Expedition Planning Guide
Your complete roadmap to planning a safe, successful expedition
From concept to camp, logistics to leadership — everything you need in one place
Planning Timeline
Most expeditions need 6–12+ months of planning (complex/remote trips may require longer)
12+ Months Before Departure
Clarify the “why”, assemble the team, and prove feasibility
Define Objectives & Success Criteria
- Write SMART objectives (summit, traverse, research outputs, film/photo brief).
- Outline constraints: terrain, altitude, remoteness, season, legal/permit limits.
- Draft a preliminary risk register & feasibility note.
Build the Core Team & Assign Roles
- Leader/Deputy, Medical Lead, Safety/Risk, Logistics, Communications, Media.
- Capture competencies & gaps; plan training to close gaps.
- Create a code of conduct and decision protocol (turn-back rules).
Research Region, Season & Style
- Collect maps/imagery (topo, satellite), historical trip reports & weather normals.
- Identify local contacts/fixers, access routes, landing zones, resupply options.
- Establish altitude profile; draft acclimatization strategy if >2,500 m.
Baseline Fitness & Skills
- Medical screening; start periodized training (strength, endurance, load carriage).
- Book formal training as needed (WFA/WFR, glacier travel, rope rescue, nav).
- Pencil dates for test trips to validate systems and teamwork.
Prove Feasibility Early
A concise concept note + risk summary helps align the team and unlock sponsors, grants, permits, and insurance.
6–9 Months Before Departure
Turn the plan into logistics, safety systems, and budget
Finalize Route, Access & Permits
- Create route cards/GPX, bail-out options, cache/resupply points, and weather triggers.
- Apply for park, climbing, drone, research, or border permits; clarify restricted zones.
- Engage local fixer/outfitter for transport, porters/animals, or in-country bureaucracy.
Budget, Funding & Contingency
- Itemize travel, freight, food/fuel, guides/porters, comms, insurance, permits, contingency (15–25%).
- Pursue grants/sponsorship; define deliverables (reports, talks, media assets).
- Create procurement and spares plan for critical items.
Medical Screening & Vaccinations
- Schedule a pre-travel consult; review immunizations, malaria prophylaxis, and altitude/heat/cold risks.
- Build a medical kit tailored to the team, environment, remoteness and scope of care.
- Document health declarations, allergies, meds, and consent for emergency care.
Emergency Comms, ER Plan & Insurance
- Select layered comms (PLB/406 beacon, satellite messenger, satphone, VHF where legal).
- Write an emergency response plan (MEDEVAC triggers, nearest clinics/LZs, call-out/check-in schedule, SAR numbers).
- Purchase insurance covering high-risk activity and search & rescue/evacuation.
Environmental Plan (Leave No Trace)
- Waste policy (human waste, grey water, fuel spills); invasive species/biosecurity measures.
- Campsite impact minimization, wildlife protocols, cultural respect & permissions.
- If research: ethics approvals, consent, and data stewardship plan.
Rations, Fuel & Load Planning
- Calorie targets by phase; allergies; hydration and water treatment strategy.
- Fuel type/availability, stove compatibility, cold/altitude performance, spares.
- Packs/sleds load plan; weigh & label caches; shipping/ATA carnet if needed.
Write It Down
Maintain a living risk assessment, ER plan, and comms SOP. Rehearse them on shakedown trips.
3–6 Months Before Departure
Stress-test systems, train as a team, lock the moving parts
Training Blocks & Shakedown Trips
- Run multi-day test trips with full loads; rehearse navigation and camp routines.
- Scenario drills: injury, weather hold, lost comms, crevasse/river crossing.
- Refine turnaround times, pace, and duty rosters (cook, hygiene, comms).
Gear & Redundancy
- Function-check tents, stoves, water treatment, comms, power, medical kit.
- Create spares kit (critical fasteners, repair tape, stove jets, patch kits, cordage).
- LAMO (Lose-A-Man-Out) test: if one item fails, can you still operate safely?
Medical, Legal & Travel Docs
- Confirm vaccinations/meds; altitude/heat/cold countermeasures; dental check.
- Finalize visas, permits, expedition letters, and insurance certificates.
- Create waterproof document wallets + encrypted/cloud backups.
Comms & Callout Protocol
- Define primary/secondary devices, check-in schedule, and missed-check escalation.
- Pre-load contacts: local SAR, clinics, embassy, aviation for LZ coordination.
- Power plan: solar vs powerbanks; cable/adapter spares; cold-weather battery care.
Make It Real
Run at least one full-kit shakedown. Nothing reveals flaws faster than a night out in the conditions you expect.
Final 3 Months
Lock it in — packing lists, ER plan, travel, and roles
Packing, Labelling & Spares
- Finalize personal & group kit; label drybags; waterproof critical items.
- Create repair kits (fabric, tent poles, stove, electronics, boots, skis).
- Pre-position caches or confirm resupply/freight timelines.
Emergency Roles & Rehearsals
- Team brief on hazards, turn-back rules, and altitude/heat/cold protocols.
- ER contacts card for each member; laminate and keep on-body.
- Conduct ER and comms drills (including “leader incapacitated” scenario).
Travel, Documents & Permissions
- Confirm flights, baggage allowances, carnets, letters of invitation/access.
- Copies (paper + encrypted digital) of passports, visas, permits, insurance, ER plan.
- Brief home/base contacts on your itinerary and missed-check protocol.
Mindset & Team Cohesion
- Align expectations (pace, risk tolerance, media commitments, research goals).
- Agree on conflict-resolution and daily comms ritual (e.g., “evening check & plan”).
- Cement “no-blame learning” culture for debriefs.
Ready to Roll
You’ve pressure-tested the plan and the people. Now it’s execution — with humility, flexibility, and disciplined safety margins.
Plan & Track with Expedition Tracker
Turn planning into execution with shared route cards, risk registers, check-ins, and offline journals.
Route & Waypoints
Upload GPX, caches, bail-outsChecklists
Gear, medical, ER & comms SOPCheck-ins
Scheduled or SOS modeResponsible Expedition Principles
Minimize impact. Respect communities. Keep wildlife wild.
Leave No Trace
Plan ahead, choose durable surfaces, pack out waste, leave what you find, minimize fires, respect wildlife, and be considerate of others.
Local Partnerships
Work with local guides/fixers. Secure permissions. Share benefits and respect cultural protocols.
Risk & Health
Follow evidence-based altitude, illness prevention, and emergency guidelines. Train and rehearse before you go.
References & Further Reading
Authoritative guidance that informed this planning guide