PSA Photo Adventures Policy
All PSA Photo Adventures must be led by a professional tour guide who is familiar with the area(s) where the tour will take place, who provides adequate tour liability insurance coverage and a certificate of insurance which adds PSA as an additional insured for the tour unless this requirement is waived by the PSA Executive Committee (PSAEC), and who is adequately insured for any transportation, which the tour guide provides to participants during the tour; has obtained all appropriate licenses or permissions from the agencies which provide the same to tour operators, including but not limited to national parks, state and local parks, cities or other places which require permits or licenses for tours. All PSA Photo Adventures tours must be approved by the PSA Executive Committee upon recommendation of the Photo Adventures Advisory Group (PAAG).
All PSA Photo Adventures will have a designated PSA Representative (PSAREP) on each photo tour to act as a liaison between the PSA Headquarters and the tour group.
This program provides an opportunity for PSA to meet its mission of education through photography and offers a benefit for fellow PSA members to learn and socialize with PSA members in special locations year around.
- It is meant as an additional benefit for PSA members.
- It is meant to be educational, and at the same time, gives PSA members a chance to meet other PSA members, to photograph together and socialize, and to build relationships and learn from each other.
- The financial goal of the PSA is to be slightly revenue positive when the tour is full, and revenue neutral if the tour is at minimum enrollment.
While the benefit of these photo opportunities most directly affects those who participate, their good experiences are hopefully shared with their fellow photographers and club members, which serves to promote PSA.
This policy applies to the Photo Adventures conducted by qualified and insured contractors, such as professional photographers and guide services. It does not include tours run at the PSA conferences or Chapter outings.
Review and Approval, Photo Adventures Advisory Group.
PSA-wide photo trips require review by a Photo Adventures Advisory Group (PAAG) and approval by the PSAEC, based upon recommendations of the PAAG.
Responsibilities of the Advisory Group and Supervision:
- The Advisory Group is a committee comprised of a Chair and three (3) PSA members appointed by the Executive Committee.
- An Advisory Group MOM will be used to identify the Advisory Group’s tasks, describe the review and approval process, and manage the Photo Adventures program.
- The Membership VP shall have supervisory responsibility for the AG.
- The Executive Committee responsibilities include, but is not limited to, recommendations for contracts and agreements with third parties such as professional photographers and tour companies, and matters which are found in the PSA Risk Management Program and safety considerations.
Safety, Risk Management, Leadership.
Safe practices and a safe return to the starting point for a trip are the first-priority.
- All PSA Photo Adventures must follow all applicable portions of the PSA Risk Management Program.
- PSAREPs and professional tour guide are required to take necessary steps to be sure that no matter what the event, they carefully plan and execute the trips, and take steps to be sure all participants return safely, having enjoyed the experience
- The PSA Representative will act as a liaison between the PSA office and the group (and, when necessary the PSA Executive Committee) to ensure that all forms are received and filled out properly; coordinate first aid, if necessary; make sure there is compliance with all policy guidelines; and be a witness if issues arise. The designated PSAREP will work with the Licensed Professional Tour Guide. The Tour Guide should be the one making tour decisions such as destinations, activities, instruction, and schedule changes because of weather or other conditions requiring modification of the proposed tour or program. The PSAREP should be the one coordinating details other than the tour or workshop activities, such as administrative matters, bringing medical or observed safety issues to the attention of the Tour Guide, or such as organizing the participants into sub-groups, or dealing with PSA-related matters. The Tour Guide and PSAREP should spell out their respective responsibilities in preparation for or during the trip. Where appropriate, the working relationship between the Tour Guide and PSAREP can be spelled out in the contract for services. See the material below in the paragraph marked Requirements for the PSAREP.
- All trips should have an activity level rating so that participants are fully aware of the level of activity involved.
- » PSA Release and Indemnity Agreement: pdf
- » Accident Investigation Report: pdf
- Minimizing Risk to PSA. Low-risk transportation planning is essential to all PSA Photo Adventures outings. Commercial or contractor-provided transportation, properly insured, is the first choice for transportation of participants. Where there is no commercial or contractor-provided transportation, responsibility to get to the “trail head” or photograph location is an individual responsibility, except where PSAREPs are authorized to use PSA-rented vehicles.
- Transportation Contractors. When a Contractor, such as a transportation or tour company or photo workshop contractor, is hired to provide transportation for Photo Adventures, an appropriate scanned copy of a Certificate of Insurance requested from the insurance will be required to protect PSA and its trip participants. The name of the contractor must be provided to PSA Headquarters and if willing, the contractor’s insurance agent should name PSA as an additional insured.
- Rental Vehicles. Vehicles rented by PSA for Photo Adventures must be reserved by the PSA Office Manager.
The insurance required for PSA Photo Adventures where a vehicle is rented, shall cover Loss Damage Waiver (rental car is damaged) and Liability (Avis, $1,000,000).
- Privately Owned Vehicles. PSA does not carry auto/transportation liability or property damage insurance for the use of participants’ privately owned vehicles. If there is to be a caravan of cars, the vehicle owners must agree to assume all risks associated with the use of the vehicle. The preferred method would be to supply each driver with GPS coordinates or address to the destination. PSAREPs need to be trained on caravan procedures, i.e. the person should keep an eye on the person behind them and stop if the car behind them stops or disappears from view, and all cars ahead will also stop. Caravans of cars should be discouraged.
PSA will charge a Participation Fee for each participant, plus Incidental Costs as identified below. (See fourth bullet) The contractor is to be paid a fee by PSA, such as for transportation or workshop instruction.
- The PSAREP attending the tour will pay the same contractor fee as other participants, unless the PSA Tour/Group Leaders can negotiate a reduced fee.
- The Advisory Group should negotiate discounted rates when possible with the professional tour guide. The PSAREP may work with the PAAG regarding rates.
- Participants must cover the full cost of the tour, and PSA will not be held liable for any costs.
- An additional Incidental Fee of $25 - $250 fee shall apply to all tours for costs incurred by headquarters. The Incidental Fee will also cover costs for such items as tips, water, snacks, etc. “Free” giveaways may be included if included in the incidental fee. Otherwise they are not to be provided. These incidental fees become a portion of the PSA Participation Fee. The PSAREP shall not have to pay the incidental fee.
- “Farewell dinners” are optional and an individual expense for each participant.
- Tips, if necessary, should be included in the Participation Fee.
PSA Membership Requirement and Limited Spaces.
This program is for PSA members only. Due to limits of 10 to 12 participants and usually full participation, non-member spouses, partners and family members should not expect to be approved to participate unless they are a PSA member. If they are not a PSA member, the solution for them is to become PSA members to participate. PSA members under the age of 18 years need to be accompanied by a PSA-member parent or guardian.
Registration and Payment.
Registration and payment will be processed through PSA HQ, in accordance with the guidance provided for a trip signup. The Registration Form will be on the PSA Website under PSA Photo Adventures. It should be completed and sent to the Office Manager at PSA HQ, who will provide a generic link for the payment, which shall be by credit card only, within 48 hours of receiving the payment link or registration may be cancelled. The time frame is important, as there may be a rush to complete registration and payment by members.
Participation is based on a first-come, first-served basis. Payment and the Release and Indemnity Agreement will be attached to the confirmation email. These must be signed, dated, and returned to the stated address to complete registration. THE DOCUMENT CALLED “RELEASE AND INDEMNITY AGREEMENT” WILL NOT BE A PART OF THE FAST REGISTRATION AND PAYMENT PROCESS BUT AN ORIGINAL EXECUTED AGREEMENT MUST BE MAILED TO HQ WITHIN TWO WEEKS OF THE TIME OF COMPLETE REGISTRATION. RELEASES WILL NOT BE ACCEPTED AT THE TRAIL HEAD SINCE IT IS THEN “COMPELLED,” AS THE PERSON HAS SPENT MONEY TRAVELING, AND THE RELEASE WILL BE CHALLENGED AS INVALID IN SOME CASES.
ALL NECESSARY FORMS MUST BE ON FILE WITH PSA HQ BEFORE THE REGISTRANT CAN PARTICIPATE WITH THE TOUR (registration, payment and the Release and Indemnity Agreement.) It is the responsibility of the PSAREP to make sure the information is on file at PSA HQ.
Headquarters should keep the following participant records on file for a minimum of three (3) years after the Tour, or longer if necessary as advised by counsel.
- Signed releases
- A trip narrative that describes anything that happened that is out of the ordinary. Especially good to have if the individuals involved can be quoted or agree to a statement about the event experience or happening.
- An accident report should one happen, signed by the contractor and group leader.
THE PSAREP should keep the following with them when on a Photo Adventures:
- A full list of all participants along with an emergency contact name and phone number, as it appears on the registration document.
- Local numbers for police, fire, fire rescue, EMT’s, addresses of hospitals, clinics, first aid facilities.
- PSA First Aid Treatment Form, Accident Investigation Report Form, PSA Emergency Contact Procedures.
- Cell phone numbers of all participants, and participants have the REP’s cell phone number.
- CONTACT INFORMATION FOR PSA HEADQUARTERS.