Expedition Preparation: International Trip Logistics & Lead Times

I have come to the conclusion that planning an international climbing trip is a lot like planning a wedding. They are completely different events but many of the same rules apply. Both include similar lead time planning, the same dress rehearsals, and the same feelings of being overwhelmed by all of the details. (so many!)

Don't believe me? Let me explain it this way. The internet is full of wedding timetable calendars to help the bride plan the big day. These guides provide a high level outline of how early you should complete key events. These outlines suggest that you should have your caterers & florists confirmed 9 - 12 months in advance, your guest list 6 months in advance, your dress 3 months in advance, and so on. A major climbing expedition is the same. Your trip should be booked 12 - 9 months in advance, your travel insurance booked within 21 days after that, your gear confirmed and ready at least one month before departure, and so on. The same rules apply.

The only thing still missing is this same treatment for major international climbing adventures. I wish someone had outlined this for me when this adventure started! Here is my high level outline of what it really takes, and how long it takes, to prepare for an international climbing adventure.

I am currently at the ~60 day mark before the big day. This list below may tweaked as we get closer but here is the plan so far. It's quite a list!

• As Soon As You Know You Want to Climb 'X' Mountain
• Mountain Selection: Research Past Trips - Ex. Blogs, YouTube, Summitpost.com, etc
• Guide Service - Selection: Select Your Guide Service - Interview as Many as You Can
• Trip Itinerary - Selection: Confirm Your Trip Selection, Preferred Itinerary Options, and Cost Tolerance(s). 
• Travel Insurance - Selection: Confirm Your Travel Insurance Selection & Options (Ex. Travelex)

• 12 - 9 Months Before Departure
• Guide Service - Trip Booking: Book Your Trip with Your Selected Guide Service (yay!)
• Submit All Requirements Paperwork & Passport Photo Copies
• Travel Insurance - Trip Cost: Purchase within 21 Days of Trip Purchase - Expedition Cost
• Training - Outline: Initial Outline of Physical Training Schedule
• Gear - Initial List: Initial Outline of Required Additional Gear Purchases (Ex. Double Plastic Boots)

• 6 - 9 Months Before Departure
• Airfare / Travel Agent - Initial: Establish Relationship with Travel Agent, if Using, for Airfare Booking
• Physician / General Practitioner - Initial: Review Your Trip, Vaccine, Medications, and Physicians Clearance Letter Requirements with Your Physician. Most Guide Services Require a Physicians Letter.
• Training - Start: Start Your Training! (Ex. Stair Climbing, Hiking, Snow Camping, etc)
• Gear - Start Purchasing: Start Purchasing Your Gear. This Advance Lead Time Spreads the $$$ Pain and Supports Inventory Availability.

• 3 - 6 Months Before Departure
• Airfare / Travel Agent - Purchase: Confirm Purchase of Airfare Booking - Layover Hotels Too if Needed
• Travel Insurance - Airfare: Update Existing Travel Insurance to Include Airfare Cost
• Guide Service - Air Travel Details: Share Your Air Travel Details with Your Guide Service
• Physician / General Practitioner - Medications: Confirm Your Required Medication Selection(s) & Prepare to Fill Prescriptions ~30 Prior to Departure
• Vaccinations & Travel Medicine: Make An Appointment With a Travel Medicine Professional. Plan to Start Required Vaccines Before the Three Month Mark.
• Training - Continue & Ramp-Up: Check in on Your Training Progress. Need to Change Anything? Do it Now.
• Gear - Final Purchase List Confirmed: Your Complete Gear List Should be Finalized & Purchases On Their Way.

• 90 Days Before Departure: 
• Physician / General Practitioner: Confirm Physician Readiness to Write Required Prescriptions & Sign-Off on the Physician Release at ~30 Days Prior to Departure. 
• Vaccinations & Travel Medicine: Confirm Final Vaccine Schedules. Complete Before the ~30 Days Prior to Departure Milestone.
• Training - Continue & Ramp-Up: Check in on Your Training Progress. Add as Much Activity Specific Training as Possible w/ Your Actual Gear. (Ex. Boot Break-In)
• Gear - Break-In: New Boots? Awesome! Start Breaking Them In! New Jacket? Cool! Take it Snow Camping! Use that Stuff to Make Sure it Works as Expected.

• 30 Days Before Departure:
• Physician / General Practitioner: Confirm Receipt of Physician Release & Fill Prescriptions.
• Training - Finishing Touches: Are you Ready? Are you Sure? You Should Be.
• Gear - Practice Packing: Practice Pack All of That Gear & Weigh It. Carefully Consider Applicable Weight Restrictions. (Ex. 15kg for Flights to Lukla) Make Any Final Purchases Now.

• One Week Before Departure:
• Final Packing: Pack That Bag. It's Time to Go! Batteries? Chargers? PLB Configurations? All Done and Ready.

Missing anything? I'd love to hear from you in the comments.