Tell Me About the Trip You Have in Mind

• Tell me about the trip idea you are considering, including the rough destination and the core experience you want.
• Select the destinations or route types you feel most drawn to for this expedition. Options: High-altitude trekking, Polar / Arctic travel, Jungle / remote rainforest, Sea or coastal expedition, Technical mountaineering, Multi-day kayaking / paddling, Other
• Describe the primary reason your group is choosing an expedition-style trip now (personal milestone, skills progression, corporate offsite, etc.). Options: Bucket-list challenge, Skill progression, Corporate team-building, Guided access to permits, Celebration or milestone, Other
• Share an example of a past trip you loved and identify one element from it you would absolutely want repeated on this expedition.
• How soon do you hope to depart? Options: Within 1-2 months, 3-6 months, 6-9 months, Flexible / open
• On a scale of 1 to 5, how familiar is your group with expedition logistics like permits, route-finding, and remote medical plans? Options: 1, 2, 3, 4, 5
• If the best available window required a two-week shift, would you proceed? Options: Yes, Maybe with conditions, No

Why This Expedition Has to Deliver Something Different

• If the trip finished without any meaningful personal or team growth, would you consider it a failure? Options: Yes, Partially, No
• List the top two outcomes that would make this expedition a clear success for you or your group.
• Who are the decision-makers whose approval ultimately decides to book this trip? Options: Primary traveler, Partner/spouse, Travel advisor, Corporate HR / offsite owner, Procurement, Other
• How many participants will be in your core group (estimate)? Options: Solo, 2-4, 5-8, 9-15, 16+
• Are there non-negotiable experience elements (summit, a particular route, camping standard) we must include? Options: Yes, No
• Name the single outcome that, if not achievable, would make you walk away from this trip conversation right now.

How Fit and Healthy Does the Group Need to Be

• Identify any medical condition in a participant that would force a trip cancellation for safety reasons. Options: Cardiac condition, Recent major surgery, Uncontrolled diabetes, Severe asthma or breathing issues, None of the above, Unsure
• When was the last time each participant completed a formal medical screening or physical? Options: Within 6 months, 6-12 months, Over 1 year, Never / unknown
• List any medications, mobility aids, or physical limitations participants must carry or disclose.
• Who on your side will own collecting medical waivers, emergency contacts, and pre-trip health forms? Options: Primary traveler, Group leader, Travel advisor, Seller will collect, Corporate HR, Other
• On a scale of 1 to 5, how confident are you that the group can sustain the required daily mileage or elevation gain described in the itinerary? Options: 1, 2, 3, 4, 5
• Given a participant fails a pre-trip fitness standard, which option would you prefer? Options: Accept a replacement participant, Reschedule the departure, Cancel the booking, Assess on a case-by-case basis

Where Safety and Evacuation Become Real

• Would you proceed with this route if a serious evacuation could take between 8 and 24 hours? Options: Yes, Only with a clarified evacuation plan, No
• Describe the worst-case incident you worry about on this trip and why that scenario concerns you.
• Which communication and tracking methods do you expect to be available on-route? Options: Satellite phone, Personal locator beacon (PLB), Satellite messenger with two-way text, VHF/UHF radio network, No guaranteed communications, Other
• Name the person or role on your side who must sign off on the operator's evacuation and emergency plan. Options: Primary traveler, Corporate safety lead, Group leader, Procurement, No internal sign-off required, Other
• Are all participants covered by travel or medical evacuation insurance? Options: Yes, full coverage for everyone, Yes, but coverage is limited for some, No, planning to buy, No, not covered
• What single failure in evacuation capability would make you cancel this booking immediately?

How the Group Will Move Together

• Tell us about a group dynamic or pacing issue that has broken a trip for you in the past, and what you learned.
• Which person or role typically sets the daily pace in your group? Options: Designated leader, Fastest participant, Consensus each day, Guide sets pace, No established pace
• When pace conflicts happen, which resolution model do you prefer? Options: Guide enforces pace and splits when needed, Split into sub-groups by pace, Adjust itinerary to slower pace, Let group decide day-by-day
• Are there participants with strong preferences for private rooms, spare gear, or diet restrictions? Options: Yes, No
• Rate the importance of scheduled social time versus solo time on a 1 to 5 scale. Options: 1, 2, 3, 4, 5
• Identify one group behavior that would force you to request a staffing change or withdraw a participant.

Permits, Gear, and Practical Must-Haves

• Pinpoint the permit or legal approval that, if missing, would immediately block this trip. Options: Access permit for protected area, Camping permit, Guide authorization or license, Transport / landing permit, No single permit blocks trip, Unsure
• Provide the core personal gear items each participant must bring (boots, sleeping system, clothing layers, etc.).
• Select the items you expect the seller to supply as standard on this trip. Options: Technical ropes and anchors, Satellite communication hardware, Supplemental oxygen, Group cooking systems and fuel, Tents and group shelters, Field medical kit and oxygen
• Do you have any restrictions on shared gear or preferred rental sources we should know about? Options: No restrictions, Prefer seller-provided gear, Prefer to rent locally, Require vendor-approved equipment only, Other
• Enter the number of hard-stop dates or blackout periods that exist for your departure windows. Options: 0, 1, 2, 3+
• Given a permit window shift requiring a route change, would you proceed, require approval before proceeding, or treat it as a deal-breaker? Options: Proceed with reasonable changes, Require explicit owner approval before proceeding, Deal-breaker, would cancel

Who Else Are You Considering Right Now

• Share the other options you are actively evaluating right now, including self-planning, other operators, or working through a travel advisor.
• Point out the specific features or assurances those alternatives offer that feel most valuable to you.
• Tell us whether anyone inside your organization is actively advocating for a DIY approach, and if so, who or what role. Options: Yes, primary traveler, Yes, finance/procurement, Yes, operations or HR, No internal advocate, Unsure
• Assuming you keep your current approach, list three facts that would have to be true for you to stay with it rather than change to a guided operator.
• Is anyone on your team proposing an internal plan to handle logistics and permits instead of hiring an operator? Options: Yes, No, Unsure
• Should an incumbent match our safety documentation and guide qualifications today, would you still switch to a new operator? Options: Yes, other factors matter more, Maybe, depending on price and schedule, No, would stay with incumbent

Practical Readiness and Constraints

• Point to the single operational constraint on your side that would stop the engagement before it begins (approvals, budget, headcount, data access). Options: No internal approvals, Insufficient headcount for coordination, Budget not approved, Medical or data access restricted, Visa/entry restrictions, None
• Provide the internal systems or platforms that would need to connect with our processes for medical waivers, packing lists, or manifest data. Options: Your CRM, Team travel portal, HR/benefits system, Procurement / invoicing system, No integrations required, Other
• Please indicate who in your organization owns securing travel approvals, visas, and corporate permits. Options: Traveler, Manager, Procurement, HR, Travel advisor, Other
• Do you have staff available to attend pre-trip training sessions and briefings? Options: Yes, named owners available, Yes, flexible resources, No, seller must run training end-to-end
• State any regulatory or compliance approvals we should expect (company travel policy, medical clearance, visa windows).
• When applicable, describe the approval process and estimated timeline for those internal gates.
• Suppose required integrations or approvals cannot be completed within your target window, would you delay, accept a limited scope, or cancel the expedition? Options: Delay the departure, Accept a limited scope or contingency, Cancel the expedition, Undecided

How You Will Accept the Trip

• In a situation where all logistical promises are met but one participant has an unresolved medical concern, would you allow the trip to proceed? Options: Proceed with added precautions, Require resolution before departure, Cancel the participant or trip
• Choose the measurable acceptance criteria that must be satisfied before final sign-off. Options: All medical clearances received, Guide roster and certifications confirmed, Evacuation plan documented with contacts, Permit numbers and route approvals, Weather window within acceptable range
• Specify who has final authority to give the go or no-go decision 48 hours before departure. Options: Primary traveler, Group leader on-site, Seller / lead guide, Corporate safety lead, Other
• State the level of detail you require in guide qualifications and certifications (full CVs, summary, references only). Options: Full certifications and CVs, Summary of qualifications and certifications, References and key certifications only, No preference
• What is your preferred cadence for pre-trip check-ins during the booking-to-departure cycle? Options: Weekly, Bi-weekly, Monthly, As needed
• Should one acceptance criterion be missing 72 hours before departure, identify which gaps you would accept and which would force a cancel.

Next Steps That Move Us Toward Yes

• Imagine we could remove one risk in writing, which risk would collapse your decision timeline so you could sign this week?
• Pick the deliverable from us today that would be most helpful to progress your decision. Options: Detailed day-by-day itinerary, Full guide bios and certifications, Evacuation and medical plan map, Formal commercial quote and terms, Participant packing and fitness checklist
• State the single point of contact for approvals, invoices, and final payments.
• Choose how soon you can commit after receiving the final itinerary and terms. Options: Within 48 hours, Within 1 week, Within 2-4 weeks, Longer than a month

• Expedition Walkthrough

• Confirm the current state and its cost
• You confirm that the demonstrated itinerary walkthrough removes the key booking uncertainties identified in Discovery.
• Deliver a tailored decision-point playbook that lists likely route changes, go/no-go thresholds, and cost/time impacts tied to the demonstrated itinerary.
• Walk the itinerary in your context
• You validate that the presented safety protocols and evacuation timelines meet your minimum acceptable risk thresholds.
• Provide finalized participant list with known medical conditions, recent fitness assessments, and any special equipment needs.
• Demonstrate safety and evacuation proof points
• Produce an expanded evacuation summary with realistic timelines, identified evacuation nodes, and contact escalation steps for the agreed itinerary window.
• You agree on the remaining evidence and a firm timeline required to proceed to deposit and final terms.
• Confirm the booking decision deadline and any cancellation tolerances tied to weather or permit changes.
• Review guide roles, responsibilities, and handoffs
• Validate that this matches your needs
• Agree next evidence and decision timeline

• Expedition Walkthrough — Solution Experience
• Expedition Walkthrough Deck
• Expedition Walkthrough Brief

• meeting
• slides
• document

• Lead guided expedition with certified expedition guides
• Provide wilderness medicine and field medical response
• Implement evacuation and medevac protocols
• Supply technical group equipment and safety gear
• Provide personal gear rental and fitting support
• Supply detailed gear checklist and pre-trip preparation materials
• Manage permit acquisition and local access authorizations
• Provide satellite communications and GPS tracking service
• Run real-time weather monitoring and route adaptation
• Deliver altitude-management support and supplemental oxygen
• Lead on-trip technical skills instruction (ropework, rescue)
• Operate remote camp setup, catering, and field logistics

Lead guided expedition with certified expedition guides

• Do you require guides with specific field certifications (for example Wilderness First Responder, Wilderness EMT, mountain guide certification)? Options: Yes - WFR (Wilderness First Responder), Yes - Wilderness EMT, Yes - professional mountain guide certification, No specific certification; experience only, Other (describe)
• Which maximum guide-to-participant ratio do you require for technical terrain segments? Options: 1:2, 1:4, 1:6, 1:8, Custom - specify
• Who will be the operational owner on your side for final guide vetting and sign-off prior to deployment?
• What evidence will validate guide qualifications and recent operational currency (examples: scanned certificates, logged expedition hours, reference trip reports)?
• Specify any regional endorsements or local registrations guides must hold for the route (name issuing agency and permit or licence number if known)
• List on-trip role expectations for lead guide, assistant guide, and guide-medic (for example route-finding, client pacing, emergency care responsibilities)

Provide wilderness medicine and field medical response

• Does this expedition require a dedicated medic on every departure or is an advanced-medical-certified guide acceptable? Options: Dedicated medic on every trip, At least one guide with advanced medical training, Standard Wilderness First Responder on team is sufficient, Other (describe)
• Which minimum medical kit configuration should be carried (please list minimum contents by capability: trauma, high-altitude care, pediatric/medical chronic meds)?
• Who is responsible for on-trip medical recordkeeping and post-incident transfer of records to receiving medical facilities?
• When and how must medical supplies be replenished during multi-leg expeditions (e.g., at resupply points, by guide carry, scheduled resupply days)? Options: After each leg at resupply points, Scheduled resupply days only, Guide-managed as-needed replenishment, Other (describe)
• Identify prescription medications, emergency oxygen, or other participant-specific medical provisions you will supply or require participants to carry
• Provide the acceptance evidence that confirms medical readiness before departure (for example a signed medic qualifications checklist, complete med-kit inventory with serials, pre-trip med clearance forms)

Implement evacuation and medevac protocols

• Specify the maximum tolerated evacuation time to definitive care (in hours) that your operation must plan around for this route Options: Under 2 hours, 2 to 6 hours, 6 to 24 hours, More than 24 hours
• How will you integrate local aeromedical or fixed-wing assets into the plan and who will manage contracting during an incident?
• Identify the nearest receiving medical facilities by location and estimated transport time from key route waypoints
• Name the incident commander role for on-field evacuations and describe the required communication chain and escalation path
• Specify any participant insurance or medevac coverage constraints participants must carry (policy minimums, exclusions, geopolitical restrictions)
• What evidence will validate the evacuation plan's readiness (examples: signed MOUs with providers, standby contracts, successful test call logs)?

Supply technical group equipment and safety gear

• List the group technical systems you expect the operator to supply for the trip (examples: static and dynamic ropes, anchor hardware, snow anchors, crampons, ice screws, hand-held radios) Options: Ropes and anchoring systems, Snow anchors and ice screws, Crampons and shared crampon systems, Group radios and headsets, Other - specify
• Do you require redundant critical systems in the field (for example spare ropes, backup radios, duplicate anchors)? Options: Yes, No, Conditional - specify which systems
• Indicate the minimum condition and service standard for shared group gear (for example maximum service interval, inspection tag requirement)
• Assign responsibility for daily gear inspections and logging during the expedition Options: Lead guide, Assistant guide, Designated gear tech, Shared responsibility - document process
• How will damaged or lost group gear be handled in the field (repair on-site, carry spares, emergency resupply, participant liability)? Options: Repair on-site, Carry spares, Emergency resupply, Participant billed post-trip, Other (describe)
• Provide weight and volume limits for group-provided gear per participant to inform transport and packing plans (kg or lbs)

Provide personal gear rental and fitting support

• Would you like a rental program for personal technical items (examples: boots, harnesses, crampons, sleeping systems)? Options: Yes - full rental program, Yes - limited popular sizes only, No - participants bring all personal gear, Other (describe)
• Select which personal items must be size-fitted on-site versus pre-fit before arrival Options: Boots, Harnesses, Crampons, Sleeping bags/pads, Outerwear
• When should fittings occur relative to departure (for example day before, two days before) to ensure correct fit and time for exchanges? Options: Three or more days before departure, Two days before departure, Day before departure, On arrival at basecamp
• Indicate who covers rental damage or loss during the trip and the standard deductible policy Options: Operator covers, Participant responsible, Shared liability, Insurance required from participant
• Detail the sizing and hygiene protocols for shared rental items (for example liner policies, sanitation standards between uses)
• Attach expected inventory counts by common sizes to confirm rental availability

Supply detailed gear checklist and pre-trip preparation materials

• Are there tiered gear lists for varying participant experience levels (for example basic trek, technical alpine, polar-grade)? Options: Yes - tiered lists by experience/grade, No - single standard list, Prefer to discuss custom tiers
• Choose the preferred delivery format for pre-trip materials (PDF kit, interactive checklist, video fitting guides, mobile checklist) Options: PDF kit, Interactive checklist, Video fitting guides, Mobile checklist, Combination
• Estimate how many days before departure participants should confirm full gear readiness (typical choices: 60, 30, 14, 7 days) Options: 60 days, 30 days, 14 days, 7 days
• Describe the on-site verification processes you will use to confirm participant gear (for example physical checklist, fit test, photos uploaded to trip portal)
• Name any specialized personal equipment for which you require operator rental alternatives because participants commonly cannot procure items
• Describe any pre-trip conditioning or skills materials tied to gear use (for example crampon use tutorial, pack-fitting video) and assign an owner for each material

Manage permit acquisition and local access authorizations

• Detail the permits required for the route and the issuing agencies controlling access (park, forestry, indigenous authority)
• Assign responsibility for submitting permit applications and managing payment of permit fees Options: Operator submits and pays, You submit and pay, Shared responsibility - specify split
• Estimate lead times required for permit approvals from each issuing agency (provide days or weeks per agency)
• Document any permit conditions that affect scope (examples: restricted campsites, group-size caps, seasonal access windows) and required thresholds
• State when permit numbers and digital authorizations must be finalized relative to departure Options: 30 days before departure, 14 days before departure, 7 days before departure, Before final payment
• Clarify out-of-scope permit work the operator will not perform (examples: permit appeals, contested access legal defence)

Provide satellite communications and GPS tracking service

• Would you like two-way satellite messaging devices for the team and live GPS tracking for participants? Options: Both two-way messaging and live GPS tracking, Two-way messaging only, Live GPS tracking only, Neither
• Detail coverage expectations by region (for example global, polar, limited) and specify device classes that must be supported (satellite messenger, satellite phone, PLB class)
• Select how tracking links and tracking access will be distributed to stakeholders (web dashboard, SMS alerts, group email, API integration) Options: Web dashboard, SMS alerts, Email updates, API integration
• Determine the owner of device battery management and daily check-ins while in the field Options: Guide team, Participants, Shared - specify routine
• State uptime and latency thresholds for tracking telemetry and acceptable outage windows (express in hours)
• Document the device test procedures you will run pre-trip (range checks, test messages, firmware updates) and how results will be recorded

Run real-time weather monitoring and route adaptation

• Attach the weather data sources and forecast products you require to be integrated into operational planning (examples: mountain forecast services, marine forecasts, avalanche bulletins)
• Confirm who has final authority to change route or delay departure for weather safety (for example lead guide, operations manager, consensus of guides) Options: Lead guide, Operations manager, Consensus of guides, Client + guide agreement
• Choose the frequency for weather briefings and updates during the trip Options: Daily briefing, Twice daily, Hourly updates under severe conditions, As needed
• Outline measurable environmental triggers for route adaptation (examples: sustained wind speed, avalanche danger rating, visibility thresholds) and the numeric thresholds where possible
• Record the artifacts you want captured when weather drives operational decisions (time-stamped briefings, photos, forecast screenshots) and specify where they should be stored
• Outline contingency routes or safe-waiting locations that must be pre-approved in the trip plan

Deliver altitude-management support and supplemental oxygen

• Will participants follow a structured acclimatization schedule; if yes, detail required high camps and nights above specific elevation thresholds (for example nights above 3,000 m) Options: Yes - structured acclimatization required, No - flexible schedule, Custom - specify
• Confirm whether supplemental oxygen is provided and describe the provisioning model you require (guide-carried emergency cylinders, participant-specific cylinders, emergency-only supply) Options: Guide-carried emergency cylinders, Participant-specific cylinders provided, Emergency-only supply, No oxygen provided
• Designate the staff role responsible for monitoring acute mountain sickness (AMS) and indicate the scoring tool you require (for example Lake Louise AMS score)
• Define acceptable ascent-rate thresholds and maximum elevation gain per day (provide units: meters or feet) that must be adhered to during the itinerary
• Map oxygen storage points and refilling logistics required along the route (locations where refills are available and backup supply plan)
• Clarify required staff certifications for administering supplemental oxygen and emergency breathing support

• Trip Purchase Agreement
• Order Confirmation
• Payment & Deposit Schedule
• Cancellation, Refund & Rescheduling Policy
• Insurance Requirements & Verification
• Participant Assumption of Risk, Release & Medical Disclosure
• Force Majeure, Weather & Contingency Obligations
• Evacuation & Emergency Medical Financial Authorization
• Permits, Access & Third-Party Supplier Terms
• Amendment, Transfer & Substitution Terms

• Immediate Post-Trip Closeout
• First Outcome Measurement
• Acceptance Gate Review
• Ongoing Realization and Safety Review

• Update pre-trip screening and guide training materials where trend analysis indicates gaps.
• Confirm the acceptance gate meeting date and list of evidence required to support each Trip Scope criterion.
• Restate Trip Scope acceptance criteria and targets
• Produce a documented acceptance result for each Trip Scope criterion, pass or fail, and capture the buyer's documented decision.
• Agree remediation items for any failed criteria with resolution dates and evidence required for closure.
• Confirm closure criteria for claims and incident investigations that affect acceptance status.
• Publish the acceptance record that lists pass/fail status per Trip Scope criterion and any conditional acceptance terms.
• Open remediation tickets for each failed criterion with required evidence and hard deadlines.
• Provide a consolidated incident investigation report where incidents affected acceptance outcomes.
• Trend review of participant satisfaction and safety metrics
• Confirm whether average participant satisfaction score and medical incident rate per expedition remain within targets recorded in Trip Scope.
• Prioritize enhancement requests that will materially improve safety or participant experience and set implementation windows.
• Close or escalate any outstanding remediation tickets from the acceptance gate with updated resolution dates.
• Publish the quarterly metric dashboard showing satisfaction and safety trends against Trip Scope targets.
• Create implementation tasks for the top prioritized enhancement requests with target completion quarters.
• Reconfirm agreed success criteria and owners
• Confirm all participants accounted for and no unresolved emergency evacuations remain.
• Capture and publish an initial incident and claims log for investigation.
• Issue the post-trip survey to participants within the agreed timeline.
• Publish the initial incident and claims log to the shared workspace for review.
• Distribute the post-trip participant survey to all attendees within 48 hours.
• Open investigations for any medical incidents that require root-cause analysis.
• Present survey-derived satisfaction metrics
• Confirm whether average participant satisfaction score and on-itinerary completion rate are moving toward the targets recorded in Trip Scope.
• Agree a prioritized set of corrective actions with timelines to address any metric gaps.
• Establish evidence and data sources that will be used at the acceptance gate.
• Publish the detailed survey results and on-itinerary completion dataset for acceptance gate review.
• Create remediation tasks for each identified root cause with completion dates.
• Present outcome data against each criterion
• Present operational completion metrics
• Trip completion and safety validation
• Enhancement requests and product improvements
• Claims and insurance resolution status
• Initial incident and claims log
• Document pass/fail per criterion and outstanding gaps
• Medical and safety incident review
• Immediate participant feedback and survey plan
• Safety protocol and training adjustments
• Root-cause diagnosis for metric shortfalls
• Formal acceptance decision and next steps
• Review open remediation tickets from the acceptance gate
• Short-term remediation and communication plan
• Agree corrective actions and timeline to acceptance gate