PREPARING FOR YOUR JOURNEY
10 EASY STEPS
STEP 1. Gather Information (if necessary)
Our expeditions fill up quickly, so if you are interested in enrolling, do take time to gather all the information you need as soon as possible. To request more information, you can: a) submit a form or email; b) call or come visit us at our office; or c) attend an information session. Details are below.
A) Submit Request Information or Email Us
B) Call or Come Visit us
C). Attend an Expedition Information Session (if necessary)
Quick Tip: If you do plan to attend, you'll only need to attend one of these meetings.
STEP 2. Enroll in an Expedition / Reserve Your Spot Early
Quick Tip: Spaces fill up quickly. Spots are reserved on a first come, first serve basis. Since we cannot guarantee spots, we recommend securing one as soon as possible. However, you may lose your spot if others are willing to put down a deposit thirty days earlier.
STEP 3. Get "IN THE KNOW". Don't miss out on important updates!
Follow Xavier Expeditions on:
Quick Tip: By following us and signing-up for updates, your preparations will be much easier. Plus, you'll get reminders of important details and updates on what the bears are doing.
STEP 4. Secure Your Spot by Paying Deposit
Quick Tip: Deposit deadline dates are different for each expedition. But given the number of students interested in participating, the best way to secure your spot (in addition to enrolling) is by submitting the required deposit as early as possible. Deposits are non-refundable, but do contribute to your overall travel expenses for the expedition in which you are enrolled. To learn more about deposit amount and due date for your expedition, click on the "When is Deposit Due?" button.
YOU HAVE THREE CHOICES TO MAKE YOUR DEPOSIT:
a) PHONE USING CREDIT CARD:
Call travel agent:
b) ON-LINE USING OUR WEBSITE:
Please click on the button to the right to complete the form.
c) MAIL CHECK or MONEY ORDER:
Make check payable to: "AAA-Allied group".
Note on check "Xavier Expeditions and DATES you are attending)
Provide Name, Date of Birth (as it reads on your State ID/Passport)
AAA Allied Group,
15 West Central Parkway,
Cincinnati, OH 45202.
STEP 5. Complete Required Forms
a) PRINT OUT & COMPLETE FOUR FORMS BELOW.
Please note that having forms notarized is NOT required (unless otherwise indicated). For questions regarding completion of forms, contact Dr. Leon Chartrand.
b) MAIL FORMS TO:
Dr. Leon Chartrand
120 Hinkle Hall
3800 Victory Parkway
Cincinnati, Ohio 45207-4442
Quick Tip: Once all forms are received, Xavier Expeditions will register your expedition courses for you, as they are closed to general student population and on-line registration to prevent the class from being filled up by students who have not paid deposits.
STEP 6. Submit Expedition Payments to AAA-Allied Group as scheduled.
At this point, Donna Brandt, our travel agent from AAA, will contact you about scheduled payments. Make payments to AAA following procedures in Steps 4a and 4c above. PLEASE DO NOT USE Step 4b (this is for deposits only).
STEP 7. Attend Spring "Living with Bears" Workshop (if required by expedition)
"Living with Bears" is a workshop designed to teach participants how to travel and act safely in bear country. It is generally a requirement for all expeditions, like Yellowstone, which are held in bear-occupied habitats and include bear-tracking as an activity. This meeting is absolutely mandatory for Expeditions classified as Adventure 2 and 3 Level.
Quick Tip: We offer this workshop to help students learn about bear behavior, how to behave respectfully in bear country, and how to act safely during an encounter. But this workshop is open to the public and all are welcomed to attend.
STEP 8. Attend Pre-Expedition Meeting (as scheduled).
This meeting is mandatory for all students. It covers logistics about travel, packing lists and pre-trip assignments for the courses. It also involves ensuring accurate completion of required forms.
Quick Tip: Once enrollment is finalized for an expedition, Xavier Expeditions will contact you to schedule a Pre-Expedition Meeting.
STEP 9. Review and Gather Your Packing List Items
What to bring? Each Expedition has a recommended "Packlist", based on Adventure Level. This list is based on extensive experience from our wilderness guides and familiarity with our expedition activities. To learn which packlist is appropriate for your expedition, consult what Adventure Level your expedition is designated as by visiting Upcoming Expeditions.
Quick Tip: We will go over questions related to the packing list during the Pre-Trip Meeting. But, you are always welcome to contact our office or send us an email anytime you have questions.
STEP 10. Finalize Travel Payments to AAA by Scheduled Deadline.
Make payments to AAA-Allied Group following procedures in Steps 4a and 4c above. PLEASE DO NOT USE Step 4b (this is for deposits only).
Be sure to go over your packlist. Contact Dr. Leon Chartrand with any questions.
Be sure to arrive at airport TWO hours prior to scheduled flight departure.