​Arranging a Military/UOTC Exped

Planning ​The Exped

Have a look at our dates and prices to find out what is available and contact us in the office to confirm availability. Let us know how many pax you are likely to have. Your ratio of instructor to students will often limit the numbers that you plan your expedition for. It is good to have an idea of the numbers, but if the numbers do change, we are able to offer free cancellation of up to 20% of the numbers, (when agreed more than 90 days before the arrival date). Numbers can be increased without fees, but this is dependent on availability. 

Once we have checked availability on your preferred date/resort, we will usually be able to reserve places through UCPA for about 10 days, by which time we would need to have received a deposit from your unit and a signed contract. We do understand how long ​authorisation can take, so we try to be as flexible as possible, but spaces can't be guaranteed until the deposit and contract are received. 

Finances

The per person cost is fully inclusive (accommodation, food, lift pass, ski hire), however to help with different grants (in particular CILOR), we can separate the costs, or provide you with different invoices according to your specific funding requirements.  

The standard deposit payment is 10%.

Ideally, the full balance will be paid 3 months in advance, but if necessary, we can arrange for the balance to be paid in instalments with the dates mutually agreed. These can be agreed to correspond with authorisation of your JSATFA and collection of personal contributions and grants. 

On Site Deposit 

You will need to leave a group deposit at the centre reception when checking in. This is usually €1000 (some centres accept this by card, others by cash). This is to cover lost/broken equipment or damage to the rooms and will be returned when everybody has returned their equipment, cleaned their rooms and returned their lift passes. 

Time Frames

We will keep in contact with you regarding payment and numbers. We will also be able to answer any specific questions about the resort - though much of the information can be found on our website.  

Once you have your contract confirmed we will request the following information: 

  • Nominal role - 1 month to 2 weeks before travel.
  • Suggested room layout -  2 weeks before travel
  • Expected time of arrival and departure and dates of birth of participants - at least 2 weeks before travel

That’s all that we will need to know until a brief chat afterwards to check that all went well!

Other Organisation

  • Travel

    Decide which travel options you prefer. Or we can give you quotes for different options: coach seats from London with Snow Express, a private coach from your own barracks/campus, an airport transfer (you would need to arrange your own flights). Or, you may prefer to arrange your own travel. 
  • Instruction

    You will be taking your own military instructors, but the UCPA instructors at the centres will support you and give you information about the area. If you have more than 30 pax on the exped, you will be provided with a free UCPA instructor who can provide guidance to those new to the resort, with regards to the best areas for teaching particular activities, best areas for snow conditions, where to go on bad weather days etc. They may be able to help organise a race day or provide a lecture on snow safety. UCPA instructors all hold the necessary civilian qualifications, but authorisation to use them must be given through the JSATFA. We can help the process by providing qualifications. 

    Let us know if you need any extra instructors as we can quote for these (if available) and add them to your contract (again, authorisation to use them within your ratios will be required advance). 

  • Equipment

    The inclusive SF1 equipment is provided according to the individual’s ability level, with the ski shop hosting a huge range of ​skis and boots to suit everyone. Although the boots, poles and skis are provided, Units may still choose to apply to the Loan Pool for ski clothing and SF2 ski touring platforms. If so, it is advisable to request helmets. Helmets cost ​extra to hire from the UCPA centre and must be ordered in advance as part of the contract.

    Some centres (Argentiere, Les Contamines, Serre Chevalier) do offer SF2 equipment for a small supplement.

  • Insurance

    Although you are on Duty status by the authorisation from your JSATFA, you will need to ensure that your group has appropriate insurance to cover the specific activities that are being undertaken, as well as lost skis/belongings, travel delays etc. 

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