GUIDELINES FOR PRIVATE EXPEDITIONS TO
ANTARCTICA
These guidelines are intended to inform team leaders and members of private expeditions about some basic questions concerning your expedition including environmental policy, contingency planning and insurance, application and documentation as well as cargo and baggage handling procedures. If there are any other questions, please do not hesitate to ask us.
1. Logistic Co-operation
To offer our clients an extensive and good logistical support, TAC closely co-operates with the Antarctic Logistic Centre International (ALCI); a Cape Town based polar shipping and air carrier company.
In collaboration with ALCI, we not only care about your flights to and within Antarctica, we also prepare tailored contingency response plans appropriate to the nature and intended routing of each private expedition, taking into consideration ALCI's ability to adequately respond to any contingency or emergency that may arise within reasonable time frames. Together with ALCI we also provide a dedicated communication officer to manage daily communication between the expedition and the ALCI airbase.
If necessary, we can also help with all organisational questions in Cape Town ranging from immigration, customs clearance, hotel reservations, airport transportation and additional tours in South Africa.
2. Application and Paper Work
Please, follow the instructions given in the Terms and Conditions.
3. Cargo and Baggage Handling
One very important aspect of planning an expedition is the transport of equipment and products to Antarctica. We hope these guidelines will ensure a hassle-free and efficient luggage and cargo management.
Cargo Handling
Three different categories of cargo can be distinguished:
1. Cargo freighted by plane to Cape Town
2. Cargo shipped to Cape Town
3. Additional goods bought in Cape Town
To avoid any disappointment all freighted cargo (by ship and air) should be in Cape Town at least 2 or 3 weeks before the scheduled flight to Antarctica. We recommend you to refer the responsibility for your frightened cargo management to a local agent in Cape Town. You can contact a self-appointed agent or alternatively the preferred ALCI forwarding and customs clearing agent.
AIRFREIGHT IF YOU DON’T HAVE LOCAL AGENT
ANTARCTIC LOGISTIC CENTRE INTERNATIONAL (PTY) Ltd
C/O S.A.E.L Division of Seaways (PTY) Ltd
10 Bremen Close
Airport Industria North
7394 Cape Town South Africa
TEL: +27-21-386-9745
FAX: +27-21-386-7619
SEAFREIGHT IF YOU DON’T HAVE LOCAL AGENT
ANTARCTIC LOGISTIC CENTRE INTERNATIONAL (PTY) Ltd
C/O Trade Ocean Shipping Service (PTY) Ltd
18 Foregate Square
Tablebay Boulevard Forshore
8001Cape Town South Africa
TEL: +27-21-417-3050
FAX: +27-21-417-3060
For customs clearance purposes the following original documents must be forwarded to the clearing agents.:
1. Bill of Lading / Airway Bill
2. Invoice
3. Packing List
4. Others if required
The Airway Bill (AWB) or a Bill of Landing should provide following details:
• Mass of consignment
• Dimension of consignment
• Number of parcels in consignment
• Value of consignment
• Markings and numbers on parcels
• Consignee and consignor details
• Final destination
On Departure of the cargo, please send a message to our office to inform us about the shipment and also provide us with the copies of all above documents.
CARGO ALREADY CLEARED by your own agend :
ANTARCTIC LOGISTIC CENTRE INTERNATIONAL (PTY) Ltd
C/O SAA-Cargo
Airbus Road
International Airport
Cape Town, South Africa
TEL/FAX +27-21-9362235
Additional goods bought in Cape Town and destined to Antarctica should be delivered to SAA Cargo at least 48 hours prior to departure of the scheduled flight to Antarctica. Fresh products should be received 24 hours prior to departure. We will arrange suitable storage of frozen and chilled products upon request.
Luggage Handling
All check-in luggage will be stored in the cargo-section of the airplane and there will be no access to this luggage until the plane is unloaded in Antarctica. We prefer to receive the check-in luggage before the flight during the pre-flight briefing at our office. Your check-in baggage should not exceed 20 kg. For luggage exceeding a fee has to be paid. There is the possibility that you store your summer cloth in Cape Town and take them back after your return from Antarctica.
Hand Baggage will be stored under or near your seat. It should not exceed the dimensions of 30 x 60 x 30 cm and a weight of 8 kg. Items in the hand baggage should include your passport, personal medicines, cameras, video equipment and other fragile items. Keep in mind that the flight to Antarctica is a normal international flight and that you have to pass all security checks. So please do not put any liquids (more than 100 ml), scissors or knives to your hand luggage. Please ensure that you wear adequate cold eather clothing or have it within reach when you check in for the flight to Antarctica.
4. Antarctic Codes of Conduct
Antarctica is the last great wilderness on Earth and still relatively unaffected by human activities. All activities in Antarctica are governed by the Antarctic Treaty of 1959 and associated agreements (Antarctic Treaty system). To protect this unique environment the Antarctic Treaty Consultative Parties adopted the Protocol on Environmental Protection (1991) which designates Antarctica as a „natural reserve, devoted to peace and science“. In order to keep Antarctica in its natural state and avoid any adverse effects on its environment, special guidelines for visitors were developed. Apart from these rules visitors are also bound by national laws and regulations applicable to activities in Antarctica.
Science and Research Stations
Antarctica is a continent devoted to science. All visitors should not interfere with scientific research, facilities or equipment. Please keep in mind that research stations are the working place and home of Antarctic personnel. Always respect their property and privacy. A request for visiting a station, including anticipated date of visit and the number of visitors should be done prior to the beginning of the operating season. Please reconfirm arrangements to visit the station between seventy-two and twenty-four hours before the expected time of arrival. Please do not automatically expect support from research stations. The national authority or the station manager can always refuse to accept a visit. During your visit comply strictly with all rules and restrictions stipulated by the commander of the station. Please do not remove or interfere with scientific equipment or marker posts, and do not disturb experimental study sites, field camps or supplies. The station manager or national authorities can support you with information where scientific research is conducted. We can help you to get in contact with the different scientific stations or national authorities and make all arrangements concerning your visit.
Environment & Wildlife
Antarctica is the last continent on our Earth where wild animals and birds still live relatively
undisturbed by human activities. Everyone who has the privilege to visit Antarctica, should respect these unique environment and its fauna and flora and try not to have any harmful effect on it.
Please do not touch or handle birds or seals, or approach or photograph them in ways that cause them to alter their behavior. Try to keep noise at a minimum and do not use explosives to avoid frightening wildlife. Do not surround animals and give them the time and space they
need. Do not use any means of transport in ways that disturb wildlife, either at sea or on land. During breeding and moulting season special care is needed. Please do not feed birds and seals.
Because of the harsh climate conditions in Antarctica, just a very few plant species can survive and they are growing very slowly. Do not damage plants by walking, driving, or landing on moss beds or lichen-covered scree slopes. It needs several years for a plant to recover from such damage. Try to avoid walking on undisturbed ground and establish tracks. Do not take away biological and geological specimen and man made artefacts as souvenirs.
No species of animal or plant not native to the Antarctic Treaty area shall be introduced. All plants and animal parts and products for food need to be kept under carefully controlled conditions. There is the danger of introducing pathogenic bacteria and viruses.
A variety of areas in the Antarctic have been afforded special protection or management because of their particular ecological, scientific, historic or other values (ASPA – Antarctic Special Protected Area /ASMA - Antarctic Special Managed Area). Entry and activities inside and around these areas may be subject to special restrictions. You are not allowed to enter Antarctic Special Protected Areas unless you have a permission of a national authority. We will provide you with information about the location and rules of special protected or managed areas, if necessary.
Through its isolated location and harsh climate conditions Antarctica is the only continent which is not permanently populated by humans and relatively free from human structures. Please keep Antarctica in its pristine way. Do not engrave or paint names or graffiti on stones. Leave nothing behind and keep Antarctica in its pristine way.
Waste Management and Pollutants
The Antarctic environment is still relatively untouched. Please keep it in that way and leave nothing behind but your footprints. No waste is to be left in Antarctica. Waste storage, removal from Antarctica and recycling shall be essential considerations in the planning of your expedition. During your stay in Antarctica wastes has to be stored in such a way as to prevent their dispersal into the environment. By removing unnecessary packing material before going to Antarctica you can minimise the waste which has to be transported out of Antarctica. All open burning of wastes is forbidden inside the Antarctic Treaty area.
It is not allowed to bring non-sterile soil, pesticides or polystyrene beads, chips or similar forms of packaging to Antarctica. Please avoid fuel spills and clean up all spills by utilising absorbent.
Please avoid to bring any alien species to Antarctica. Clean and/or disinfect all your equipment and clothing carefully before the expedition and check your boots and pockets of jour jackets and trousers for seeds, parts of plants or soil.
5. Contingency Plans and Insurance
For every particular expedition TAC prepares Contingency Plan. Emergency flight costs are not included in the agreement. Any emergency flight requested by the expedition or it's authorised representative shall be charged for at the rates outlined in the expedition budget. The expedition accepts that all charges associated with search and rescue shall be payable upon receipt of an invoice.
The expedition in entering into the agreement accepts that in the event of a significant emergency to the expedition including the expedition not adhering to agreed expedition reporting schedule for a period of more than 48 hours, TAC will despatch its first available aircraft to the expedition's last known location to commence a search for the expedition.
All expedition members shall provide TAC with a valid insurance policy guaranteeing payment in full of a minimum of 250,000 Euros per person for TAC to provide for all search and rescue or other emergency flying including fuel used to effect any emergency response and any other expenditure concomitant with an emergency involving the expedition.
Expedition headquarters are responsible for notifying their insurance company of any additional requirements by TAC (such as the 48 hour no contact policy) that might initiate a claim on client 's search and rescue insurance policy.
Expedition members shall provide a copy of their search and rescue insurance policy no later than 2 weeks prior to flight date.
Each individual of the expedition is required to read and sign a waiver form.
6. Contact
For further questions or any advice please do not hesitate to contact us any time:
E-mail :
Phone : + 27 21487 3473
Mobile : + 27 711 889 746
Postal Address :
P.O. Box 16213
Vlaeberg, 8018
South Africa
Physical Address :
72 Keerom Street
Cape Town , 8001
South Africa
All information can be found on our webpage:
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