Assembling a compatible group for a Grand Canyon expedition is a challenge. Everyone “wants” to go; but not everyone has the time, skills, money or equipment. Not everyone is easy to get along with, either. It is typical to have a huge list of possible participants. When you get a launch date and start collecting deposits, that list will shrink. On nearly every trip, someone cancels at the last moment. Be prepared.
It's all part of organizing a private trip; count yourself lucky if you get on the water without last minute changes. The following suggestions will help you keep the trip in the current, even if a few of your potential group members eddy out. At least you know that the rafts, gear, food and shuttle vehicles will be ready to roll!
People
Begin by creating a dream list of people with whom you'd love to share your Grand adventure. The importance of group dynamics cannot be overestimated. The easiest trip is a group of people who already know (and like) each other. It is difficult to know a person’s character by e-mail or telephone, so investigate those you do not already know. If you are using boatmen who are not known to you, get references and call them! If friends are inviting friends, go ahead and ask the questions that will allow you to determine group cohesion. The reason familiar groups usually have more cohesion than strangers is that they share more values and expectations. If you don’t want people to party on your trip, don’t bring the party animals! If you want to get started early in the morning, let it be known. You can’t make a meat eater into a vegetarian or a teetotaler into a wild thing. The more you share your expectations, values and knowledge with your group, the easier it will be to lead them to harmonious action.
Boatmen – Who Are People That Can Row Boats!
The inevitable question for those who don’t run rivers routinely is “Where do I find good boatmen?” You can find them among your friends and family - if you know one trusted river guide, ask them to help you find some boatmen. The new park rules prohibit boatmen from going more than once a year, so the old school regulars can no longer run all the trips. Ideally you want a group of boatmen who have run rivers together before, understand each other’s signals, and know each other’s tendencies. If you end up getting boatmen online (i.e.: from the list at www.gcpba.org) check their credentials and be very clear with your expectations before and during the trip. The Park expects boatmen to pay their share of trip costs
Back-Up Boatmen
Some trip leaders go out of their way to designate “backup boatmen”. You probably have backup boatmen without realizing it. On most trips there are at least a couple extra people with the aptitude to row a boat. It’s to your advantage to give everyone a try at the oars, if only to assess who can row if one of your regular boatmen gets tired or injured.
Money
PRO helps you estimate the cost of running your trip by showing the per-person and the per- person per-day cost of the gear, food, shuttle and Hualapai fees. Our invoice does not include Park Fees, kayak rentals, insurance, car storage, alcoholic beverages, or any other outside services – so be sure to add those costs on when talking to potential group members. Many trip leaders find it advantageous to collect a "Repair Deposit" of $50.00 or so per person to cover the cost of any major repair work that might be necessary. It is easier to return money back than to collect after the trip. Some Permittees expect the individual responsible for the damage to pay for repairs; some feel the group as a whole should share the cost. Regardless, the Permittee (or the name on PRO contract if we’re not dealing directly with the permitee) is ultimately responsible to PRO for repair costs incurred. To ease your mind, the average repair cost consists of replacing a broken oar at $65.00 - $226.00. Once you have an idea of the cost of your trip, decide on a suitable deposit with which individuals may show their commitment to the trip. As for when and if the deposit would be refunded: consider the length of time you would need to replace an individual should they need to cancel; consider the cost to group members to run the trip if that person's space cannot be filled. Also, set up future payment guidelines for the group.
Travel &/or Supplemental Evacuation Insurance
Insurance is recommended to cover losses, evacuations, or trip cancellation. Some folks find it easiest to allow each individual to insure him or herself. Others choose to get a group rate and include this in their trip cost. To completely replace gear for a four boat trip would cost at least $40,000, though it is highly unlikely… Travel Insurance is a good idea for an expedition of this magnitude. Travel Insurance can cover plane tickets, travel expenses, and major purchases of personal gear. Access America (800-284-8300) and Travel Guard International (800-826-1300) are two choices. In the event of an emergency requiring helicopter evacuation, arrangements will be made for the rescue service by Grand Canyon National Park only. There is no charge for the ride from the river to the South Rim; however transportation from the South Rim elsewhere is the financial responsibility of the patient. The Permitee will be responsible for the cost if the patient is unable to pay. Have trip participants check with their health insurance coverage to see if this transportation is covered. Divers Security Insurance (800-288-4810) covers boating accidents and evacuations for $25 per person. GCPBA also offers coverage for their members. Both these options are supplemental insurance, so people with primary health coverage are eligible.