Expedition Endorsement

	Endorsement Application
	Biodata Application
	Legal Release Form
	Submit to: The American Alpine Club 710 10th Street, Suite 100 Golden, CO 80401 USA Fax: 303.384.0111 email: jmeinerz@americanalpineclub.org

Endorsement helps establish an expedition as a responsible entity, thereby helping secure permission from foreign governments to conduct the expedition. Many climbers traveling abroad, particularly in South America and Pakistan, find Club endorsement a valuable tool in dealing with the local bureaucracy, to gain sponsorship, and otherwise make it easier for climbers to reach their ultimate objectives. In addition, Club endorsement is necessary to climb in Antarctica.

The American Alpine Club will endeavor to follow a liberal and flexible policy in granting endorsements. However, whether or not to endorse an expedition remains the exclusive decision of The American Alpine Club, and no individual or expedition endorsement possesses any right or interest in the granting of that endorsement. In general, an expedition will be deemed qualified for endorsement if it includes as personnel responsible mountaineers who have demonstrated a sufficient competence to indicate that the expedition can take care of itself and has a reasonable probability of attaining its objectives. In addition, where an expedition has a scientific, ecological, or other component in addition to mountaineering, endorsement may or may not be granted based upon the quality and appropriateness of that component. For a team expedition (as opposed to individual) endorsement, at least a majority of the expedition membership, including the leader, must be citizens of the United States. Individual endorsement is also available for American members of international expeditions.

The American Alpine Club expects all expeditions to comply with all relevant environmental regulations, including UIAA guidelines and it's Code of Conduct for Expeditions. Climbers are referred to the book Gentle Expeditions by Robert McConnell, published by The American Alpine Club, for guidance on environmental issues. All expeditions claiming to have an exceptional environmental or scientific component will submit, in addition to the regular forms, a statement fully reflecting all of its procedures, plans and goals relating to the environmental or scientific component. Expeditions found to be claiming an ecological, environmental, or scientific goal which is perceived primarily only to gain fundraising and is not seriously undertaken as a major component of the expedition will be denied endorsement.

In addition to the above, as a precondition to The American Alpine Club endorsement, an expedition or individual seeking endorsement must:

• Agree to submit to the Editor of The American Alpine Journal a report that summarizes the expedition's activities and accomplishments in the field within six months of its return. The expedition is also encouraged to submit the environmental report which is available from the American Alpine Club Conservation Committee.
• Agree not to use the Club's name in any manner not specifically authorized by the Expeditions Committee Chair.
• Agree that The American Alpine Club assumes no responsibility whatsoever for any actions of the expedition or any expedition members, and that the Club is not responsible for any debts incurred by or on behalf of the expedition.
• Agree to keep the Expeditions Committee Chair currently informed of any changes in the expedition's objective and membership.

Appreciate that changes of plans, personnel or circumstances, or the failure to abide by the above preconditions, may lead The American Alpine Club to withdraw its endorsement.

Endorsement is granted by the issuance of a letter reciting the objective, timeframe of the expedition, the expedition's personnel including its leader, and the endorsing language reflecting that The American Alpine Club has reviewed the expedition and finds it worthy of endorsement. Generally, the endorsement letter is signed by the Expeditions Committee Chairman, a member of the Expeditions Committee, an Officer of the Club, or the Executive Director of the Club.

In granting endorsement, The American Alpine Club has a responsibility to ensure that every expedition recommended by the Club will conduct itself in a responsible manner so that future American expeditions will be welcome. Therefore, notwithstanding the relative technical qualifications of an expedition, The American Alpine Club endorsement will not be granted if it appears that the membership of an expedition lacks the ability to properly represent American climbers abroad.

To apply for The American Alpine Club expedition or individual endorsement:

• Submit to the Clubhouse one copy of the Expedition Endorsement Application.
• Enclose a copy of the Individual Biodata Application for each expedition member.
• Enclose an original copy of the Legal Release Form for each expedition member.
• Enclose the Endorsement Fee (see the Fee Schedule on the Expedition Endorsement Application).

Endorsement applications should not be submitted piecemeal. One individual, serving as the contact point, should serve as the applicant for the expedition or individual endorsement. Furthermore, the endorsement application should not be submitted until it is complete, that is, the Expedition Endorsement Application, the Individual Biodata Application(s), the Legal Release Form(s), and fees should all be submitted at the same time in the same packet. Applications submitted piecemeal may not be considered and may be returned pending submission of a completed application.

Climbers should allow a minimum of 60 days for processing of their endorsement application. Waiting until the last minute, with your plane leaving one week later, may result in an inability to issue an endorsement. All endorsement applications submitted less than 30 days before it is required will be charged a late fee of an additional $250.

Completed applications and fees (payable in advance with a check or credit card) should be sent to The American Alpine Club, 710 Tenth Street, Suite 100 Golden, CO 80401. While applications may be submitted by fax (303) 384-0111, the original copy of the legal releases must be submitted by mail to the Clubhouse before an endorsement will be approved by the Expedition Committee.

Loans

Expeditions qualified for endorsement may be eligible for interest-free loans from The American Alpine Club Expeditions Loan Fund. In addition, members participating in expeditions which have worthwhile scientific or mountaineering objectives may be eligible for such loans. Any expedition or individual receiving such a loan shall ordinarily sign a note promising to repay the loan by some definite date, usually one year from the date when granted. Collateral or security is required. Any expedition or individual requesting a loan must submit a detailed description of the proposed expedition and its objectives. Loan requests should be submitted to the Expeditions Committee Chair care of the Clubhouse.

Sponsorship of Expeditions

Expeditions demonstrating a particularly worthwhile mountaineering or scientific objective may qualify for American Alpine Club sponsorship. Alternatively, the Club itself may organize and sponsor an expedition. Two types of sponsorship are available:

First is the type of sponsorship which brings into application the 501(3)(c) charitable status of the Club under the Internal Revenue Code. Under this type of sponsorship, qualified individuals or entities may make contributions to the Club for the benefit of a particular expedition which is sponsored by the Club. These contributions may be tax deductible for income tax purposes. Climbers and donors should understand that the Club provides no opinion as to the particular tax deductibility of any particular contribution. Internal Revenue Service regulations are complex and donors and climbers should refer to their own tax preparers, accountants, and lawyers for guidance. For example, generally a related party may not take a tax deduction for a contribution, which means, for example, that your parents or spouse cannot make a tax deductible contribution to the Club so you can go climbing.

The Club will charge a minimum of 5% and a maximum of 10% as a handling fee, the particular amount to be determined at the onset of the sponsorship. Once sponsorship is granted in this fashion, donations may be made directly to the Clubhouse with specific and clear indication that the contribution is to benefit a particular sponsored expedition. Care should be taken in making these contributions as otherwise they might be erroneously considered as contributions to the Club or its programs.

The second type of sponsorship available from the Club will be granted on the same criteria but does not carry with it the 501(c)(3) charitable status of the Club. Generally, expeditions seeking this type of sponsorship will enjoy sponsors or contributors who are not interested in a tax deduction. The significant benefit in avoiding the 501(c)(3) status of the Club for these expeditions is that there is no requirement that proceeds left or generated after the expedition from expedition activities are payable to the Club. Expeditions seeking this high level of support and authorization by the Club but not wishing the benefits of its 501(c)(3) status are encouraged to so specify in their application.

To apply for The American Alpine Club sponsorship, an expedition must submit through the Expeditions Committee the application and other items required for endorsement, together with a detailed statement concerning how the expedition's objectives (if not previously endorsed), if accomplished, will contribute to science, the environment, or the advancement of American mountaineering. The expedition should also submit any additional information which it feels would be helpful to the Expeditions Committee and Board of Directors in evaluating its application for sponsorship. The application should be submitted care of the Clubhouse. There is no charge for sponsorship.

The American Alpine Club sponsors highly qualified expeditions which seek to advance or make an important contribution to science, the environment, or American mountaineering in accordance with the Bylaws and Charter of the Club. The Bylaws and Charter set forth the Club's objectives as: the cultivation of mountain craft; the promotion of good fellowship among climbers; the encouragement of mountain climbing and exploration; and the dissemination of knowledge concerning mountains and mountaineering. To determine if an expedition merits sponsorship, the Board of Directors first looks to the objectives of the expedition to determine if they are sufficiently related to the Club's objectives. Factors considered include: (a) the mountain area involved; (b) the route the expedition is attempting; (c) whether it would be the first ascent of a mountain; (d) the style in which the mountain is being climbed; (e) the scientific studies to be conducted; and (f) the environmental ethic and impact of the expedition. If the expedition objectives appear to merit sponsorship, then the Board of Directors shall consider, among other items, (a) the competence and experience of the expedition members; (b) their probable deportment in abiding by all the regulations of the host country; (c) the competence of expedition leadership; (d) the organization and financing of the expedition; (e) the cohesiveness and commitment of each member to the expedition. To permit such an examination, the expedition is encouraged to amplify its application with details regarding the foregoing items. Under no circumstances will sponsorship be given to any expedition whose plans and personnel are so indefinite that the above standards for sponsorship cannot be applied.

Expeditions seeking sponsorship which have not previously been endorsed must agree to all conditions required in connection with an application for endorsement.

In view of the intent of Congress that "the fostering of national or international amateur sports competition" is appropriate to be treated as a charitable purpose, the Club will look most favorably at applications for sponsorship submitted by expeditions composed primarily of amateurs. Expeditions seeking sponsorship should also note that if the expedition independently seeks Section 501(c)(3) nonprofit, tax exempt corporate status from the Internal Revenue Service (IRS), the Club cannot consider sponsorship until such time as the IRS acts on the expedition's application. Should the IRS deny the expedition Section 501(c)(3) status, the Club may have to reject the application or revoke sponsorship if such status is sought after sponsorship has been granted.

In addition to the conditions of endorsement, sponsored expeditions and all members of such expeditions must agree:

1. To be responsible for all debts incurred by or on behalf of the expedition and to hold the Club itself harmless from all liabilities.
2. To recognize that contributions of individuals for their own expenses on the expedition cannot be made through the Club.
3. To recognize that fees collected by the Club in processing donations will not usually be refunded if the expedition, for any reason, does not take place.
4. To submit to the Expeditions Committee Chair in advance for approval any literature or statement, including all requests for funds, using the Club's name, logo, or other identity.
5. That in the case of expeditions using the 501(c)(3) status of the Club, any expedition assets of any kind (for example, publication or media rights, equipment, or funds) remaining after all expedition debts have been paid, and after due allowance has been made for the expenses of expedition members, shall be transferred to the Club's expeditions fund or to any other Club fund designated by the sponsoring expedition.
6. That in the case of expeditions using the 501(c)(3) status of the Club, the Club will require an accounting by the expedition of all expenditures and receipts within one year following its return, and may require annual accountings thereafter for as long as the books are open. Furthermore, the Club may require at any time an audit by a certified public accountant of all income and disbursements by the expedition.

If requested, to execute a sponsorship agreement with the Club which contains the foregoing conditions.

Whenever an expedition is sponsored, the Expeditions Committee Chair will oversee and assist the activities of that expedition relating to such sponsorship, and the Expeditions Committee Chair will report regularly to the Officers and Board. Failure to comply with the provisions of this policy statement by a sponsored expedition or its members will result in revocation of sponsorship. As with endorsement, changes of plans or circumstances, or significant changes in expedition personnel, could cause the Club to revoke sponsorship.

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