Expedition Greenland: the Paperwork behind the Expedition

The Extensive Preparation for an Expedition to Greenland

An expedition to Greenland may seem like a matter of hardcore training and braving the cold, but nothing could be further from the truth. In addition to the physical preparation, there is an enormous amount of paperwork and procedures involved. Since December, I, Henk Jan, have been busy organizing everything needed for this special undertaking.

Permits and Insurance

To enter the Greenland ice cap, a permit from the Greenlandic government is required. You don’t get this easily; extensive paperwork must be completed. For example, I have to demonstrate my experience as an expedition leader, as well as that of the other participants. In addition, a bank guarantee is required in case a helicopter needs to be deployed. We must also have specific search and rescue insurance, which goes beyond standard insurance policies. In addition to the permits, I also need a weapons license, applied for with the Danish police, and a radio permit for the use of special communication equipment such as a ground-to-air radio and satellite phone.

Protocols and Checklists

As an IPGA Polar Guide, I follow strict protocols. We have checklists for the team, the route, materials, and food. It is important that all materials are suitable for polar conditions and have been tested. There must also be enough food that is accepted by everyone, as we need to consume 6000 kilocalories daily. In addition, there are protocols for emergencies and environmental impact. We take all our waste back with us, including toiletries. Safety is paramount with extensive checklists that are reviewed both in the Netherlands and in Tasiilaq.

Safety in Extreme Conditions

We have specific protocols for polar bear safety and dealing with extreme cold. The severe cold management document describes how to act in temperatures down to minus 30 degrees Celsius in combination with strong winds. There is also a protocol for severe wind management, which describes how to set up tents in stormy conditions.

Route Planning and Material Distribution

The daily schedule and route are written out in detail. As the expedition progresses, the days become longer, both in distance and time. We start with 8 hours of travel per day and end with 9 hours and 20 minutes, covering between 20 and 30 kilometers daily. The compass course is precisely calculated, taking into account declination differences of up to 25 degrees. For those interested, I also give workshops on map and compass navigation.

Communication with the Home Front

For friends and family of participants, I have drawn up a home-stay document. This includes our departure and return dates, the route, and how they can follow us via the website. They also have contact details of our Basecamp manager for emergencies. In short, an expedition to Greenland requires much more than just physical preparation; it is a complex undertaking full of paperwork and planning. But despite all the preparations, I look forward to finally taking my first steps on the ice.