Expedition Participants

In Part 2, applicants must state:

• Anticipated number of expedition participants, and

• Maximum total number of expedition participants.

These numbers must reflect all individuals who will be covered by the expedition permit and the mandatory insurance (e.g. Expedition Leader, staff/crew, passengers, researchers, etc.).

The numbers entered in Part 2 must remain consistent throughout the application process.

No participant lists or insurance / bank guarantee are required in Part 2. The information below is provided to help applicants prepare for later stages of the application.

Part 3 requirements

In Part 3, applicants must submit:

• a preliminary participant list using the [template],

• a signed insurance statement covering all listed participants, and

• if applicable, a transport bank guarantee for expeditions where such a guarantee is required.

The preliminary participant list submitted in Part 3 must be broadly consistent with the numbers declared in Part 2 and must not exceed them. At this stage, the list may be incomplete, as not all participants may be confirmed. The preliminary list must align with the insurance and—where relevant—the bank guarantee.

Please also review the section Insurance and Bank Guarantee for detailed guidance.

Final participant list (Part 4)

A final participant list must be submitted in Part 4, no later than 7 working days before the expedition start date.

Adjustments must be minor compared to the preliminary participant list submitted in Part 3 and must not exceed the Maximum total number of expedition participants declared in Part 2. Substantial changes include, but are not limited to, situations where a large proportion of participants are new, assessed in relation to the overall size and nature of the expedition and whether the change materially affects the expedition’s size, composition, organisation, or risk profile. This may include cases where key personnel (such as the Expedition Leader, guides, or professional staff) are replaced, or where the participant profile changes significantly (e.g. from tourists to researchers, or from a small team to a larger group). If the composition of the expedition changes substantially, the expedition permit may be denied and a new expedition application will be required.

Late submission

Failure to submit required lists or documents within the specified deadlines will result in rejection of the expedition permit application.