ANTARCTIC POST-VISIT REPORT FORM

Document PVR Rev.7 - Windows version (September 1, 2011) (Electronic) developed by IAATO from a document initially creat

About this Form

Under Antarctic Treaty Recommendation XVIII-1 and Resolution XIX-3 and Resolution XVIII-6, this form is require
organizations visiting the Antarctic Treaty region for the purposes of recreation or tourism.

The form consists of two parts, both of which are to be completed by the Expedition Leader or Captain and subm
electronically to [email protected] for inclusion in a comprehensive tourism database.

The Expedition record (Part 1) must be completed for every expedition to the Antarctic region regardless of whe

The Site Visit record (Part 2) should only be completed if visits or landings were made to sites in the Antarctic re

OTHER THAN DATA ENTRY, PLEASE DO NOT MODIFY THIS DOCUMENT IN ANY WAY AS THE FORM WILL NOT L

Instructions for Filling Out this Form

As the form will be processed by a computer it is important that the form be completed carefully and accurately.
completing the data required in the two worksheets.

Throughout this form, please only use the following date format: dd-Mon-yy (e.g. 12-Jun-02)

When selecting items from a drop-down menu, you may type a value in the menu for auto-search and fill feature
At the end of each trip, please email this report
authority.

Please contact [email protected] if you have any questions. Many thanks for your cooperation.

PART 1 - Expedition Data

The Expedition Record is completed for each expedition.

Expedition Details
o Voyage/Flight Number should have the following format: a three character ship code followed immediatel
>>>>> dd/MON/YEAR, i.e. XXX28JAN2005
o Vessel Name should be the name of the vessel in full e.g. Lyubov Orlova and not just Orlova. No prefix (e.g
o Expeditions are categorized as either: Ship based, Yacht based, Aircraft or Land based.

Observers
o This section should only be used to list designated observers or national representatives. Scientific person
the record of expedition section.

Nationalities
o Nationalities should be selected from the drop-down menu provided. If the nationality is not listed please u
official name of the country.
o If all of the available nationality lines have been used and there is more data to enter, please create a new s
(Part 1 Section A), the additional nationalities and on Part 1 - Section D - Cell B74, add the text: ‘continuation
used so far to describe the expedition. Please do not duplicate any other data.

Report on Expedition
o Please use point 5 to list any environmental disturbances, incidents, scientific support or transport, and m
o Signature line – Where the form is filled in electronically please use this section to note the name of who w
 o Expeditions are categorized as either: Ship based, Yacht based, Aircraft or Land based.

Observers
o This section should only be used to list designated observers or national representatives. Scientific person
the record of expedition section.

Nationalities
o Nationalities should be selected from the drop-down menu provided. If the nationality is not listed please u
official name of the country.
o If all of the available nationality lines have been used and there is more data to enter, please create a new s
(Part 1 Section A), the additional nationalities and on Part 1 - Section D - Cell B74, add the text: ‘continuation
used so far to describe the expedition. Please do not duplicate any other data.

Report on Expedition
o Please use point 5 to list any environmental disturbances, incidents, scientific support or transport, and m
o Signature line – Where the form is filled in electronically please use this section to note the name of who w

OTHER THAN DATA ENTRY, PLEASE DO NOT MODIFY THIS DOCUMENT IN ANY WAY

PART 2 - Site Visit Data

Complete one line of the Site Visit record wherever Expedition members disembark or journey beyond base
cruised through noting dates and registering ship cruise as activity.

Date
o All lines of activity must have the date entered in it. For example, if landings occur in the morning and after
landings that day.

Site Names (throughout the form the recognised English name is used):
o Select Site Names from the drop-down menus provided.
o Please enter cruises of narrow waterways in this section, e.g. Lemaire Channel, Errera Channel,
Neumayer Channel etc. Note: if the ship makes two transits of the same channel it is only
necessary to list the transit once.
o If you have a Site that is not listed in the drop-down menu, please use a line titled ‘Other (please
specify)’ and write the full authorized site name including the Latitude and Longitude co-
ordinates; please use one of the recognized co-ordinate formats below:

Format Example
Latitude Longitude Latitude Longitude

##°##'S ###°##'[W/E] 62°10'S 058°48'W

##*##'S ###*##'[W/E] 62*10'S 058*48'W
##d##'S ###d##'[W/E] 62d10'S 058d48'W
## ##'S ### ##'[W/E] 62 10'S 058 48'W

>>>>> Note: In each format case above, the use of an apostrophe to represent minutes is optional.

Times
o Enter Times using GMT and a standard 24-hour format. (i.e. hh:mm - e.g. 14:35). Note it is
necessary to insert ‘:’ between the hours and minutes. For example if the local time is 09:00
(GMT-3) then enter 12:00 (GMT) should be entered.
o If landings span the midnight period please still enter the last passenger (pax) ashore time on the
same line: it is not necessary to create a separate line with a separate date for the departure
time.

EXAMPLE:
Date Site time first pax ashore (GMT) time last pax ashore (GMT)
01/12/07 Vernadskiy 22:15 00:30

Number of People making site visit

o If a vessel carries more than 100 passengers, simply record the total number of passengers who
went ashore (e.g. 285 passengers) on a single line.

Activities at Site
o You may select up to three activities for each Site Visit entry. Use additional lines if more than
 same line: it is not necessary to create a separate line with a separate date for the departure
time.

EXAMPLE:
Date Site time first pax ashore (GMT) time last pax ashore (GMT)
01/12/07 Vernadskiy 22:15 00:30

Number of People making site visit

o If a vessel carries more than 100 passengers, simply record the total number of passengers who
went ashore (e.g. 285 passengers) on a single line.

Activities at Site
o You may select up to three activities for each Site Visit entry. Use additional lines if more than
three activities occurred or if the number of passengers differs per activity.
EXAMPLE:
Date Site Pax Staff Crew Total Activities
01/12/07 Vernadskiy 25 3 2 30 Small Boat Landing Station visit
01/12/07 Vernadskiy 3 2 5 Scuba Diving

o If you have used all of the available Site Visit lines and still have data to enter, please complete a
new spreadsheet and enter only the Expedition Data (Part 1 - Section A) and the additional Site
Visit data. On Part 1 - Section D - Cell B74, add the following text: ‘continuationsheet #’ where #
represents the number of forms used so far to describe the expedition. Please do not duplicate any oth
o If a station is visited by small boat, record in the activities section both small boat landing and
station visit, provided the same number of people participated in both activities.
o The activity station visit should only be listed when the station is actively occupied. Unoccupied
stations should not include the activity station visit. (Please note that Goudier Island (Port
Lockroy) is a Historic Site and Monument and NOT a station so should not be listed as Station
Visit.)
o Where the activity is an onboard activity such as ‘ship cruise’ or ‘anchoring only’ the total
complement of passengers, staff and crew should be listed.
PORT FORM
ed by IAATO from a document initially created by NSF

solution XVIII-6, this form is required to be completed by any person(s), companies or

on or tourism.

edition Leader or Captain and submitted to an appropriate national authority and preferably
base.

Antarctic region regardless of whether any landings or visits to sites were made.

re made to sites in the Antarctic region. For cruise only vessels, you may include waterways.

NY WAY AS THE FORM WILL NOT LOAD CORRECTLY IN THE DATABASE.

ompleted carefully and accurately. Please use the following instructions as guidelines while

e.g. 12-Jun-02)

enu for auto-search and fill feature.

each trip, please email this report as soon as possible to [email protected] and your national

ur cooperation.

View Part 1 - Expedition Page

ter ship code followed immediately (no space) by Embarkation Date as

and not just Orlova. No prefix (e.g. MV or MS) is necessary.

or Land based.

al representatives. Scientific personnel transported should be listed under point 5 of

he nationality is not listed please use the line “Other (please specify)” using the

data to enter, please create a new spreadsheet and enter only the Expedition data
ell B74, add the text: ‘continuationsheet #’ where # represents the number of forms
data.

entific support or transport, and medical evacuations which took place.

section to note the name of who was responsible for completing the form.
 View Part 2 - Site Visit Page
isembark or journey beyond base or camp. Cruise only vessels please list the areas

ngs occur in the morning and afternoon, the date must be filled in on all lines for all

e Channel, Errera Channel,

me channel it is only

e a line titled ‘Other (please

e and Longitude co-
ow:

inutes is optional.

e.g. 14:35). Note it is

the local time is 09:00

ger (pax) ashore time on the

e date for the departure

ast pax ashore (GMT)

number of passengers who

ditional lines if more than

POST-VISIT REPORT FORM: PART 1 - Expedition Record View Instructions for this Page
The Expedition Record is completed for every Expedition. This information is requested in compliance with Antarctic
Treaty Recommendation XVIII-1 and Resolution XIX-3. Please submit both Part 1 and Part 2 to an appropriate
national authority within three months of the activity having taken place.

A: Expedition Details
Company name: Voyage/Flight number:
Voyage Name:
Expedition Leaders(s) name: Vessel / aircraft name:

Expedition is: Ship based Captain's/commander's name:

Port of Embarkation: Port of Disembarkation:
Date of Embarkation: Date of Disembarkation:
Actual itinerary traveled: please provide description of route, giving dates:
(Note: If you consider that the Site Visit Record (SVR) provides an adequate description of itinerary, simply write "See SVR")

B: Observers
Name: Name: Name:

Affiliation: Affiliation: Affiliation:

C: Record of Expedition numbers by nationality (in alphabetical order)

Nationality Pax1 Staff2 Crew3 Nationality Pax1 Staff2 Crew3

Other (Please Specify)

Other (Please Specify)
Other (Please Specify)
Other (Please Specify)

TOTAL 0 0 0
1
Passengers: Members of the Expedition that are not Staff, Crew, Observers or National Representatives.
² Staff: Expedition personnel, guides, lecturers and small boat drivers (exclude crew serving these functions).
³ Crew: Vessels captain and officers, helicopter pilots, crew and hotel / catering staff (excluding above)

D: Report on Expedition by Expedition Leader (please be brief, but use additional sheets if necessary)
1. Has an expedition meteorological report been submitted to the World Meteorological Organization?
Ye Don't
No
s affecting people or the environment:
2. List any unusual incidents Know

3. If there were any unusual events, has an incident report be prepared:

Yes No
4. If the answer to 3. is yes, to whom will the incident report be provided?

5. Any other comments or information

(e.g. observations of disturbance to wildlife or the physical environment, changes from expedition Advance Notification, etc.)

Signature: Date:
Expedition Leader or Vessel Captain
 POST-VISIT REPORT: PART 2 - Site visit Record
POST-VISIT REPORT FORM: PART 2 - Site Visit Record Voyage Number:
Complete one line of the Site Visit Record wherever Expedition members
disembark or journey beyond base or camp. View Instructions for this Page Embarkation Date:

Tour Company or Name: Vessel Voyage

Name: Name:

Date(s) Site visited Site Latitude/Longitude 1st pax arrive Last pax depart Number of people Activities at site
shore/site shore/site making site visit Select up to three activities per Site Visit entry.
Use additional lines if more than three activities occurred or
if the number of passengers differs per activity.
Latitude Longitude (in GMT) (in GMT) Pax' Staff² Crew³ Obs4 Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Other (Please Specify) 0
Other (Please Specify) 0
Other (Please Specify) 0
Other (Please Specify) 0

1
Pax (Passengers): Members of the Expedition that are not Staff, Crew, Observers or National Representatives.
² Staff: Expedition personnel, guides, lecturers and boat drivers (exclude crew serving these functions).
³ Crew: Vessels captain and officers, helicopter pilots, and crew and hotel / catering staff (excluding above).
4
Obs: Observers or National Representatives.

Activity Notes: