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 Adventure 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.
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:
Safety, Risk Management, Leadership.
Safe practices and a safe return to the starting point for a trip are the first-priority.
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 section d) The contractor is to be paid a fee by PSA, such as for transportation or workshop instruction.
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.
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.
THE PSAREP should keep the following with them when on a Photo Adventures: