, pajamas. Take a waterproof poncho or jacket in your carry on and be sure you have at least 1 warm layer. Carry on things you can’t afford to lose or know you’ll need before the village (i.e. critical prescriptions)

In your Checked Baggage-Clothing for the village: q Light durable walking shoes (hiking boots or sturdy shoes). We don’t recommend sandals for the village. nd q A 2 pair of shoes is recommended in case your first pair gets very wet. q Socks and under clothing (a seven-day supply) q 2 pair of casual, comfortable pants, which you can work in q Comfortable shirts you can work in (about 5) q At least one long-sleeve shirt q Hat or visor to block sun, optional bandana q Sleeping clothes (appropriate for sleeping co-ed) you may want thermal underwear for nighttime. q Warm layers such as fleece sweatshirt, vest or jacket. Additional tourist attire: q Nicer attire such as slacks or skirt and dress shirt for Sit-Down Dinner or possible Worship Services Personal Medical Pouch (we recommend the following): q Insect repellant q Anti-itch cream with hydrocortisone q Sunscreen q Chapstick or Blistex-type lip ointment q Eye drops q Minor wound/blister care i.e. Band-Aids & triple antibiotic cream q Pain reliever (Excedrin in best for headaches, ibuprophen for swelling) q Diarrhea medication (Imodium) and Constipation medication q Cold & allergy medication. q Throat lozenges or cough drops q Other personal prescriptions if applicable (remember to pack vital prescriptions in your carry on) Other Necessities (some items are listed for camping expeditions): q Sleeping Bag (It may get down to 30 degrees so Mummy Bags are recommended!!!) q Pillow case (and optional small camping “stuff pillow”) q Flashlight with new batteries (extra batteries are a good idea too) q Good Work Gloves--a must for each person! q Sunglasses –can double as protective eye wear (a must have when working on construction) q Dust mask if sensitive to dust q Pocketknife with tweezers q Cold water soap (such as Woolite) to wash out clothes q Travel sewing kit i.e. needle & thread, safety pins 34

Adventure Travel

q q

Water bottle—if you don’t have it on the plane, be sure you have it for the village Plastic bags: 1 or 2 big garbage bags with drawstring, 1 or 2 kitchen-size bags & assorted gallon and sandwich-size zip lock bags--for dirty clothes, garbage, things that may leak, etc. Note: anything that may leak you will be wise to pack in one of these zip locks from the very beginning!

Personal Toiletries: q Personal hygiene items--towel, washcloth, soap, deodorant (an antiseptic cleanser can be a skin saver) q Toilet paper (you may prefer several pocket pouches of Kleenex). We have TP in the village, but out and about you need your own. q Antibacterial wet wipes--the equivalent of 80-100 wipes per person. Individual pouches can be very convenient Miscellaneous: q Cultural sharing items i.e. a small musical instrument that you play, magic tricks, costume, etc. q Compact indoor games or projects i.e. cards or beads & yarn q Compact outdoor games i.e. Frisbee, baseball, bubbles & blower q Small exchange gifts for villagers (see Travel Info/Advisory) personal/family photos & postcards are great! q Personal snack supply. We eat great but it’s nice to have a few things of your own q Tools/ humanitarian supplies (ask Expedition leader) DO NOT BRING: q q

If you like wearing shorts--make them knee length and wait for an appropriate occasion. Jewelry or expensive watches, expensive clothing

Adventure Travel

Participant Guidelines AMBASSADORS-AT-LARGE AND EXEMPLARY CONDUCT When overseas, you are viewed as ambassadors of this country. Courtesy, respect and responsibility are important. Customs, clearance, and government approval are critical for continuing our outreach activities in foreign nations. Possession of illegal drugs or artifacts by one team member would jeopardize the entire mission of this and future expeditions. Each year more governments close their doors to foreign programs. Your maturity and general demeanor, under the watchful eyes of host countries, are important to Ascend Travel and to all development specialists who will follow you. It is likely that you will be exposed to aspects of a different culture not accessible to tourists. It is this added dimension that makes your mission exciting but at the same time requires extra sensitivity, discretion and adaptability. Smoking and drinking at the project site is not acceptable. If you must smoke, then it must be done discreetly, not in view of the community members. One of the important statements we make is our example in regard to healthy living. Smoking and drinking can be a real problem in some areas— wasting the very limited resources of a family and community. Importance of Unity and Acceptance of Varied Religious, Political and Social Backgrounds Ascend Travel provides services to those in need without regard to religion, race, nationality, age, gender or political affiliation. Ascend Travel supporters and volunteers come from all walks of life and a variety of religious beliefs and political backgrounds. We often collaborate and work side by side with religious and civic groups; but we promote none, and we require allegiance to none. We view the world as a global community wherein we are all members of the human family and have a duty to serve and support each other. Ascend Travel encourages the sharing of insights among group members and recognizes that due to the spiritual nature of service, sharing will naturally be close to the heart and spirit. However, please be aware that such sharing should not be done in an exclusionary, offensive way. Please be sensitive to the importance of including all members of the group and avoid all inappropriate religious or political actions or comments. Appropriate Responses to Requests—Please Handle with Great Care!! Being an Ambassador from America also means that those from poor countries will assume you have great financial resources. It is not uncommon for you to be approached during or after the expedition for various types of assistance. Most of these requests will be sincere and well intended and it is your individual prerogative to respond as you discern appropriate—AS LONG AS YOU ABIDE BY INCOUNTRY GOVERNMENT REGULATIONS AND ESTABLISHED ASCEND TRAVEL POLICIES. Therefore, it is very important that you understand the following in-country regulations and Ascend Travel policies:

Adventure Travel

1) As an individual, you should not give any employee or contractor of Ascend Travel compensation. This undermines Ascend Travel policies and program ethics. You will be encouraging them to break policy and may even cause them to loose their job. 2) If you think that you would like to sponsor an Ascend Travel contractorâ&#x20AC;&#x2122;s or employeeâ&#x20AC;&#x2122;s education, health or some family need, please discuss this with a member of Ascend Travel Management before you make any promises or give them any money, so that you do not tempt the employee or contractor to break policy. 3) If you determine that you wish to sponsor a specific villagerâ&#x20AC;&#x2122;s education, health, or other family need, again please discuss this with a member of Ascend Travel Management before you make any promises, so that it does not create long-term problems for the Foundation. There are appropriate vehicles through which Ascend Travel is able to respond to financial requests and monitor the sponsorship of your donation. It also enables you to avoid breaking policy or government regulations and provides a helpful check and balance to make sure the request is appropriate and legitimate. Ascend Travel recommends the following: When an individual or group approaches you, suggest that the appropriate channel for requests is through Ascend Travel leadership. If you are in country when the request is made, this is the in-country coordinator. Let the requestor know that they should talk with the coordinator. You can also tell the director to expect their petition. If they have an appropriate proposal, it will be comfortable for them to discuss it with leadership. If their request is inappropriate, they will likely not pursue it further. If you are personally interested in helping to fund the proposal, assuming it is appropriate, let the coordinator know while you are in country. Your input is encouraged, particularly if you are interested in helping with the request. Ascend Travel staff will discuss whether existing programs and funding can facilitate the petition or whether it is appropriate to try to arrange special monitoring, funding, etc. Gift Giving: Approach Presents & Favors with Equal Care Ascend Travel feels very strongly that gifts and favors are appropriate only under certain circumstances. This will be discussed further in the briefing meetings, but please don't plan on bringing gifts except for the following: 1) Collecting and assembling humanitarian supplies that are listed in our Collections Policy document is an excellent, appropriate way to give. These items are provided as a part of our teaching, training, and/or treatment, and thus have a wonderful purpose, rather than just being a handout. 2) Small games or activities you can share with the children are wonderful. Ideas include teaching the children and playing with them i.e. hopscotch, tag, bubble blowing, playing catch with tennis balls or Frisbees, and playing soccer. Other ideas include taking buttons to repair their clothing, stringing beads, coloring, etc. Use your imagination! The idea is to share games and activities, rather than to give things that can create jealousy.

Adventure Travel

3) Family photos and postcards from home can be appropriate gifts if you develop a special bond with an individual or family. People will love seeing your family, or where you are from. Leaving behind a photo is a nice, appropriate token of friendship. Please do not pass out such photos in public so that jealousy develops. Please be thoughtful as you select the photos. Focus on the people (friends or family) or landscape rather on your home or automobile. Photos showing your material possessions are inappropriate. Socially mandated systems of reciprocity are the foundation of many cultures. Commodities and services are exchanged, not given, even if the return will not occur for some time. Not expecting something for nothing and yet being generous with time and goods is a tradition of many cultures. Unfortunately, the practice is being eroded as more and more things are given away indiscriminately. This erosion will be noticeable in high-density tourist areas where you will likely be deluged with children demanding candy or tips. Handle this with moderation and wisdom, interacting with the children, drawing pictures, or letting them touch your foreign looking skin, rather than letting them beg successfully. You do not help the underlying poverty by encouraging begging. THEFT AND SECURITY Theft is common in many cities, whether in the U.S. or overseas. This is particularly true in crowded areas like airports, bus stations or market areas, so please keep very close tabs on all of your belongings during this expedition. Never leave belongings unattended. Do not pack or wear your gold chains, nice jewelry, or expensive looking watches. Secure your camera with a strap and don't carry your money or passport in an outside pocket that can be slit or picked. A money belt or waist pouch secured by a strong belt is ideal to hold your passport/ID and money. A neck pouch with a reinforced cord can also be used if it hangs unobtrusively and unnoticed under loose clothing. Thieves play several kinds of games, which you can avoid if you are aware: 1) You or your bag may be squirted with mustard, shampoo or the like. A friendly person may offer assistance. In the meantime you are separated from your bag. 2) An attractive young person may distract you--and pick your pocket at the same time. 3) Fights and other spectacles may be staged for the sole purpose of distracting you from watching your belongings. For personal safety, avoid walking, traveling, or being out after dark in urban or rural areas. If travel is necessary, do not go alone. Please do not leave valuables in your hotel room, unless you room has a safe and you put your valuables in that safe. This includes cash, credit cards and airline tickets. Even electronics should be kept with you or zipped in a locked bag out of site. Please note on the “Packing List” and in the “Money Matters” that we strongly recommend you put valuables in a money pouch which is out of site and stays with you, on your person. We also strongly recommend locking your luggage. Purchase a TSA approved luggage lock, which the airlines won’t cut off. It is well worth the $9 per bag (for the cost of a TSA lock) to make sure your gear stays undisturbed and your favorite pair of shoes, headlamp, or other items are not stolen. Since some of our participants tend to let their guard down, we want to reinforce that we have had unfortunate and unnecessary problems result from people leaving valuables in their hotel rooms or 38

Adventure Travel

out in the open, or even in unlocked luggage. This is very unwise, whether you are oversees or in the United States. Don’t tempt hotel personnel or others by leaving your money, your electronics, etc. out in the open unattended. Zip up your bags and keep your valuables with you, well out of site, or locked up! When we are in the village, we don’t have a safe, but if we follow a few simple guidelines, theft and/or loss will not be a problem: 1) Make sure your valuables are locked up in your tent or in your rural homestay, and all valuables are out of site. Put valuables that you don’t want to carry on your person in a locked bag inside your zipped up tent or rural homestay. 2) Help the villagers understand their boundaries. While we welcome the villagers to help us set up our tents, it is important that once personal tents are in place, we rope off our tent area and ask villagers to stay outside our tent area. If staying in rural homestays, it is important that villagers know that only an authorized cleaning person is allowed in the room. Again, as you interact with the community, it is important that you do not invite villagers into your tent or rural homestay. Otherwise, you are sending the wrong message and tempting them to take your things. 3) Keep track of your things. Put them away in your tent or rural homestay. Please don’t leave things lying around unless you don’t care whether or not you see them again. ERR ON THE SIDE OF CAUTION When it comes to personal safety, staying healthy and being wise in your decisions, we plead with you to be cautious and very aware of potential risks. Keep your guard up even when the project experience is finished and you go on your cultural tour. Interestingly, most health and theft problems occur on the cultural tour, not during the project in the community! Please be particularly careful about water and seek good advice before you try out the local corn drink, or jump in the local swimming hole. Water can host lots of bacteria you just don’t want to deal with! Please ask, rather than assume. Err on the side of caution. MEDICATION GUIDELINES 1) Personal medications should all be in labeled, airtight plastic bottles and, if possible, with desiccants in each bottle. Such preparation will help eliminate any possible customs problems. Participants who require daily medications should make sure that they have sufficient supply for the duration of the expedition as well as a one-week emergency supply. Some medications may be available in the host country, but reliance should not be placed on this possibility. 2) Participants should take a small supply of emergency first-aid items, which should reflect the duration of time the expedition will last (see packing list). Other considerations should reflect the extremes to be encountered and the distance the participants will be from medical attention. Try to avoid a medical kit that is too bulky or heavy due to weight restrictions. Ascend Travel provides a more extensive emergency medical kit for each expedition. 3) Diarrhea is very common. The best practical treatment for diarrhea is prevention. Avoid drinking any water unless you know it is pure. Do not eat raw vegetables or salads unless you are 39

Adventure Travel

positive they have been sanitized, and make sure your meals are well cooked. Wash your hands before eating or putting anything in or near your mouth. That said, should you get Diarrhea, you have to choose if you can “ride it out” and flush it through your system by hydrating well, or if you feel you need one or two tablets of Imodium to slow things down and reduce cramps. Hot soups are particularly helpful because they contain salt, which is depleted from the bowel. Go light on fruits and vegetables except bananas. If diarrhea continues or you have vomiting or severe cramping, the best medical regimen is a broad spectrum antibiotic such as CIPRO 500 MG (Ciprofloxacin Hydrochloride) or Bacterium, taken as prescribed. 4) Your project area elevation will be significantly higher than where you live. The higher altitude can make you tired, give you a headache and worsen any ailment you may have in your body. None of our project areas are at a dangerous altitude, but Cusco is at approximately 11,000 feet above sea level and some project communities are as high as 13,000 feet. However, it is wise to take it easy at first and make sure you give yourself a chance to adjust to the altitude. Bring some Excedrin (which has caffeine) for a possible headache (this is on your packing list anyway). A little Coca-Cola can also assist with headaches—and settle your stomach. 5) If you are going to a malaria-prone area, take your malaria medication faithfully as prescribed. It is possible to get malaria if you are negligent. When the sun goes down, you will want to wear long sleeves and repellant to protect yourself from mosquitoes. PHOTOGRAPHY & WRITING The people, scenery and historical sites to be visited during this expedition are wonderfully photogenic. A camera is a must and we ask all participants to upload your digital photo images for the Ascend Travel photo file—which we call upon for our publications, etc. Photo Etiquette 1) The villagers are not necessarily superstitious about having their picture taken but they are quite resentful of being treated like zoo animals, surrounded by shutterbug tourists. You will find that women in particular will turn away if they know that you are going to take a picture. A telephoto lens is helpful in obtaining candid photos of people, without making them feeling uncomfortable. 2) As a courtesy, if you are taking photos closer in, first ask for permission or use expressive hand gestures making your intentions clear. Please respect refusals. Be aware of the sacredness of the ceremonies you may witness; act accordingly when using a flash or maneuvering for shots. Be sensitive to taking pictures of people in prayer. It's also impolite to photograph people bathing in streams or rivers. 3) Always ask first before photographing the interiors of churches or temples. If you wish to take pictures of government buildings, museums, monuments, etc., a modest fee is often charged for a still camera and a higher one for a movie or video camera. Some government buildings cannot be photographed. Ask first! 40

Adventure Travel

4) Poor people have few opportunities to obtain photographs of themselves. Consequently, a Polaroid camera is big hit in the villages. If some pictures are left with the people, an entire group may be permitted to take as many photos as it wants. Also, promises to send copies of the photos will open the way for virtually any portrait. Be certain, however, that you keep your promise! 5) Some native groups, particularly children in growing tourist areas have learned to ask for a tip for posing. The government discourages handouts. Away from areas of mass tourism it should not be necessary to pay for the privilege of taking photographs. Yet the best portraits may be obtained if some rapport has been developed between you and the person being photographed. Try a friendly smile or handshake, or conversation if you speak the language. Photo Tips As already mentioned, this expedition offers a wonderful photogenic environment. preparation will enhance the photographic experience and ensure quality shots.

Advance

Take fresh batteries (for both camera and flash). A 24mm wide angle and an 80-200mm zoom will probably handle about 80% of the situations you will face. Climate changes can ruin your film and camera. Heat gives color film a greenish-yellow tone that is difficult to eradicate in processing. Silica gel packets, stored with your equipment, should help significantly in keeping moisture at a minimum. Never leave your camera and film in the sun or any hot place for any length of time. Keep spare rolls in a lead-coated or plastic film bag in your backpack. The very best light for rich, warm color photos under the sun is usually morning. Try to rise with the villagers in the early hours for clear air and crisper light colors. Beware of the intense sunlight that occurs from 10 a.m. to 3 p.m., which causes color film to flatten and wash out. Remember that photographs are usually better if backlit by the sun, rather than shooting into the sun. Sunsets will have the most exotic colors if the exposure reading is taken of the sky, without the bright sun, then shoot straight into the sunset. A powerful flash is often the only means by which to capture the nighttime activities (although the use of a flash is terribly distracting). Public Relations and Publications This project affords some wonderful public relations opportunities, which can be a wonderful memento for you and also help Ascend Travel with its humanitarian objectives. Community newspapers are always interested in stories about the local citizens. They will want to publicize your participation on this expedition if they know about it. Each expedition should select an individual or individuals (perhaps members of the Culture, Team Building & Logistics Team) who will write an article and submit it along with photos to one or more local newspapers. We also welcome accounts of your expeditions, excerpts from your journal entries, and any commentaries for use in expedition briefings and publications. The Ascend Travel photo collection in particular depends almost entirely on our volunteers, many of whom are talented amateur 41

Adventure Travel

photographers. We can put your photos to good use in Ascend Travel presentations, publications and the web site. Please donâ&#x20AC;&#x2122;t forget to upload your photos! (A link with instructions will be sent to you after the conclusion of the service adventure) Continuous Appraisal and Journal Keeping Regardless of the expedition criteria and objectives, all Ascend Travel expeditions will have an objective to find out as much about the people, their living conditions, norms, customs and needs as possible. We strongly encourage notes and journal entries for your own reference as well as to help Ascend Travel and the local staff improve future expeditions. Maximum, long-term benefits from this Ascend Travel expedition can be nurtured through journal keeping, both as a group and as an individual. Each expedition is encouraged to keep a group journal while in the field, and several individual participants will be assigned to contribute to this group effort. We strongly encourage you to also keep an individual journal and to begin that journal now, even if your expedition does not begin for some time. If appropriate, you will be invited to attend preexpedition briefings, which will stimulate your thoughts and cultivate expectations. Moreover, you will have questions and perhaps some reservations about your decision to participate. When the trip begins, your questions and expectations will probably shift. A journal can help you reflect on those shifts and help you come away from your experience with greater understanding of self and your expanded world. A journal will help you sort your observations, feelings and ideas about resolving complicated issues, both personal and global. Your journal and the group journal will become important tools for evaluation of the experience and can offer substantive recommendations for future Ascend Travel activities. Two basic kinds of entries should be a consistent part of your journal: 1) Descriptions paint a detailed picture of some important scene or experience. What happened? Why did it happen? Who participated? What were the consequences? How were you affected? Why did you act the way you did? Seek to document your observations and the facts of the experience as completely as possible. 2) Reflections on the other hand are characterized by an unfettered romp of thoughts. How does the experience change or confirm your thinking? How does it fit into your life? Would others feel as you do? Would they benefit from such an experience? What may be some unresolved issues of the experience to which you would like answers? Additional things you may wish to include in your journal are notes from speakers and leaders of the expeditions, quotes, stories, references from reading materials, names and addresses of people you meet, and drawings or diagrams. Such journals can be used in a variety of wonderful ways: Ascend Travel may share your story with some of our supporters so that they better understand the impact of their contributions, or we may post it on our website for the benefit of past participants and prospective future participants. 42

Adventure Travel

Preparing for Plan B Or in other words, what do you do when Murphy’s Law flourishes on your expedition? In a perfect world, plans go as outlined. In developing countries, even the best-laid plans go awry. To prepare for the eventuality of “challenges”, it is wise to over prepare before you leave, be overly cautious and double check everything while you’re in the field. Doing everything possible to prevent problems before they happen is a much better option than dealing with them afterward. Please consider the following: A. Before you depart, work with the Ascend Travel staff to prepare copies of the following information: 1) A list of ticket numbers for airline tickets of the participants traveling with you. 2) The standard flight itinerary for the group as well as copies of itineraries for participants with deviations. 3) Emergency phone numbers and addresses exchanged between you, the EXL and participants not traveling with you, or anyone who misses a flight. Exchange the In-Country Staff’s phone number, the rendezvous hotel name, address & phone for the group, as well as any other numbers that may be helpful i.e. where the participant can be contacted if he/she is preceding the group in country. 4) Copies of critical identification forms for each participant: passport or b.c./i.d. copies for everyone and notarized immigration forms where applicable for youth. 5) A list of every participant’s overseas health insurance provider including emergency phone numbers. 6) Take 10 copies of your participant list with name, address, phone, occupation and passport # or photo i.d. # of each person on the expedition. This can be a huge timesaver when it comes to checking in at hotels, border crossings, airports, etc. 7) Work with Ascend Travel staff to prepare a letter from the President of Operations that outlines the humanitarian mission of the group and asks for assistance to avoid possible fees or challenges with airlines, customs, etc. 8) Take copies of confirmation letters/contracts and receipts from providers verifying amounts that Ascend Travel has already paid toward those contracts for every reservation made: hotel, bus or other transit, cultural tours, etc. Make sure the company name, address, phone, fax and contact person’s name are on each letter/contract. If these arrangements are being made by in-country personnel, please make sure that they have this information handy in case it is needed for verification. 43

Adventure Travel

B. Meet with team leaders before you depart to train them as to how they can help prevent problems such as missing people, tickets, luggage, etc. C. During the expedition, the following procedures should prove helpful: 1) Use information on the confirmation letter copies to reconfirm all reservations 24 hours in advance including flights, hotels and ground transport. Plan ahead and ask the Ascend Travel In-Country Staff to help you assign someone to facilitate this – particularly for those confirmations, which must take place while the group in is the village. 2) As you leave any place where the group has been – airplanes, buses, hotels, restaurants, etc. make sure your team leaders remind their teammates to double check that they don’t leave anything behind—particularly airline tickets, passports, valuables, etc. 3) Repeatedly remind participants to look out for each other and be much more cautious with cleanliness and safety issues than they are accustomed to being. HANDLING THE UNEXPECTED Keep your composure, good humor, and stay positive about finding solutions. Remember that although nobody likes to deal with problems, things will work out if you persist. Prepare and remind your group to expect the unexpected and make “down” time as fun and productive as possible – thank participants for their patience. Get your team leaders involved in helping work through the process of establishing Plan B – and keeping participants upbeat. Pull out your packet of helpful information (including this document) to provide ideas for establishing a Plan B. A few examples of some problems previously encountered and possible solutions follow: q

Lost Airline Ticket(s): Check to see if there may be any way to find the missing ticket(s) (i.e. were they left in the seat back of the airplane, and is the plane still on the ground). If they are not recoverable, then pull out your list of participant ticket numbers, identify the lost ticket number, find a supervisor from the airline and see if you can get it replaced A.S.A.P. Remember to explain clearly the urgency involved, particularly if it is a connecting flight. Generally, they will require full payment for the replacement ticket – which should be refunded at a later time when no one uses the ticket. Recommend to the participant that he/she put it on his/her credit card.

q

A participant finds out that he/she has a problem which must be addressed before he/she can continue on to the expedition destination: 44

Adventure Travel

Find out/estimate how much time the problem will take to solve i.e. if it is a passport/visa problem then phone the Embassy, etc. Crosscheck the time needed with available flights. Make the appropriate reservation for the later flight. Decide if the participant can handle this on his/her own, or if someone needs to stay to help. If an overnight will be involved, help them find a clean economy hotel close to the airport. Establish a rendezvous plan, based on when the later flight will arrive. Exchange phone and/or fax numbers and information: where the group is going (#, address, contact) and # where the “left behind participant” will be staying, possible the Embassy # (if applicable), airport #, supervisor name (if still having problems with ticket), or any other information which may be helpful in maintaining contact. Make certain all parties involved understand the plan clearly and what to do if the plan breaks down. q

Looks like you will miss your connecting flight or other transportation: If you know while you are on the airplane or other form of transport that your connection is extremely tight, ask the attendants or driver if they can assist you i.e. radio ahead to alert the crew of your connecting flight/transport that you are running behind, but want to make sure you can still make the connection. (Remember there is power in numbers! If there are 20 of you – they may hold the plane/train/bus!) Whether or not they radio ahead to help you, work with your team leaders to get organized for a quick transfer: collect every ones tickets for the forthcoming connection, establish the number of pieces of luggage to be checked (for airline) and organize the luggage loading/transfer process including having a team leader take care of your luggage. Be the first one to check in; go immediately to find a transportation agent who can help. Show your tickets. Tell them the passengers are just behind you to check in. Plead. Try not to take no for an answer. Ask for the manager/supervisor. If you still miss the connection, regroup. Be positive. Find the next possible alternative. Alert the necessary parties who will be influenced by your delayed arrival at the next airport.

q

Lost Luggage: Sometimes the luggage is just slow in making it to the bag claim area. So, first of all, find someone who can tell you if all luggage has arrived that is coming. If it is in fact missing, go to the airline baggage claim and find out what information is needed to file a missing report. Usually they will want a description of the missing luggage with bad claim #s and where the luggage is to be forwarded, phone #, contact, etc. Also, get complete information on who to check back with to make certain the luggage is found i.e. name, phone #, etc. Be sure to clearly communicate the urgency of the situation-for example that the group will be leaving to go to a remote rural area, and needs the luggage before departing for the village. Don’t hesitate to ask for a manager/supervisor. One final note: If the lost luggage becomes a significant issue i.e. it is missing for more than one day, then don’t hesitate to ask for compensation for those who are inconvenienced. Depending on the duration of inconvenience, request a $50-$100 payment to allow those 45

Adventure Travel

without luggage to pick up some necessities. Also be sure to get together as a group and endeavor to share items where possible to help out those who are without. Both of these can go a long way toward soothing frustrations. If the luggage ends up being a permanent loss, help the participant/s make a claim with the airline. If it is solely a local airline, it is best to try to settle with the airlines before leaving the country. Be firm and use whatever clout you have i.e. size of group, future business, ties to local organizations, humanitarian mission etc. to try and recover what you can. If you are not satisfied, ask for the person in charge. Even if their policy says “no compensation for loss” the head person may choose to be compassionate. q

Lost Passport: Check to see if there may be any way to find the missing passport (i.e. was it left in the seat back of the airline, and is the plane still on the ground, or did the participant put their passport in a safe hiding place? Search thoroughly, then search again.) If, however, it is not recoverable, then pull out your copy of the participant’s passport, and work with in-country personnel to get a temporary travel permit going with the Embassy or Ambassador’s office so that you don’t have to leave this person behind. Unfortunately this process can take some time, sometimes a few days, so don’t procrastinate. Get the process going as soon as possible to avoid additional challenges later.

q

No hotel reservations are listed for the Ascend Travel group when you arrive at the hotel, or the reservation is listed, but does not show having been paid. This will generally never be a problem. Ascend Travel is also a travel agency, and Ascend Travel In-Country Staff will be with you in most instances to take care of all booking arrangement. However, if for some reason In-Country Staff is not present, simply pull out a copy of the contract. This generally solves all questions. However, if for some reason you do not have the contract, check to see if reservations may be listed under another name, i.e. your name or Ascend Travel Operations Manager name. If that does not work, ask for the manager. Provide whatever evidence you have of your booking, paid or unpaid. Figure out if it is possible to accommodate the group. Again, use whatever clout you can i.e. size of group, future business, ties to indigenous organizations, humanitarian mission etc. to try to work things out. If the space is still available and if you know that Ascend Travel made full payment for the hotel in advance, it is critical that you do everything possible to avoid additional payment, especially in cash, because we will never see the money again. Tell the manager that you know full payment has been made, and you will get a copy of the contract to verify it. If space for the group is truly not available, have the manager make phone calls to other clean hotels nearby to get the group accommodated. Try to keep the group together. Split up only if necessary.

q

Transportation does not arrive to pick up the group. Again, Ascend Travel is a travel agency. We work only with reliable transportation specialists and Ascend Travel In-Country Staff will generally resolve all transportation problems without 46

Adventure Travel

the need for the EXL to get involved. However, if for whatever reason you are not with an Ascend Travel In-Country Staff member, follow these steps: If a phone is available, get out your copy of the transportation contract and call them. (Remember you should have confirmed this the day before.) If no phone is available, be patient and hope for the best. If time is critical or significant time has passed, send the field vehicle into town to make arrangements for alternate transportation. Because transportation companies in developing countries are notorious for having problems, it is wise not to pay in full for your transportation booking in advance. If a deposit is required, arrange with Ascend Travel to provide the deposit on credit card if at all possible. This way if you have to book other transport, we can deny the charges on the Ascend Travel card. If a cash deposit is required, make sure you check references first, then get a written contract verifying the deposit amount paid, and be sure to get contact information, including an emergency number you can call after hours / on weekends, since this is often when your transport is required.

Adventure Travel

Suggested Expedition Supply Checklist for Peru Many expeditions may take humanitarian supply bags filled with items the expedition team has gathered specifically for a project. However, if items are still needed, the following is a list of suggested expedition supplies that have proven useful for Ascend Travel community projects in the past and can usually be donated by local individuals/businesses or purchased. 1. 100-250 Hygiene kits 2. 50 Newborn kits 3. 200 Backpacks with school kits 4. 5-10 Education flash cards 5. 2-4 Community Healthcare Worker kits (include 1 scale for each kit) 6. 4-8 Sewing machines (include 1 large Sewing Machine kit per sewing machine) 7. 500 Prescription and sun glasses 8. 100-250 Sewing kits 9. Medical supplies 10. School supplies (chalk, slates, pencils, paper) The following items may be available to you either through Ascend Travel HQ. Please coordinate with the In-Country Staff to have these items supplied to you. 11. Photo printer ink cartridges 12. Photo printer photo paper (200 sheets) 13. Scrapbook and material (enough to make 2 scrapbooks) 14. Name tags, lanyards and badge holders for participants, staff, translators, etc. 15. Intercultural supplies (toys, games, balls, balloons, orphan cloths) 16. Batteries AA, AAA, D and 9Volt (30 of each) 17. Scissors 18. Glue stick 19. Duct tape 20. Masking tape 21. Packing tape 22. Bubble wrap 23. Garbage sacks (large heavy duty) 24. Antibacterial wet wipes 25. Clothes pins 26. 50 Ft. nylon rope (clothes line) 27. Disposable dish cloths (100) 28. Scrubbies 29. 20 Sharpie markers 30. 100 Plus pens 31. 100 Ft. (1-2 rolls of plastic to cover tables) 32. 2 Small chalk boards and chalk (or dry erase board and markers) 33. 500 Sandwich size Ziplocs 48

Adventure Travel

34. 500 Snack size Ziplocs 35. 100 Gallon size Ziplocs 36. Knee high nylon (for soap) 37. Staff or Intern (In-country) supplies as needed: a. T-shirts b. Water bottles c. Newsletters d. Printer cartridges e. Photo paper f. Special food request 38. Copies of passports 39. Copy of itineraries 40. Copy of immigration forms (participants under 18 years of age) 41. Copy of travel medical insurance for each participant 42. Rooming lists with name, address, phone and passport numbers (10 copies) 43. Humanitarian bag inventory list 44. First aid kit supplies

Adventure Travel

References Currency Exchange Peru will require an exchange of currency. The Peruvian currency is called the “Nuevo Sol” (New Sun). Airports and banks often offer the best conversion rate for your money. Be sure that the money is “clean” without tears or any printing imperfections. Newer bills are always preferred. Since exchange rates change constantly, it is easiest to check these rates through an online currency rate website. A great place to check the conversion rate is www.sunat.gob.pe/cl-at-ittipcam/tcS01Alias or http://www.XE.com. They offer conversions in all currencies to Peru’s Nuevo Sol and are easily navigable. Water Purification and Food Preparation Be sure to check with your Region Manager to determine what your water and food preparation situation or concerns should be. Will you have a cook? Will you have bottled water? Will you be preparing your own meals? Most project countries do not require any formal preparation for water purification and food preparation as we will be staying in rural homestays. Water in most 3rd world countries is not drinkable unless purified! Bottled water is usually available in cities, but you should also know purification methods since we will utilize non-bottled water for various cleaning purposes in the village, teaching the villagers methods to purify their water, and just in case you find yourself without access to bottled water for drinking. There are many water purification methods: filtration, chemical treatment, and boiling are most common. Each has pros and cons. Boiling is inexpensive and effective. However, when using boiling and/or chemical treatment methods, the foreign particles are still in the water even though it is safe. The chemical taste also leaves a lot to be desired. Compact filter systems can be purchased which are very good, but sometimes expensive. In moderate weather, an active person, consuming an average low-protein diet, needs 1 gallon of water per day for drinking plus fruits and vegetables with high water content to stay well hydrated. Food Preparation 1) All those who will participate in food preparation must thoroughly clean their hands either with antibacterial soap and Clorox water or using antibacterial wet wipes. (Set up a Clorox water "hand washing" station using a 5-gallon collapsible plastic container with spigot just outside the kitchen area.) 2) All fruits and vegetables must be soaked for a minimum of 20 minutes in Clorox water. (Rinsing in bottled water afterward will remove Clorox taste if the fruit or vegetable is to be eaten raw.) Keep food covered. 3) All other foods must be cooked thoroughly and kept covered. 4) All food servers and participants must also thoroughly clean their hands.

Adventure Travel

Cleanup and Doing Dishes 1) Scrape food off of utensils into "bio-degradable" garbage, and then rinse off the remaining food particles in "hand-washing or already used" water. 2) Wash thoroughly in tub or pot of hot soapy water. 3) Rinse/sterilize in tub or pot of hot water with 1 tablespoon of bleach. 4) Do not throw away the soapy or bleach water after use! Rotate dish tubs at next meal. For example, soapy water can be used next time to rinse off food particles; Clorox water can be rotated and reused with soap for hot soapy wash water. 5) Drying dishes is best done by air, preferably covered by towels to keep off dust and dirt. Tubs or chests with lids may be available in some areas to store the dishes, etc. Recycling & Waste Management As part of the expedition camp set up, the recycling and waste management area (RWM) should be established in a location which is in or close to the kitchen set up, sheltered from wind/rain, can be blocked off from animals and is not too close to sleeping accommodations. There are four stations within the RWM area that should be clearly marked (Signs written in permanent marker and posted with masking or duct tape works well.) Station 1: Station 2: Station 3: Station 4:

Recycling Station Burnable garbage Biodegradable garbage Garbage to be packed out

Recycling Station This works best if empty boxes are available for stacking the items the villagers will use after we depart. All items should be rinsed out before being put in the recycling area. Villagers will reuse cans, plastic water bottles, plastic utensils, plastic bowls, plates, cups, and containers of any kind. Burnable garbage This garbage sack is for items that can be burned. It should be emptied every day or two, and also makes a good fire in the evening. Biodegradable garbage This garbage sack is for food that can be fed to the animals or buried. It should be emptied daily after dinner. Garbage to be packed out This garbage sack should be kept as small as possible because it must be packed out with the group when the expedition departs. Only items that are not burnable, biodegradable or recyclable should be put in this station.

Adventure Travel

Recommended Online Reading ASCEND TRAVEL WEBSITE Staying involved with Ascend Travel is as easy as visiting us at http://www.ascendtravelperu.com. Help us out by spreading the word so we can help make more positive change in the world! US DEPARTMENT OF STATE The US Department of State is a very valuable resource for anyone traveling overseas. The State Department’s Office of American Citizens Services and Crisis Management (ACS) administers the Consular Information Program, which informs the public of conditions abroad that may affect their safety and security. You will also find information on how obtain or renew a passport, and what to do if your passport is lost or stolen. The State Department also provides you the opportunity to register with the US Embassy or Consulate in the country you are visiting. This will allow the embassy or consular office to contact you in case of an emergency, or to assist you in evacuation in the event of a disaster. These resources and others can be found by going to travel.state.gov. CENTERS FOR DISEASE CONTROL AND PREVENTION The Department of Health and Human Services Centers for Disease Control and Prevention’s mission is “to promote health and quality of life by preventing and controlling disease, injury, and disability.” Their website is valuable not only to travelers but also at home, in the work place, or at school. Ascend Travel expedition participants may benefit greatly from the section on “Travelers’ Health.” Here you will find important health information on the various Ascend Travel project areas, as well as details on vaccinations that will be needed for your specific area of service. The CDC also provides a listing of travel medicine clinics in your area. Just go to www.cdc.gov/travel to find out more. CIA WORLD FACTBOOK The CIA World Factbook is a great online resource for information regarding your country of service. You will be provided with a wealth of information regarding the history, geography, people, government, economy, communications, transportation, military, and transnational issues of your country of service. Go to www.cia.gov/library/publications/the-world-factbook and select a country or location from the drop down menu. Also, we will send you a 4-page publication called “Culture Gram Peru” that provides a brief overview of the culture, geography, and important considerations about Peru. UNITED NATIONS CARTOGRAPHIC SECTION The UN Cartographic Section provides maps and geographical information resources. Here you will find the best quality detailed maps online (from what we have found) that won’t cost you anything.

Adventure Travel

Visit www.un.org/Depts/Cartographic/english/htmain.htm then select a region or a country from the drop down menu. EMBASSIES In order to find out more about your destination country, it’s tourism, and if needed, how to apply for a visa, you can visit their specific Embassy. Each country has an Embassy within the US that has a very capable staff that is willing to help you. Peru: www.peruvianembassy.us INDO-EUROPEAN LANGUAGES Indo-European Languages offers free foreign language tutorials. This is a great place to brush up on simple phrases in Spanish or Portuguese. While the dialects will differ from country to country, this will at least provide you with a basis on which to build your language once in your project country. Just visit www.ielanguages.com and select the language in which you would like to be tutored. STEVE KROPLA’S HELP FOR WORLD TRAVELERS Steve Kropla’s Help for World Travelers website, among other resources, provides a “World Electric Guide.” This is a guide to some important issues when deciding to use your electrical appliances in another country. It includes a table describing electrical systems worldwide, illustrations on electrical plugs you may run across, advice on using your computer and other general advice that you may find helpful. You can read more about global electric systems by going to www.kropla.com/electric2.htm. Peru uses a 220 V system (most appliances purchased in the US are compatible with this voltage).

Adventure Travel

Section III: Expedition Required Forms Note: All forms can be completed online on Ascend Travel’s website (except for under 18 traveling alone immigration form), thus eliminating lots of paperwork. However, we have provided examples of forms in this manual that can be printed and collected if desired. Every expedition has a series of required forms that must be submitted before a participant may take part in the expedition. Some of these forms aid in the planning of the expedition, so it is important that they are received by the date of completion. A listing of these due dates can also be found in the any Expedition Briefing manual under the “Policy for Expedition Due Dates.” Form

Date of Completion

Expedition Application

3 months prior to departure

Photocopy of Passport (picture & signature page)

1 months prior to departure

Agreement & Waiver

1 month prior to departure

18 Questions for Expedition Participants (if being used)

1 month prior to departure

Guardian Guideline Checklist & Agreement (if applicable)

1 month prior to departure

Immigration Form for Participants under 18 (photo copy)

1 month prior to departure

Physicians, nurses, and other medical personnel who are taking place in providing medical care (such as surgeries), or teaching medical staff (such as during a Continuing Medical Education conference), are asked to submit a copy of their curriculum vitae, diploma, and any certifications that may apply to the service being provided. It is possible that medical personnel who do not provide this information may be withheld from providing medical care. Documents required for travel include: Current Passport Notarized Immigration Form for Participants under 18 (if applicable) Yellow Fever Vaccination Card (for travel to the jungle) Examples of the Ascend Travel forms have been included in this manual for reference, copy making and distribution if necessary. Recommendations for form simplicity and/or improvement may be made to the Expedition Coordinator. All forms can be completed online via our website except for the Immigration Form for Participants under 18 (which must be notarized and carried by the Guardian for the duration of the internship).

Adventure Travel

Policy For Expedition Due Dates Please review this checklist carefully so that you can be timely and help Ascend facilitate a smooth expedition, and so you can avoid expenses associated with delayed payments. Three months (90 days) prior to departure, the following forms and payments are due: Expedition Application Expedition Deposit International airfare full payment (if being arranged by Ascend) Two months (45 days) prior to departure, the following payment is due: All expedition costs paid in full One month (30 days) prior to departure, the following forms are due: “Expedition Participation Agreement & Waiver” Copy of the first page of your passport Forms applying to youth under 18 and guardian (1 month prior to departure): For youth under 18 not traveling with BOTH parents: Notarized Immigration Form For guardians or minor children: “Guardian Guideline Checklist & Agreement” DELAYED REGISTRATION & PAYMENT: Participants may apply and be accepted up to 30 days prior to departure, as long as there is space available, they have a current passport, and can complete full payment and forms by that time. Any participant who applies within 45 days, or who has not paid in full by the 45 days prior to departure, should understand that there may be a late fee for late registration (that will be explained before added to the price); and if the cost of transportation and/or lodging has increased due to delayed payment, the participant will also need to pay these additional costs. Regardless of application date, all expedition forms and payments must be completed 30 days prior to departure. CHANGES: Participants need to understand that if they make changes to their personal itinerary (airfare, room arrangements, etc. after bookings have been made) there is a change fee of $100 due to the challenging circumstances this creates; and if there are additional transportation and lodging costs due to the change the participant is responsible to pay these charges as well. CANCELLATION: The deposit can be refunded until arrangements penalties go into effect at 90 days prior to departure after which deposits are not refundable. Airfare payments are not refundable once the airfare is booked. Full payment is due 45 days prior to departure, and is not refundable.

Expedition Application ___________________________________________________________________________________________________________ EXPEDITION LEADER Country Month Year ___________________________________________________________________________________________________________ Name (as appears on passport) Passport # Age Birthdate Preferred Name Occupation/School ___________________________________________________________________________________________________________ Age Birthdate Name (as appears on passport) Passport # Preferred Name Occupation/School ___________________________________________________________________________________________________________ Name (as appears on passport) Passport # Age Birthdate Preferred Name Occupation/School ___________________________________________________________________________________________________________ Address City State ZIP ___________________________________________________________________________________________________________ Email ___________________________________________________________________________________________________________ Phone Alt Phone/Fax ________________________________________________ __________________________________________________ Language/Professional Skills Emergency Contact Phone ________________________________________________ Medical Information i.e. allergies, medications, etc.

__________________________________________________ Physician’s Name Phone

DEPOSIT | $500 PER PERSON for in-country arrangements, projects, and international airfare (see refund policy in the applicant agreement) Deposit is due 90 days prior to departure. Airfare is due 60 days prior to departure (if being arranged by Ascend Travel). Full payment is due 45 days prior to departure. For expeditions departing in December,deposit and airfare is due 90 days prior to departure. Full payment is due 45 days prior to departure. ___________________________________________________________________________________________________________ APPLICANT AGREEMENT This document must be reviewed, completed, signed and submitted with your expedition deposit. Your participation is not guaranteed until your application is processed and you are contacted by Ascend. 1. ADVANCE PREPARATION & COMPLYING WITH REQUIREMENTS IS ESSENTIAL Once the participant(s) has been accepted, the participant(s) understand the obligation to read the brie!ng manual and attend brie!ng meetings. It is the responsibility of the participant(s) to complete and submit the advance preparation summary questionnaire, and to contact a project director should the participant(s) have questions or concerns. Before the participant(s) can participate, required forms, payments and proof of overseas medical and emergency evacuation insurance must be submitted to Ascend. 2. THIS IS NOT A TOURIST VACATION The participant(s) needs to prepare physically and mentally to face frustrating circumstances while traveling, working and living in primitive rural areas. The participant(s) will be “exible, patient and keep a sense of humor. 3. SUPPORT OF EXPEDITION LEADERSHIP & EXEMPLARY CONDUCT IS IMPORTANT The participant(s) understands that the expedition leader(s) will give their best efforts & will need the support from participants. The participant(s) will also abide by the code of conduct requiring exemplary behavior & consideration for others. 4. INSURANCE AND RISK ARE THE RESPONSIBILITY OF PARTICIPANTS The participant(s) are responsible for insurance, health and belongings. Ascend is not responsible for the cost of medical care or any loss or damage incurred during or as a result of this expedition. The participant(s) undertake this at their own risk. 5. DEPOSITS ARE ONLY PARTIALLY REFUNDABLE Once the deposit is submitted, along with this form, Ascend will contact the participant(s) to discuss the interest in participating. Should the participant(s) decide not to go, or should this application not be approved, the membership payment can be refunded (except for credit card processing fees). Partial deposits can be refunded until arrangement penalties go into effect at 90 days prior to departure unless noti!ed otherwise. After 60 days, no refunds are given. Full payment is due 45 days before departure, unless noti!ed otherwise, and is not refundable.

Ascend Adventure Travel Ave. Tullumayu | Nº280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

Expedition Participation Agreement & Waiver one form per family I / We voluntarily apply to participate in a humanitarian expedition sponsored by Ascend Travel in Cusco, Peru, to conduct humanitarian service in:

Peru (country)

_________ (month and year of expedition)

1. CODE OF HONOR. I / We agree to abide by the following: 1.

PRINCIPLES: While engaged as a participant in this expedition, I will observe high principles of honor, integrity, and morality, including honesty, graciousness, and consideration of others.

LAWS & POLICIES: I agree to obey and sustain the laws of my home country and of the host country. I agree to follow the policies of Ascend as outlined in my expedition manual or explained to me by Ascend leaders. When in doubt, I will err on the side of caution; and if I am unsure whether an action or activity is appropriate, I will counsel with my/our expedition leader or in-country coordinator in order to avoid acting inappropriately. If I am a minor accompanying my parent or guardian, I will also respect and obey my parent or guardian.

PROPERTY: I will respect the property of others. This includes refraining from taking things that are not mine or that I do not have permission to use. If I am permitted to use the property of others, I will treat that property with appropriate care, avoiding misuse and damage, and I will return the property in a timely manner.

DRUGS, ALCOHOL & SMOKING: I do not use drugs. I will not become involved in drug abuse. This includes the possession, use or distribution of any narcotic or dangerous drug (as defined by applicable law), except as prescribed by a licensed medical practitioner. I also agree not to consume alcohol or any other intoxicating substance while on an expedition, internship, fellowship or assignment with Ascend. I understand that smoking in Ascend offices is not permitted, nor is it appropriate in project areas. If I must smoke, I will be discreet, away from others, and within applicable law and policies.

AMBASSADOR: I acknowledge that my actions will have an impact on Ascend and its mission in eyes of citizens and public officials of the host country, even after the Ascend program has concluded and I am on personal time away from Ascend project areas. Accordingly, I will continue to use good judgment in my actions, abide by applicable laws, and limit consumption of alcohol so that I may maintain my mental awareness.

RESPECT: I will respect the rights of others. I will not engage in abusive behavior, whether physically or verbally. I will not engage in conduct that might threaten or endanger the health or safety of others. I will refrain from disorderly, lewd, indecent, or obscene conduct. I will not obstruct or disrupt the privacy of others; the performance of duties by Ascend personnel, or the disciplinary, administrative, or other functions of Ascend.

TEAM PLAYER: I will do my best to work in harmony with the expedition group, the Ascend staff and local community members, to complete the objectives of our expedition or my assignment. I will be patient, give others the benefit of the doubt, and keep a sense of humor and a “can-do” attitude. I will also help others fulfill their responsibilities under this Code of Honor.

AGENDAS, TOLERANCE: As a humanitarian, I understand that an important part of my role is to build trust, good will and to strengthen relationships. Thus, I will not proselyte other agendas, including religious or political causes, because I recognize that this may actually undermine trust and future progress. Should I be asked about my religion or politics, I will use good judgment in the way I share beliefs or principles, and I will allow others the same privilege. I will be tolerant of different backgrounds, cultures and traditions both in the expedition group and in the communities where I serve, and I will choose not to be offended when others practice their beliefs.

GUARDIAN: If I am asked to serve as a guardian over other expedition participants and I accept the assignment, I will observe the guidelines as written in the “Guardian’s Guidelines Checklist and Agreement.” Ascend Adventure Travel Ave. Tullumayu | Nº280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

II. REPRESENTATIONS, WAIVER AND RELEASE. In connection with this application: I have been informed and advised of the risks involved in the expedition and in travel to and from the site. These include perils of nature, primitive living conditions, isolation, wild animals, crime and civil unrest, scarcity of medical facilities, possible death, disease, personal injury, loss of property and other losses. I recognize that there may also be unknown and unanticipated risks, even to experienced Ascend leaders. I voluntarily and knowingly assume all such risks, known and unknown. I hereby waive and release any and all claims against Ascend Travel, officers, employees, agents, affiliates, and associates, for any and all losses, damages, liabilities, injuries, fees, costs, expenses and similar losses or damages of every kind and nature that I may suffer as a result of my participation in the expedition, including especially any damage or injury that I might suffer because of my own health and physical condition, except for claims that may be caused directly by the intentional wrongdoing or gross negligence of Ascend. I grant this waiver and release on my own behalf and on behalf of my estate, heirs, executors and assigns, knowing that Ascend will rely upon this waiver and release as a pre-condition to participation in the expedition. III. VERIFICATION OF INTERNATIONAL IMMUNIZATIONS, HEALTH & EMERGENCY EVACUATION INSURANCE. Immunizations: I understand that in-country governments, except Peru, require travelers to carry an international vaccination card, showing proof of required vaccinations. I will take personal responsibility for providing travel insurance coverage at my own expense. Ascend Travel has a variety of options available for travelers and they have contacted me with details. _______________________________________________________________________________________________ SIGNED IN AGREEMENT BY APPLICANT: I have read all three sections of this “Ascend Expedition Participation Agreement & Waiver” and agree to the terms and conditions found herein. I understand that violation of any part of this above agreement may be grounds for expulsion from the project, in which case, if I am in-country, I will return home early at my own expense. __________________________ Name of participant (print)

__________________________ Name of participant (print)

__________________________

Signature of participant

__________________________

Signature of participant

__________________________

Signature of participant

__________________________

Signature of participant

__________________________

Signature of participant

____________________________

_________

____________________________

_________

____________________________

_________

____________________________

_________

____________________________

_________

Signature of guardian, if participant is a minor

Ascend Adventure Travel Ave. Tullumayu | Nº280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

Date

Guardian Guideline Checklist & Agreement Parents should accompany youth under the age of 18. Ascend may consider some exceptional circumstances with a guardian other than a parent; for example, a well-trained, well-disciplined youth group with parental or teacher support where the adult to youth ratio is a minimum of 1 adult to 5 youth. Supervising adults must be at least 25 years of age, mature, understand the seriousness of their responsibility, and cannot be the expedition leader. All guardian relationships must be approved by Ascend, including appropriate signed guardian documents and interviews. The following is a list of recommended questions for the minor to be asked in the presence of both the parent(s), in order to gain a better understanding of the minor and his/her needs. 1.

Why are you interested in going on this expedition?

What are you hoping to get out of the expedition?

What is the reason you are not going as a family?

How is your health and fitness?

Are there any special needs that you cannot manage under your own power that I should be aware of as your temporary guardian?

Are you currently on any medication? Please describle. Any others?

Have you ever been convicted of a crime (equivalent of a misdemeanor or higher?

The following is a list of recommended questions for the minor to be asked in the presence of the minor only, in confidentiality, in order to gain a better understanding of the level of care needed for the minor. 1.

Do you have any concerns about the upcoming expedition?

What are your strenghts and weaknesses?

Have you been, or are you currently a user of any illegal subtances (including alcohol) or prescriptions that have not been prescribed to you by a doctor?

Would you feel comfortable having me be assigned as your guardian?

The following is a list of recommended questions for the minorâ&#x20AC;&#x2122;s parents to be asked in the presence of the parents only, in confidentiality, in order to gain a better understanding of the level of care needed for the minor. 1.

What do you want your child to get our of this experience?

What are the concerns that you have for your child?

What are the stengths and weaknesses of your child?

Does your child currently have, or has he/she previously had a problem with substance abuse?

Ascend Adventure Travel Ave. Tullumayu | NÂş280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

As the recommended guardian of this minor, if you have any concerns regarding the results of the above questions or your own, please address them with the minor and the parents prior to continuing. If needed, please consult Ascend management. If you are comfortable with the results of the above questions or your own, and would be comfortable taking over temporary guardianship of the minor, please continue. I, ______________________, agree to the following during my tenure as guardian: 1.

I will observe the Code of Honor and set a good example for the minor. I will also see that the minor observes the Code of Honor.

I will maintain the duties of parenthood in caring for the minor, and in doing so I will also respect him/her. This includes not physically or verbally abusing the minor or engaging in conduct that threatens or endangers the health or safety of the minor.

I agree to obey, and sustain the laws of my home country and of the host country including the protection and proper care of the minor.

I hereby accept the role of guardian over the minor _______________________, and agree to obey all guidelines as listed above, as well as the requests of the parents in regard to the welfare of the minor. This contract is in effect from: _________________, _______, ___________ until ___________________, ________, ____________ Year Year Month Date Month Date ___________________________ ___________________ Signature of Guardian Date Please note that both parents must sign and notarize the Immigration Form for Participants under the age of 18, designating and authorizating you as guardian.

Ascend Adventure Travel Ave. Tullumayu | Nยบ280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

Immigration Form for Participants under the age of 18 One form to be filled out per humanitarian expedition participant under the age of 18.

I / We, ___________________________________, hereby authorize ________________________________ parent(s) not traveling name of parent / guardian traveling to travel to ________________ with my child _________________________, and be responsible for him / her. country name of child traveling I verify that by signing below in the presence of a notary that my child is traveling outside the United States with my knowledge and full permission. _______________________________________ parent(s) not traveling

_________________ Date

_______________________________________ notary

_________________ Date

Ascend Adventure Travel Ave. Tullumayu | Nยบ280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

18 Questions For Expedition Participants Participant Name _____________________________________________________________ Expedition month/year ____________________________ Leader ____________________________ What every participant should understand/answer before departure. Please complete the questions below, keep the original for you, and make a copy and submit it to your Expedition Leader at least 30 days before departure. Questions taken from the Mission, Operations & Outreach Solutions Section 1. Why does Ascend organize expeditions?

2. What are the 4 Ascend project solution areas?

3. Why are you going on this expedition? What are your expectations? What do you hope to experience/accomplish on this expedition?

4. Are the arrangements for extended cultural touring your own responsibility?

5. What is your team assignment? __________________ Who is the team leader? _____________________ What materials or plans are you specifically preparing as part of your team?

Questions taken from the Expedition Preparation & Requirement Section: 6. What items must be delivered to Ascend Travel before you depart?

7. Is a travel visa required to Peru?

8. What documents must you take when you travel?

9. What date and time is the standard group departure? _________________________________ What time is the group meeting at the airport?____________________ Ascend Adventure Travel Ave. Tullumayu | Nยบ280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

If you have a different departure, have you given the Ascend office a copy of your itinerary? _______________ Where do you plan to rendezvous with the group - location, date, time?

10. If something goes wrong i.e. you miss your plane, you canâ&#x20AC;&#x2122;t find the group when/where you are supposed to rendezvous, do you have the information you need to reconnect with the group? _____________________

Where is the group staying the first night? (Name and Phone)

Second night?

Who can you contact in country? (Name and Phone)

10. How many personal bags can you check? _________ How many are you planning to check? ___________ What is the weight restriction on each checked bag? ___________ Are you planning to accommodate one humanitarian bag in addition to your personal bag? ____________ How many carry-ons can you take? ___________ 11. Will tents or a building be provided to sleep in? ______ What sleeping gear do you need to take?

12. What out of pocket expenses do you need to take money for?

13. Where should you keep your cash and other valuables including passport, tickets, etc.?

14. What types of presents/favors are appropriate?

What are you considering/planning to bring?

15. If you are approached by an individual or group during or after the expedition for a donation/assistance, what is the appropriate channel for such requests?

16. With all this advance work, should you assume things will go as planned? ____________ Are you genuinely prepared to expect the unexpected, be tolerant of trial and error, find humor in difficult situations, and enjoy cultural differences?

Ascend Adventure Travel Ave. Tullumayu | NÂş280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

Questions from the Reference Tools & Background Reading Section: 17. Is it important to have clean currency from your home country for exchange? _______________ What is clean currency? 18. What do you know about the village where we will be staying? What is the village name ___________________ What are the primary languages spoken in the village? __________________________ Are you committed to learning a few phrases in the primary foreign language? __________________ Other helpful insights you learned:

Ascend Adventure Travel Ave. Tullumayu | Nยบ280 | Cusco | Peru info@ascendtravelperu.com | www.ascendtravelperu.com

Adventure Travel

Section IV: Expedition Meetings Pre-Expedition Briefings There should be a minimum of three—and if needed—four briefing meetings before the expedition. Project teams will also need one or more preparation meetings to discuss their team assignments. All participants should attend these meetings if possible. For those who cannot or do not attend, it is critical that the Expedition Leader and appropriate Team Leader follow up so that the entire team is adequately informed. The EL needs to make certain non-attendees get a briefing manual and necessary forms. (If you need the manual e-mailed, ask Ascend staff.) The EL must follow-up with a call to non-attendees to encourage them to read the manual and make certain they understand their specific responsibilities i.e. the advance preparation checklist, payment schedule, team assignments, and completing required forms, including the 18 questions. Ideas for Effective Expedition Briefing Meetings Games: In the past, as an example of making meetings interactive, leaders have used a “Jeopardy” style game to review briefing manual information and discussion topics. The game can be laid out with various topics across the top with point values down the side. Topics may include “Language”, “Culture”, “Logistics”, and so forth, with questions such as the following: -“Buenas dias, me llamo Migel” What is the translation for this Spanish phrase? -Is it okay to address an individual who is older than you by their first name? -Where will we rendezvous upon arrival into the country, especially for those flying on their own? Try to make the questions as meaningful, intriguing, and entertaining as possible. Divide the group up into its leadership teams. Encourage participants to work with each other in finding the answers. You may want to have small prizes available to them, such as an item that may be useful to them on the expedition. Learn From Experience: Invite past team leaders to the expedition briefing meetings to provide their first hand experience to participants who may be doing this for the first time. For example, the technology and construction team should team up with a past team leader who has worked on a project they will be working on, such as building an adobe stove. If participant met with this team leader to actually build a stove before they left, they would not have to spend valuable time working out any potential problems they may face with the stove in country. This is also a great team building activity that is a fun and exciting way to spend a meeting time. Fun Competitions: Create competitions within the group. Encourage families or teams to compete against each other in raising additional project funds or collecting humanitarian supplies. These experiences need to be as inviting and exciting as possible to build the moral of the group and to

Adventure Travel

ensure the most efficient and fulfilling experience as possible. We want these participants to be friends for years to come and to join with Ascend in the future. Interact: Please focus on making meetings interactive, including discussions, role play, videos, photos of the area, team building activities and Jeopardy-style game to review important points to know. Assign team leaders to take on various parts of the briefing meetings. You can also invite supplemental discussion leaders. An EL isnâ&#x20AC;&#x2122;t expected to know everything, and even if you do, itâ&#x20AC;&#x2122;s better for interest sake to share discussion leadership and offer more than one perspective. Expedition Team Assignments Your ability to get along with others is of paramount importance to the success of this expedition. All the labors of the expeditions become team assignments to be shared and enjoyed as much as the outreaching itself. Flexibility and improvisation on team assignments and objectives is also of great importance. Even the best-organized teams may find themselves improvising to meet unexpected circumstances. Your flexibility and sense of humor will go a long way toward your enjoyment of this experience. The options listed below may be available for team assignments based on the four main Program Solutions already discussed in this Mission and Operations section. There is also a fifth team assignment, which is an important expedition-specific component: Culture, Team Building & Logistics. Thus, comprehensive expeditions usually organize five teams: 1) 2) 3) 4) 5)

Education Microenterprise Health Simple Technology Culture, Team Building & Logistics

Some expeditions may be focused on one program solution area depending on the needs of the community and the participant skill base. Expedition members who do not have the expertise of the mission focus will be invited to work in support of the focus mission and may also have opportunities to participate in other humanitarian projects, teaching and training, depending on location and community needs. The scope of each expedition focuses on participant backgrounds and interests, and how they relate with village needs and circumstances. For example, a Health Team with strong medical personnel may have a full-scale medical and dental clinic, where on another expedition the health team may offer only basic health and hygiene training because of more limited personnel. As you consider which team you may be interested in, please understand that team assignments help us organize ourselves into smaller, efficient groups, to make sure we are well prepared in each area. Once you get on site, you will be able to move around and experience different teams and projects. You are not locked into just one team because of your initial team assignment. Team leaders will be assigned for each team on a comprehensive expedition. When possible this is someone who has skills/background in the area; and if we are really fortunate, they may even be a 57

Adventure Travel

repeat expedition participant. Team leaders should also work with the Expedition Coordinator in requesting meetings among past team leaders and current team leaders and their team. Veteran team leaders will be able to assist with sample projects, answering any specific team questions, and providing support and service when needed in preparation for the expedition.

Outline Of Possible Team Activities 1) Education Learn the discussion-based approach to Literacy for Social Change so that you can teach, coordinate with, assist and learn from Community Workers (if they have already been selected and/or trained). A complete series of literacy for social change manuals is available. Teach women’s groups—topics from basic hygiene and childcare to micro enterprise and simple technologies. (Coordinate plans w/ other teams.) Teacher training for schoolteachers and/or parent groups who may also be serving as teachers. Interactive games and ideas for classroom interaction are much needed. “Parents are Teachers” manual is available. Teach in the classroom (helping the teacher see creativity in action): geography, history, environment, interactive learning activities, etc. Help establish or enhance the school library with books, school supplies, visual teaching aids and educational games. Review educational challenges and needs with teachers, parents and students. 2)

Enterprise Teach community workers using the “How to Start and Grow Your Own Business Manual.” Teach women’s groups how to organize themselves in preparation for small enterprise opportunities. In some cases groups will already be organized and anxious to discuss successes and problems. Discuss ideas for micro businesses successes and problems. Discuss savings and loan groups progress and challenges. Reinforce principles of integrity, industry and innovation. Assist with specific topics and concepts including bookkeeping, separation of funds, savings, reinvestment, marketing, quality control, etc. Specific skill training sessions for enterprise development may also be appropriate such as jewelry making, sewing, handicrafts, brick making, bee keeping, etc. Review challenges, needs and potential. Look at the full community’s needs including the youth, some of whom have even graduated from high school and have no employment.

3) Health Teaching stations set up as part of the health campaign to teach community members/patients. Possible stations include: 1) Respiratory illness 2) STDs 3) Dehydration, diarrhea, worms, intestinal parasites 4) Skin problems 5) Hygiene 6) Maternal and newborn care 7) Nutrition and enhancing family diets. 58

Adventure Travel

Train community workers, review progress and challenges, and provide basic supply kits. Materials available include the manual “Good Health Begins at Home,” the “Community Health Worker Training Manual” and the book “Where There is No Doctor.” Medical/dental/eye screening clinics including health workers, medical personnel and medical supplies for clinics and ongoing hospital outreach needs. Some expeditions may have options for surgeries and specialty teaching and training with local medical professionals. Review challenges and needs of the villagers in the area of health (and orphan advocacy if applicable). 4)

Technologies & Construction Work with community workers to help develop their skills in building adobe stoves. Training manual available. Teach how to construct eco-latrines and community bathrooms. Training manual available. Build water systems i.e. roof catchment, storage tanks, water recycling, pumps & wells, pipelines, water filters, etc. Multiple manuals available. Assist with agriculture technologies: gardens, drip irrigation, greenhouses, seed and fertilizer options, protection, etc. Manuals available. If appropriate, assist with energy technologies including solar power. Work with the community to construct community buildings such as schools, health posts and community centers. Review challenges and needs with village leaders and citizens.

5) Culture, Team Building & Logistics Advance preparation “Jeopardy Game” in Briefing Meetings. Get other team leaders to help. Team building activities prior to departure. Ideas range from simple get acquainted mixers at the beginning of briefing meetings to ropes courses. Help both groups (community members and expedition volunteers) understand each other’s culture, traditions and history. Consider peer interviews—Mothers to mothers, teens to teens, etc. Document and share. Photo documentation of project. Photo memory album of various expedition activities for community while on site. Organize photo CD or DVD using the best of participant photos upon return. Cultural sharing activities in the village: games such as soccer, volleyball, Frisbee or Nerf ball toss, hop-scotch, tag, jump rope, coloring, face painting, hair cutting / braiding, mending clothing, sewing buttons and teaching each other language phrases. Community Celebration: Share music, dance, skits, magic tricks, etc. from our culture. Expedition members can sing national songs or even campfire songs, or use other musical talents. Team Building Activities during the expedition, including evening meetings/get-togethers. Work with EL and team leaders to plan evening get-togethers with a nice mix of sharing, bonding and learning.

Adventure Travel

Camp set up (if applicable): sleeping area and arrangements, kitchen and dining set up and arrangements. Coordinate with Expedition leader and other team leaders on overall facility set up. This includes medical or dental clinic facilities, teaching facilities and training facilities. Expedition Sanitation program: container recycling, burnable garbage, biodegradable garbage, carry out, wash stations, sanitary protocol. Food & Water (if applicable): work with field staff to arrange for village cooking staff, appropriate menus, group water, verify adequacy of supplies and equipment. Make work rotation schedules for expedition participants to help with meals. TEAM LEADERS Team leaders are appointed by the Expedition Leader to assist before, during and after the expedition. Specific duties will be defined by the Expedition Leader as needed. The following are general guidelines: Responsibilities prior to expedition departure: 1) Coordinate preparation as per team assignments. Refer to team outlines above and team manuals, which will be given to you. Seek advice from previous team leaders and expedition leader. 2) Assist participants in preparing for departure. 3) Keep track of team members during travel, making certain they keep tickets and I.D. securely with them and be â&#x20AC;&#x153;the last one on board.â&#x20AC;? Responsibilities upon expedition arrival in country: 1) Upon arrival at village, meet with the expedition leader and the in-country facilitator to coordinate camp set-up plans. Help team members set up camp, workstations and organize projects. 2) Continue leadership planning meetings with expedition leader, the in-country facilitator, and community leaders to coordinate project accomplishment. Offer reports/updates/concerns as needed and at evening get-togethers. 3) Work with team and community members to accomplish projects, rotate team members as needed, facilitate communication and monitor project tasks. 4) Throughout the course of the expedition, willingly offer assistance in whatever capacity is needed. 5) Assist team members in travel home if possible. Responsibilities after expedition completion: 1) Complete a brief team report, outlining your activities, accomplishments and lessons learned. Submit the report to Ascend Travel 2) Offer assistance with expedition reunions, organizing photos, and staying involved. 60

July Peru Expedition Briefing Meeting #1 April 21, 2012, 7:00 p.m. PROPOSED AGENDA: 1. Introduction & Team Building: (7:00—7:20) Video/Distribute Manuals Participants pair up with someone new, get acquainted & introduce each other 2. Ascend Mission & Operations (7:20—7:35) Service-Learning Expeditions—an important part of the mission Budgeting Issues 3. Outreach Solutions (7:35—8:00) Program Areas & Project Activities: – Education: Literacy, manuals, school construction, school kits/supplies, ID lanyards – Enterprise: Savings groups, teaching basic business skills, plans, accounting & marketing – Health: Medical clinic, health worker training, teaching stations, health worker kits, hygiene kits, newborn kits. – Technology & Construction: Health clinic construction, adobe stoves, family gardens, community greenhouse, drip irrigation kits – Logistics & Team Building: Camp set up, menus, shopping lists, kitchen assignments, team building activities, inter-cultural exchange games, mending, journal, photo album, performances. Draw attention to Team Leader Responsibilities—decide where your interests are before next meeting. Those willing to lead, please contact expedition leader. 5. Advance Preparation and Requirements (8:00—8:25) Check List & Forms, Payment Schedule Overview/Itinerary/Airline Arrangements Travel Information/Advisory: Highlights Discuss Humanitarian Supplies needed, suggestions, assignments ***Please read the manual prior to our next meeting! We’ll answer questions next time. 6. Next Meeting, Conclusion (8:25) Next Meeting date & time: TBD 7. Afterward: Expedition Checklist Follow-up—Turn in applications, deposit Cultural Tour questions, etc. (8:30—finish) REMINDER NOTES: This mission will be successful if each person makes preparation & follow through high priority! Please complete and submit forms ASAP. Please pay attention to payment deadlines. Late payments = serious problems i.e. loosing airfare

July Peru Expedition Briefing Meeting #2 May 27, 2012, 7:00 p.m. PROPOSED AGENDA: 1. Welcome and Introductions, Team Building (7:00-7:10) 2. Peru Slide Show (7:10-7:15) 3. Questions/Insights from the Briefing Manual: (7:15-7:35) Reminder of items to assist in your preparation via the manual Jeopardy Game Preparation Check List Timeline, Reminders Additional Questions 4. Background Readings & Language Prep (7:35-7:50) Peru background/culture/useful information Cusco/Sacred Valley area background/villages/community for expedition Language preparation: Greetings—practice a few. Prepare to learn introductions next time. 5. Team Opportunities and Assignments (7:50-8:25) • Education: _______________________________, Chair/s, YTL Community Workers & Mother’s Groups, School Kits / Supplies, ID Lanyards, etc. • Enterprise: ______________________________, Chair/s, YTL Community Workers & Enterprise Groups, Teaching basic business skills, plans, accounting & marketing, sewing classes, etc. • Health: _____________________________, Chair/s, YTL Medical Clinic, Eye Screening, Dental Clinic, Health Worker Training, Teaching Stations for Patients, Health Worker Kits, Hygiene Kits, Newborn Kits, etc. • Technology & Construction: ___________________________, Chair/s, YTL Community Building Construction, Adobe Stoves, Latrines, Family Gardens, Drip Irrigation Kits, Composting, Seeds, etc. • Culture, Logistics & Team Building: ____________________________, Chair/s, TYL Camp Set up, Recycling, Menus, Shopping Lists, Kitchen Assignments, Games, Digital Photos / Photo Album, Journal, Performances, Interviews, etc. 6. Humanitarian Supplies (8:25--8:30) Status, supplies progress, group recommendations 7. Next Meeting: Monday, June 24, 7 p.m. 8. Adjourn (8:30 p.m.) 9. Afterward: Expedition Checklist Follow-up—Turn in forms, payments Cultural Tour questions, etc. (8:30—finish)

July Peru Expedition Briefing Meeting #3 June 24, 2012, 7 p.m. PROPOSED AGENDA: 1. Welcome (7:00-7:10) Language Prep Introductions 2. Team Building Activity (7:10-7:30) 3. Update Discussion (7:30-7:45) Community Preparation Transportation & Other Logistics Important Information: Emergency Health / Evacuation 24- hour emergency numbers: Health provider international number: Travel insurance provider international number: Accommodations & Field Communications Rendezvous Hotel: Address: Tel: Email: 4. Team Reports / Coordination (7:45-8:10) Education: ______________, TL; ______________ YTL Enterprise: ______________, TL; ______________ YTL Health: ______________, TL; ______________ YTL Technology & Construction: ______________, TL; ______________ YTL Logistics & Team Building: ______________, TL; ______________ YTL 5. Round #2 Jeopardy!! (8:10-8:20) 6. Baggage issues, Assembling and Packing Humanitarian Supplies (8:20--8:30) Status & supplies still needed, Baggage Issues 7. Upcoming Meetings, Conclusion (8:30) Packing Meeting: _____________________ Will distribute airline tickets and cover any last minute issues. 8. Afterward: Expedition Checklist Follow-upâ&#x20AC;&#x201D;Turn in forms, payments Cultural Tour questions, etc. (8:30â&#x20AC;&#x201D;finish)

July Peru Expedition Packing Meeting July 14, 2012, 7 p.m. NO AGENDA REQUIRED: Pack humanitarian supplies Reminders: 1) 2) 3) 4) 5) 6)

Distribute t-shirts Distribute luggage tags Distribute airline tickets Reminder about personal baggage weightâ&#x20AC;&#x201D;in country baggage issues Airport departure time and location reminder Collect Missing Forms / Check List Items

Adventure Travel

Expedition Meetings and Discussions During the Expedition The expedition really begins at the airport. Meetings during the expedition are of primary importance. Without open communication, resentment can build and flare needlessly. Throughout the expedition, participants need to feel that they can come to the expedition leader with any problems or concerns. The expedition meetings are an ideal time to ask people about what they are thinking and feeling. And don't forget to add humor—as the EL, be willing to laugh at yourself, keep your cool, and admit your mistakes.

Airport Departure Meeting This meeting is designed to take place after group check in, but prior to your arrival in country. Before boarding the first plane, please assign travel groups. You can cover other discussion items during layovers. Topics for Airport Discussions: 1. Introductions & Travel team assignments §

Tell them how excited you are and what a wonderful adventure this will be! Recognize any "new" participants who may be joining from other departure points and allow each participant to introduce himself/herself. (Repeat this procedure as necessary during transit whenever a "new" participant rendezvous with the group.) Assign travel groups (the buddy system), family groupings, or teams of 4-8 people.

§

Make sure everyone knows his or her travel mates. Reiterate looking out for each other, and making sure everyone gets on and off the plane, bus, etc., double-checking that nothing is left behind, that everyone has their money-pouch w/ tickets and passport, and that travel group leaders are the last to board/re-board.

§

Remind participants about others who will be joining the group en route and to make certain they are welcomed warmly.

2. Precautions §

Remind them that to ensure a successful adventure, there are some important precautions to keep in mind: o Theft & security: Encourage everyone to keep their important documents and money in their money pouch or belt at all times, and to keep it out of sight, on their person, as they travel. Double check everything as you prepare to leave the plane, bus, hotel, etc. 65

Adventure Travel

Tell them a "difficult to believe, but true horror story" to reinforce this. Remind them not to leave any of their luggage unattended in transit. Ask a team member to watch it if you need to leave. o Sanitation: Encourage the group to remember the expedition is short—they really need to maintain good health for everyone's sake. So please, start practicing now, on the way over, to take extra precautions to avoid hand to mouth contact until after hands are cleaned with an anti-bacterial wipe. As soon as the group enters the country, nothing, which hasn't been boiled, sanitized or fully cooked, is without potentially sickening organisms. Luggage, currency, someone we shake hands with all have the capacity to make us ill. It's not that they are dirty. They just have different organisms than our body is accustomed to. Tell a "difficult to believe, but true horror story" to reinforce this. Remind them that even wiping their mouth or unwrapping a stick of gum with un-sanitized hands and putting it into their mouth may be enough to spread the bacteria into their system...so can brushing their teeth with tap water, or sipping water in the shower. And, unfortunately, sharing is a great way to increase the odds of getting sick. 3. Malaria Medication Reminder (if applicable) §

If the group is on a synchronized malaria regimen, remind them to take their medication.

4. Other Questions: Ask if there are any questions. Answer accordingly.

Rendezvous Arrival Meeting The first meeting in country should be held on the day of arrival after everyone has rested, or the day after arrival if you arrive at night. The first meeting in country is particularly important because by now the participants are dealing with jet lag and culture shock. They are at their most vulnerable stage and will need some extra words of caution. Possible Agenda: 1. Culture Shock: Recognize that this may be many participants' first experience in a developing country, so help them understand their environment. Remind them about your previous discussions regarding history, culture, etc. Remind about specific taboos and important courtesies. Help them address any concerns or questions about their environment. 2. Theft & Security: Help participants with guidelines on local theft and security. Remind them not to wear expensive jewelry, or carry purses or valuables out in the open. Help them understand traffic hazards for pedestrians. Remind them to watch out for each other, and that there definitely is safety in numbers.

Adventure Travel

3. Health Considerations: Remind participants about important tips on local food & water and staying healthy. Participants should only drink sealed bottled water, or carbonated drinks, even in cities and hotels. Watch out for ice. Some is pure, some is not. Even brush your teeth in the purified water, not tap water, and keep your mouth shut in the shower. Cooked food is generally safe, if it is eaten while hot. Be careful about raw fruits and vegetables. You should only consider them if you know they have been sterilized in Clorox or if you can peel them. Hard cheese and breads are usually safe. Finally, don't forget to wear your shoes at all times--from your hotel room to the village. Fungal infections and other foot diseases are common. 4. Participant Concerns: Encourage participants to bring concerns to your attention. Talk about physical/physiological demands. 5. The Plan: Discuss the itinerary for the day/next day. Ask for input. Encourage them to take it easy.

Village Arrival Meeting Parts of this meeting can often take place on the bus, en route to the village, or if it seems better to wait until arrival, OK. 1. Village Culture Shock: Talk specifically about what the participants are seeing and are about to see. Remind them of cultural insights, customs, taboos, appropriate dress & conduct, and the importance of trying to understand and appreciate the villagers. Remind participants to be careful to treat the villagers with respect, to be open minded and slow to judge, to endeavor to better understand their culture, customs and religion. 2. No Hidden Agendas Reminder: Remember Ascend has no political or religious agenda in our humanitarian service. We do not proselyte. The Ascend mission is humanitarian service and intercultural education. Encourage participants to take advantage of the opportunity to learn by watching and interacting. Remember to leave all agendas behind--e.g. missionary work, or any crusades to make a point. 3. Ascend In-Country Staff & Community Leadership: If you have not already done so, introduce participants to the In-Country Staff and their roles. Tell them about the village leaders--their names, their roles, and how we can work with them. Review the village composition, circumstances, etc.

Organization/Set Up Discussions 1. Camp Set Up Â§ď&#x201A;§

Turn time over to the Logistics / Team Building Leader to discuss camp set up and food preparation plans. Remind them that on expeditions, dirty work, manual labor, kitchen detail, 67

Adventure Travel

latrine detail and garbage detail can all be fun. Divide into work team assignments to a) set up the kitchen; b) set up the sanitation/recycling center; c) set up the antibacterial wash station and d) set up the latrine if the villagers have not already made accommodations. Make sure everyone understands his or her assignments. Remind the participants that before beginning these assignments, the first priority is to assist one another until everyone's tent is set up and bags are placed inside. Work with the In-Country Staff regarding set up plans as well, since they will likely have done significant pre-arranging and setting up. §

Please remind participants about the importance of establishing boundaries right from the beginning to avoid temptation for theft. Community members should not be invited inside expeditioner’s tents, and tents should be zipped up at all times to minimize temptation and for protection from rain. The tent area, after set up, will be roped off. Community members will be asked to stay outside the tent area, so please don’t invite them in.

2. Health—Medical Clinic, Teaching Stations, Dental and Eye Screening Set Up as Applicable §

Turn time over to the Health Team Leader to discuss the medical clinic and if possible set up a preliminary clinic schedule. Take medical supplies to the designated building where the clinic is to be held. Health team members and others available should organize once their individual tents or sleeping circumstances are set up.

3. Other team set up §

Give time to other team leaders to discuss set-up needs / plans.

4. Gift Giving Reminders §

Remind the group about the importance of appropriate favors and presents vs. Santa Clause Syndrome.

Project Planning Meeting This meeting should be held after camp is set up. The expedition leader should work with the Region Manager to organize a project planning meeting with Team Leaders, Program Coordinators and the Community Council to discuss the five team areas and plans for the week.

Evening Team Meetings As possibly the most important key to success on an expedition, these gatherings should be conducted by the Expedition Leader and Team Building and Logistics Team. This is an important, fun opportunity to meet each evening in a relaxed setting, right after dinner before people get too tired. Activities can include 1) a team building activity or education about the community, history, culture, etc., 2) sharing 68

Adventure Travel

great experiences or insights from the day, 3) team progress reports and 4) team plans / needs for the next day. Participants should be encouraged to keep a brief journal or write small articles about the day, that they would be willing to share with ASCEND for publicity purposes.

Post-Community Celebration Dinner This is to be held the evening after the expedition leaves the community, or soon thereafter in a relaxed dinner setting. Make sure this meeting takes place before participants begin going their separate ways so you can benefit from everyone's input and camaraderie. 1. Volunteer Appreciation §

Take the opportunity to express appreciation for the volunteers--including unforgettable moments with them and the villagers. Admit and even poke fun at your own mistakes and frustrations.

2. Mission Accomplishment §

Have the team leaders help summarize accomplishments in each of the mission solution areas. Take notes so that you can include this in your report.

3. Set a time for the Expedition Reunion §

Remind Team Building TL to discuss a date and location for the post expedition reunion within 3 months of return. Ask those who have taken photos, video, been assigned the group journal if this is a realistic time frame for them to assemble their work. (If someone has not yet been assigned for this, make sure someone is assigned.) Finalize the date if possible.

4. Media Coverage §

Remind Team Building TL to ask for a volunteer/s to write a story for their local media and submit it with photos and/or video. Explain how helpful media coverage can be for future recruitment and for furthering the Ascend Mission. Hopefully someone will look forward to this opportunity, so it will be an enjoyable assignment. The person submitting may well find himself/herself a featured part of the article.

5. Future Involvement §

Let participants know that they will be receiving a thank you letter and survey by mail to ask for their written suggestions and insights. They will also be invited to write a brief note on something they saw or participated in which was particularly successful or life changing and to include their photos with this note.

Adventure Travel

§

Reinforce that Ascend is a volunteer-focused organization, that they have already played a critical role in helping with the Ascend mission and that they can have an on-going and very important role in the future. Encourage them to review the “What Happens After the Expedition Section” of their manual on their way home, and consider ways they would like to be involved on an ongoing basis.

6. Departure/Cultural Tour Plans §

Discuss an outline for the remaining days in country. Include reminders on safety (or lack of) regarding food, water, going off alone, transportation, theft, etc. The cultural tour portion of the expedition is often when people have a tendency to let their guard down--and thus their lax approach to sanitation and safety can lead to illness and injury, just when they really want to enjoy the R&R! Encourage them to continue to be overly cautious.

Adventure Travel

Expedition Reunion Meeting After the expedition, it is the Expedition Leaderâ&#x20AC;&#x2122;s responsibility to see that the reunion takes place, to facilitate its organization in coordination with the Team Building Team Leader, and to attend. The reunion should be held within three months of return. Ideas for the Reunion: 1. Dinner or refreshments: If the reunion in planned around a metal, enjoy it. Participants can all bring something. The Team-Building and Logistics team can help plan the meal / evening. 2. Compile a CD of videos and photos, share photo albums, memories, etc.: In preparation for the reunion, please ask for a volunteer willing to help assemble a digital CD for the participants. This can then be presented the evening of the reunion (itâ&#x20AC;&#x2122;s nice if it is set to music as a slideshow) and then copies can be distributed to participants. Expedition budgets can include this. For those with non-digital photos, slides or video, provide the opportunity for them to show a sample of their images. Present and distribute copies of the group journal if possible. 3. Awards: You may wish to present awards to team leaders as well as take the opportunity to share memories of team leaders and members. Give credit and praise for a job well done. 4. Future Involvement Reminder / Volunteers Needed: Thank everyone again, reiterate and encourage the participants continued involvement with Ascend Travel. Participants will receive a post-expedition packet with information on how they can stay involved with Ascend and encourage others to participate in service expeditions.

Adventure Travel

Section V: Expedition Leader Analysis Report To be completed by the Expedition Leader and submitted to headquarters within one month of return Expedition Leader: __________________________________ Report Date: ________________ Expedition Location / Date: ________________________________________________________

Section I. Volunteer Evaluation Future Expedition Leaders Were there individuals in your expedition group who you believe would be excellent future leaders? Who? Why would you recommend him/her?

Section II. Community & Program Evaluation Community Participation Describe the participation of the community in the projects, work, or activities of the expedition, involvement of village women in arrangements or work efforts and your general assessment of the communityâ&#x20AC;&#x2122;s acceptance of the Ascend expedition.

Local Leadership, Networking & Volunteers Tell us about the communityâ&#x20AC;&#x2122;s local leadership. Did you meet the community council? How many members? How many men vs. women? Were they actively involved? Effective? Did other in-country organizations or volunteer personnel participate? Please explain their roles & effect.

Adventure Travel

Cultural Recognition What steps were taken to enhance/ preserve the local culture? Did the community perform cultural dances or songs for the expedition? What types of cultural sharing did the expedition members do, and how was that accepted? What interaction took place regularly between villagers and expedition members?

Review Of Project Continuation / Sustainability Please make a list of projects / programs undertaken during the expedition

Please evaluate the projects and activities undertaken and provide evidence as to whether the community considers the projects to be theirs or not, and offer your analysis regarding potential for longterm success and sustainability. Please be specific concerning lessons learned for future projects

Section III. Evaluation Of Ascend Operations Effectiveness Of Field Personnel Please evaluate the effectiveness of the field personnel (country director, program coordinators, interns, etc.) currently on site with whom you coordinated / interacted. Please provide your observations on their expedition preparation efforts, leadership skills, attitude, dependability, interactions with the village and expedition participants, including strengths and weaknesses.

Effectiveness Of Ascend Travel Personnel Please evaluate the effectiveness of Ascend Travel personal with whom you coordinated / interacted. Please provide your observations on expedition preparation efforts, leadership skills, attitude, dependability, level of professionalism, including strengths and weaknesses.

Adventure Travel

Travel Arrangements At Ascend we do all of our travel arrangements. We do our best to make sure that your trip is enjoyable. Please tell us what you liked, as well as what you didn’t like. Please address 1) the expedition itself, and 2) cultural arrangements if you participated or received feedback.

Section IV. Personal Evaluation Effectiveness / Future Leadership Desires Please indicate your level of interest in leading future Ascend expedition to this are or others. Evaluate own effectiveness of this expedition: your leadership strengths as well as areas you hope to improve.

Other Observations Please share some of your experiences and insights from the expedition. What experience/s was/were the most enjoyable or meaningful to you?

Suggestions What else did you learn from this experience? What should future leaders or Ascend personnel know for “next time” which you have not already commented on? Other recommendations for change / improvements?

PLEASE NOTE: IF YOU HAVE SUGGESTIONS REGARDING PREPARATION MATERIALS, INCLUDING YOUR TEAM MANUAL OR THE EXPEDITION MANUAL, PLEASE GIVE US A COPY OF THE EDITED PAGES SO WE CAN INCORPORATE THE CHANGES FOR THE BENEFIT OF FUTURE GROUPS.

Adventure Travel

Expedition Leader Thank You Letter (Sample) February 8, 2012 We want to thank you for you participation in our Peru Expedition! We had a wonderful time and appreciate all you did to make the expedition a success. This was an amazing opportunity to share and learn from our “hermanos y hermanas” half-a-world away! A big thanks to Dr. Farrell and Ashley, Katherine, Scott, Meagan, Linda and everyone who worked to make a very successful medical clinic (including everyone who made sure that kid-cheeks were glossy and healthy—Jordan, Levi, and Ben we’re talking to you) Applause goes to our technology and construction crew, especially Bryan. Without his expertise and the diligent work of Candice, Daniel, Dallin, Julia, Doug and everyone else who pitched in, the electricity in the clinic would never have passed code (oh wait, it still probably won’t, but it also won’t burn down.) Big thanks to Dave Kenison for being our agricultural technology expert. He and Big Zach did a great job with the drip irrigation kits and the greenhouse. We will brag and tell you that when we showed pictures of the greenhouse to the headquarters staff, Heather who does our travel arrangements said, “Nice greenhouse!” as if she was looking at a pretty car. (We’re sort of nerdy around the office.) And thanks to Ken and Jeff for spending long hours working on the awesome stove. (Don’t worry gents, Heather said, “Nice stove!” too.) The Enterprise and sewing classes were a big hit. Thanks to Dave and Ken for the great business training, and for all who helped with sewing. The women in the village will never be the same! We can’t wait to see their progress this year! Kudos to our intercultural and logistics team. The kitchen, under the direction of Vickie was nothing shy of awesome. Food was great, and everyone helped make kitchen duties fun. You’ll be pleased to know that we are referring anyone in the future who is in charge of logistics to Vickie so she can pass on all of her knowledge. Nice work to Sarah who not only made the amazing photo album for the villagers but is also compiling photos for us. Also, a very special thanks to Gibb. Where would we be without his musical prowess and photo-taking skills? We’ve seen the video he put together (you’ll all be getting a copy) and it’s wonderful. Thanks to Erin, Marianne, Char, Natalie, Utah and everyone who participated in kick-ball games, soccer, nail painting, and playing with the children. We’re sure that the next group will be greeted by kids who run up to hug them and ask about Utah Kim. Some of you may be thinking we forgot Zach Forsberg. Never fear, we just had a very specific thing to thank him for. Anyone who saw Zach dancing with the little girls can testify that he knows how to get his groove on. We’ll all have to agree to meet some other day-before-New-Year’s -Eve and dance the night away at the side of a medical clinic in South America. Dancing here just doesn’t compare.

Adventure Travel

Thank you all for your tremendous contribution. You have done so much. We hope you will continue to help the lives of others by becoming ongoing volunteers and supporters for Ascend--including planning toward future humanitarian expeditions as your time and circumstances permit. Please know that wherever you live, we have many ways for you to help! Each of you has skills and connections that would help us move forward in this important work. We’d love to hear from you and discuss your interests so that we can benefit from your continued involvement! One of the ways you can help us right away is to take a moment to write a brief note—signed by you—on your personal letterhead or note paper, sharing a paragraph or two about a specific project or program that you thought was really successful or life changing. For example, you may share your observations on how hard the community worked to construct the clinic and what it meant to them; or the new adobe stove, which went from a curiosity to the “hottest” item in town, which everyone now hopes to build, etc. And if possible, please enclose a photo related to your note. Such success stories and photos can be used in a variety of wonderful ways, including giving a copy to a donor who wants to know the impact of his/her contribution, posting it on our website, or as part of our electronic newsletter. We are also attaching a short expedition survey, which we encourage you to complete and send back to headquarters. We really appreciate and learn from participant insights and recommendations. So thanks in advance for taking time to write the personal note and complete the survey. We send our heartfelt thanks to you for reaching out to help some of the world’s poorest citizens and for taking your time to go off the beaten track, leaving behind the comforts of home to live and work with the villagers of Amaru, our home away from home. Con mucho cariňo,

John Doe Expedition Leader

Jane Doe Expedition Co-Leader

P.S. We will be in contact by email about our reunion in March. More fun times coming soon…!

Adventure Travel

Expedition Follow-Up Procedures End-of-Expedition Packet: Expedition follow-up procedures have been created to provide precise and efficient means of following up with expedition participants. The sections that follow are preparation guidelines for creating the End-of-Expedition Packet to be dispersed to all family groups or individuals who took part in an Ascend service expedition. The End-of-Expedition Summary Packet – One Per Family 1. Thank You Letters 2. Expedition Participant Surveys 3. DVD 4. Sister School Humanitarian Program Brochure 5. Photo Contest 6. Future Expeditions 1) Thank You Letters: Contributed by Expedition Leader Thanking expedition participants for their time, energy, goods, and moneys donated to the expedition and projects is important in fulfilling the quality of care promised to participants. This is an additional letter to standard acknowledgements, which is sent after the expedition completion. Thank you letters will also encourage future participation in the organization. Expedition participants should receive two letters. The first of which should be a letter from the Expedition Leader. The process for preparing for the dispersal of the expedition thank you letter is as follows: 1. Letter from the Expedition Leader: a) Create a letter thanking participants. b) Send letter to the Expedition Coordinator in editable electronic format within one week of the return of the expedition. c) Print one letter per family. 2. Letter from Community Member The second letter should be from a community member thanking a participant for coming to their country and brightening their life. The letter can be very simple (ex: “Thank you for coming to help me and my community”), but should include a picture if possible. The process for preparing for the dispersal of the community member thank you letter is as follows:

Adventure Travel

a) Work with in-country staff to organize letter writing and picture taking among villagers during the expedition. b) Collect letters and photos and bring back to home country. 2) Expedition Participant Survey Dispersal and Collection Since the expedition leader cannot be everywhere at once, and may not specialize in certain aspects of the expedition and its projects, it is important for every expedition participant to receive an Expedition Participant Survey at the end of each expedition. This survey will allow Ascend to assess the expedition from a participant standpoint, giving insight into the perceptions of care given to both the expedition participants and the people they serve. Understanding these perceptions and acting upon them in the future will help to ensure return participation and/or an increase in monetary donations. By making the process of completing the survey as simple as possible, we will in turn be rewarded with a high level of return surveys which will help us make a thorough analysis of the expedition. The process for the dispersal and collection of the Expedition Participant Survey is as follows: a) Send an email to each participant explaining the importance of the survey. (Ascend) b) Participants fill out the survey online at SurveyMonkey.comâ&#x201E;˘(Participants) c) Survey results emailed to Expedition Leader. (Ascend) 3) DVD: A DVD with photos, videos and other trip memories can be placed in the End-of-Expedition Packet. This DVD is a great way to share the vision of Ascend with other prospective participants. It provides a review or our service countries, ways to get involved, and inspiring stories from the field. 4) Sister School Humanitarian Program: Through the Sister School Humanitarian Program, students have the opportunity to learn about global poverty, come together, and provide aide to the Ascend humanitarian project of their choice. Projects are planned through the cooperative efforts of the school student body officers, students, teachers, parents, and an Ascend staff member. Success in the past has enhanced leadership skills of students, helped to strengthen school pride, increase the awareness of global poverty, and most importantly, changed the lives of poverty stricken families throughout the world. 5) Photo Contest: Each year Ascend holds a photo contest on our website. All participants are encouraged to enter into this contest for a chance at winning a number of fabulous prizes. Participants are encouraged to upload their expedition photos as well. These photos, with the consent of the photographer, may then be used in Ascend promotional materials to encourage future participation among members of the Ascend family.

Adventure Travel

6) Future Expeditions: The Future Expeditions section of our website is continually updated to supply potential participants with the most current information on expedition countries and dates. The website covers a year span allowing to participants to plan well in advance of the upcoming expedition â&#x20AC;&#x201C; www.ascendtravelperu.com/services/serviceexpeditions.html

Adventure Travel

Expedition Participant Survey 1. Who was your expedition leader? Tell us a little bit about them:

2. Please rate the qualities of your expedition leader: Weak

Fair

Good

Great

Amazing

Average Great

Amazing

Organized/Prepared Expertise Resolved Issues/Conflicts Leadership Fun/Engaging Accessible/Approachable Flexibility

3. Please rate the following aspects of your expedition: N/A

Poor

Accommodations Overall Value Cultural Tours Accommodations in communities Ascendâ&#x20AC;&#x2122;s Planning Meals Groups Dynamic Urban Accommodations Meals Cultural Tour

4. Please tell us more. What did you love? What would you have changed?

Adventure Travel

5. Please rate your interaction with Ascend personnel, expedition participants and community residents. N/A

Poor

Average Great

Amazing

In-Country Staff Expedition Leader International Interns Other Expeditioners

6. Do you have any additional comments on Ascend personnel, expedition participants, and community residents?

7. Please tell us how much you agree with the following statements as they relate to your personal expedition experience. Not really

Somewhat

For the most part

I had fun! I was meaningfully engaged in humanitarian projects I experienced a new culture I made new friends I accomplished something during my expedition I made a difference in someoneâ&#x20AC;&#x2122;s life This experience changed my life I gained new perspectives

Definitely

Completely

Adventure Travel

8. How did this trip affect your/your familyâ&#x20AC;&#x2122;s life?

9. What was the highlight of your expedition? What would you tell your friends to convince them to come along on an expedition?

10. Additional comments?

11. Would you recommend an Ascend Expedition to a friend or come with us again? Why or why not?

Sister School Humanitarian Program Local Schools Empowering International Communities

About Ascend Travel Ascend Travel: Solutions for Ending Poverty and Creating a Brighter Future Ascend Travel, is a travel agency based in Cusco, Peru specializing in service travel (aka “Voluntourism”) and cultural travel (aka “Solidarity Travel”). Ascend Travel organizes and operates service expeditions and traditional Peru tours (like Machu Picchu). Our projects include simple technologies, education, microenterprise and health. We also sell tour packages for destinations all over Peru. The following are examples of sustainable, prosperity-mentoring programs we provide in our four areas: Education: Literacy program School construction Library books Health Hygiene and health worker training Medical and dental services Building health clinics

Simple Technology: Reforestation Eco-Latrines Irrigation Systems Heat efficient, smoke free stoves Enterprise: Business training programs Enterprise mentoring

Benefits of Participating •

Cultivates teamwork as students work towards a common goal.

•

Develops the organizational and planning skills of student organizers.

•

Unifies your school.

•

Educates students about sustainable poverty solutions.

•

Students have the opportunity to travel abroad to a project site to learn leadership skills.

•

Helps students better understand global poverty issues and appropriate interventions.

•

Strengthens school pride.

•

Encourages creativity as students brainstorm project ideas.

•

Develops feelings of self-confidence as students accomplish their plans.

•

Improve cross-cultural understanding and perspective.

•

Cultivates problem-solving and critical thinking in implementing fundraising ideas.

•

Provides a cultural experience and exposure to other peoples and ways of life.

•

Students learn the difference between needs and wants as they practice selflessness.

•

Intentional experience makes students more attractive to potential employers.

•

Schools can follow the progress of their project online with “See the Change,” our great “facebook” style software program for transparent and informative follow-up.

Why Choose Ascend? • • • •

Matching funds Permanent in-country staff Sustainable development Economies of scale

Matching Funds One of the most unique advantages that Ascend has over other humanitarian organizations is that we have cultivated partnerships with the other governments and other organizations in the countries we work in. Matching funds multiply the amount of your contribution so your dolar goes further toward helping people who really need it. Permanent In Country Staff Ascend is truly an international organization. With permanent in-country offices and staff, Ascend gives employment opportunities to locals in Peru. This provides essential job skill training for the local staff in countries where it is difficult even for qualified workers to find jobs. Sustainable Development Many humanitarian organizations claim to practice ‘sustainable development’, In reality, the standards for what is considered sustainable are vague. Ascend’s sustainable development includes education-based programs to ensure the people are able to pass on that knowledge education-based programs to ensure people are able to pass on that knowledge to each other and their children All our programs and projects are designed to have a permanent impact on the communities where we work. Ascend does not focus on temporary aid such as giving out gifts for free or disaster relief. When Ascend says it practices sustainable development, we mean that the training programs and projects we use in our countries are simple, measurable, and graduation-focused. Ascend’s training programs are easy to understand and implement. Our projects are designed for using materials that are available in country. This not only cuts costs, but it makes it easy for villagers to repair the project as needed. Ascend regularly measures the progress and improvement in the lives of those who we have worked with.

This helps us see where we can improve our programs and allows donors to see how their money has been used. Our programs are graduation-focused, which means that we train communities with the goal that they will be able to implement new programs without Ascend. Ascend mentors families and individuals. Ascend mentors families and individuals in communities how to organize themselves and use the resources they have so they can become self-sufficient. Economies of scale Economies of scale refers to the unique way in which Ascend structures its in- country operations. This includes working in districts, rather than just one community, partnering with communities, governments, organizations and individuals. Local community members provide labor and materials for our programs and projects - furthering every donation. Ascend also uses unpaid volunteers from countries around the world who pay their own way on expeditions. This cuts administrative costs and ensures that your Sister School donations go directly to the project of your choice without having to fund overhead and administrative costs.

Fundraising Ideas Awareness Assembly Ascend is prepared to help your school organize and execute a cultural presentation on the country or countries of your choice. This presentation can highlight the lives of typical families and the problems associated with poverty they face. The presentation can be a slide show or PowerPoint presentation and is customized to your school. Donation Drive Your school may choose to collect needed materials such as backpacks, glasses, cameras, and sewing kits. You may also consider including a group photo, letter, or decorated and signed poster along with your donation. Fundraising Funds your school collects can go toward the Ascend project of your choice. A few options include but are not limited to: sponsorship of a school, health or community center construction, desks, school supplies, clean water, family gardens, latrines, or training programs in Education, Enterprise, Health, or Simple Technology. Spirit Week Hold a Spirit Week to raise money and awareness for the country or project your school has chosen to sponsor. Your Student Government or Media class can advertise the week’s events using posters, flyers, or announcements on your school’s channel. Encourage clubs to develop and propose their own fundraising projects. A sample schedule for a Sister School Spirit week is as follows: Monday: Spirit Week kick off. Hold an Awareness Assembly to introduce and explain the cause and fundraiser. Invite groups like multicultural clubs, cheerleaders, and the band to perform. Loose change collection during the assembly. Hand out flyers with a schedule of the week’s events. Tuesday: Diversity Day. Students and teachers are encouraged to dress ethnically. Class and grade winners for the best-dressed. Play ethnic music during passing periods for the day. Back packs collected in homeroom.

Additional Ideas Wednesday: Team Spirit Day. Sports teams that play that week pledge a dollar for every point made by their team. Encourage game attendance. Collect prescription glasses in homeroom. Thursday: Care Carnival with booths sponsored by different clubs. Collection of sewing items in homeroom. Friday: Closing assembly. Award prizes for classes that collected the most back packs, glasses, and sewing materials and for the club that raised the most money at the carnival. Announce how much money raised so far. For a high school or middle school a culturally-themed dance is an excellent way to end the week. Elementary schools can invite a cultural dance troupe to perform. Other Ideas: • • • • • • • • • • •

Raffle off faculty parking for a semester or year Fun Run or Walk Change collection Students compete to send their favorite (or least favorite!) teacher on an Ascend Expedition to Peru Pay not to wear your uniform to school day Rummage sale Car wash Multi-culturally themed dance (Provide Latin or African dance instruction before hand such as Salsa and Merengue) Bake Sale Auction off dates Dodge Ball Tournament

Project Accountability In order to help promote projects that empower Peru’s neediest citizens, we need your help to make our efforts a reality. In order to receive donations, we partner with the Ascend Humanitarian Alliance, a 501(c)(3) charitable organization located in the United States. Ascend Alliance has a revolutionary humanitarian software program called “See the Change” where we keep all of our project information. This allows you to select the project you like most and contribute to a specific need of a specific project. For residents of the United States, all donations are taxdeductible and the Ascend Alliance will provide a donation receipt for every donation.

Students and faculty can have fun following along with the projects they are supporting by logging in and clicking on their project. They can share all the exciting updates with their friends on their favorite social networks. Also, social media can be used to help get students and faculty excited and connected with special events.

Testimonials “This is an organization which empowers some of the poorest people in Latin America... With strong leaders and supporters, Ascend joins volunteers and interns from all walks of life with permanent staff to make an effective difference at the grassroots level” - Steve Young, NFL Two-Time MVP and NFL Hall of Fame Inductee “I have had the opportunity to see first-hand the life-changing work of Ascend. Our family participated leading an expedition to Peru, working sideby-side with those less fortunate. Because of our experience, we understand the great need and just how blessed we are. Thanks to Ascend, we were able to make a meaningful difference in the lives of those who need it most.” - Sharlene Hawkes, ESPN Sportscaster, Former Miss America and Executive Vice-President, StoryRock Publishing “One of the great things that our family has ever done was spend time in Peru this last summer with Ascend Travel. The experience could not have been better. Before the trip there was a lot of talk about going to Machu Picchu, and how cool that was going to be, and yes we did have a great experience at Machu Picchu, but in talking to our children after the trip they unanimously said that the real treat of the trip was living and working in the village amongst the Peruvian people. We all can’t wait to go back.” - Dr. John Edwards, July 2011

Contact Us We hope that your school will choose to participate in this wonderful opportunity to change the lives of your students, faculty, community, and the village your school helps. Please know that the assistance of Ascend is at your disposal for all steps of the Sister School Humanitarian Program.

Ascend Travel Peru Av. Tullumayo Nยบ280 Cusco, Peru

Phone: (801) 783-4919 info@ascendtravelperu.com

Facebook.com/ascendtravel www.ascendtravelperu.com

Thank You! Your participation in Ascend Travel is what makes our life changing efforts possible. We hope that this Leadership Training Manual will help you succeed on your service expedition. The most important considerations before visiting Peru are keeping an open mind and being ready for a variety of different situations. At Ascend, we are dedicated to providing an exceptional adventure as we provide educational, health, microenterprise, and simple technology solutions to those in need. We look forward to seeing you in-country and helping facilitate the experience of a lifetime. With the most sincere thanks,

Timothy Marti CEO and Founder

Av. Tullumayo, Nº280 Cusco, Peru Web: www.ascendtravelperu.com Email: info@ascendtravelperu.com

“I have had the opportunity to see first-hand the life-changing work of Ascend. Our family participated leading an expedition to Peru, working side-by-side with those less fortunate. Because of our experience, we understand the great need and just how blessed we are. Thanks to Ascend, we were able to make a meaningful difference in the lives of those who need it most.” - Sharlene Hawkes, ESPN Sportscaster, Former Miss America and Executive Vice-President, StoryRock Publishing

Solutions for Ending Poverty and Creating a Brighter Future