General Information Antarctic expeditions
© Sepp Kipfstuhl/Alfred Wegener Institut
- Please follow these instructions before filling in the necessary documents
- For each expedition, a complete set of documents has to be submitted. This also applies for repeated participation.
- Please complete the documents carefully and in legible handwriting to avoid time-consuming further inquiries, misunderstandings and/or delays and difficulties during the planning process of the expeditions.
- Each expedition participant has to ensure that their documents are filled in and submitted to the AWI logistics department as paper copies in due time. Information that is sent to the logistics department via e-mail cannot serve as a subsitute for filled-in paper copies.
1. Personal Questionnaire, Declaration of Indemnity, Travel Application and Clothing list
3. Insurance
7. Download forms and information
1. Personal Questionnaire, Declaration of Indemnity, Travel Application and Clothing list
The personal questionnaire must be filled in by all participants. A declaration of indemnity has to be submitted by participants not employed with the AWI. AWI employees attach a photocopy of the first page of their approved travel application together with the personal questionnaire.
Participants from German institutions are equipped with polar clothing in accordance to expedition requirements. The polar equipment issued is specified in the clothing list.
Participants of foreign institutions are not equipped by the AWI.
All forms (personal questionnaire, declaration of indemnity and clothing list as original copies have to be submitted in time (as per dates stated on schedule) to the AWI Logistics department.
2. Travel Information
Every cruise participant must be in possession of a valid passport. The passport should be valid until at least six months after the end of the expedition. If applicable, a visa must be applied for in due time.
German participants
The flights to and from the ports of embarkation resp. disembarkation are organized as group flights at a fixed date by B. Kuhlmann-Treu (AWI logistics, Tel. 0471 4831 1286).
About four weeks prior to the beginning of the cruise you will receive a letter indicating itinerary of flights booked, addresses of agencies abroad and further useful information.
While travelling to port of embarkation or from port of disembarkation any occurring expenses for hotel accommodation must be borne by the participants and may be reimbursed by your sponsoring institution at the end of the cruise.
If you don't join the group flight, you are responsible for making your own travel arrangements. Additional expenses have to be borne by the participant including costs for excess baggage (usually airlines allow luggage of up to 20 kg).
The logistics department must be informed in detail about every individual travel plan, since the agent has to be notified. To avoid problems with the immigration authorities at country of arrival a letter of confirmation will be issued by AWI testifying that the return trip will be handled by this institute. Without such a letter the participants will face signifcant problems.
Foreign participants
Participants from foreign countries have to organize their journey to and from ports of embarkation/disembarkation on their own. The AWI will not book any flights or hotel accommodation.
3. Insurance
All participants are strongly advised to privately insure themselves against accidents. German participants may effect this insurance with Messrs. "Gerling Konzern" through the AWI. For further information please contact Mrs. A. Krämer (Tel. 0471 4831 1104).
4. Costs on board
In principle, board and lodging are free of charge for all participants on board of Polarstern during the cruise.Toilet articles, films, snacks, drinks etc. are sold on board, laundry service and washing machines are available. Stocks and range of goods, however, are limited.
Only AWI personnel, crew, officials of the German weather bureau, employees of FIELAX as well as persons or employees of companies authorized by the AWI are permitted to send official e-mails without having to ask the chief scientist.
Official and private communication costs (telephone, email, telefax) of other users have to be paid in cash (Euro or US-dollars) to the radio officer on board the ship.
5. Medical requirements
There is a general physician on board of Polarstern during the expedition. It is assumed, however, that all participants are in a good state of health. Prior to the beginning of the expedition a medical examination is compulsory for each participant. The attached "medical questionnaire" must be submitted to the AWI physician in due time who will then decide, if the candidate's physical fitness will be suitable for participation.
Without the physician's approval nobody is allowed to take part in a Polarstern cruise. In order to guarantee a confidential treatment of your medical data please refer to the information sheet "compulsory medical examination".
German participants
a) Antarctic Expeditions
With the exception of AWI personnel, the costs for the medical examination have to be borne by the participants themselves. For participants sponsored by the DFG an amount of up to € 357 will be reimbursed. Please send the medical invoice to Mrs. K. Fröhlich (AWI) after you have presented it to your health insurance company for reimbursement (please check contract terms of the health insurance company). The AWI medical officer is in charge of AWI personnel.
b) Arctic expeditions
With the exception of AWI personnel, the costs for the medical examination have to be borne by the participants themselves. Participants sponsored by the DFG may have their costs reimbursed by the DFG if applied for individually and approval had been granted. Expenses must be settled with the DFG directly after presentation of the invoice at your health insurance company for reimbursement (please check contract terms of the health insurance company). The AWI medical officer is in charge of AWI personnel.
Foreign participants
The costs for the medical examination cannot be borne by the AWI.
6. Expedition freight
Packing and marking
In accordance with the recommendations of the Antarctic Treaty Consultative Meeting the use of pesticides, PCBs, packing material made of plastic, PVC, radioactive substances, batteries of any kind, waste with a high percentage of heavy metal and containers for fuel, lubricants and chemicals in Antarctica is either prohibited, to be avoided or the waste brought into Antarctica has to be completely removed again. This regulation also applies to Arctic expeditions.
It is absolutely necessary to closely follow the rules on environmental protection in polar regions for packaging.
Moreover, following instructions have to be considered:
- Identification number as per freight list must be marked distinctly and on all sides.
- Expedition, cruise leg, project number, as per AWI coordination, participant and address of institution have to be marked distinctly and legibly.
- All goods must be marked on all sides by coloured tape according to the respective colour codes (a list of the actual colour codes allocated to the different institutions may be received from Dr. U. Nixdorf, AWI logistics). It is of advantage to attach an additional note with the logo of your institution.
- If possible freight should be delivered on pallets.
- Packing has to be seaworthy, i.e. solid and shock proof resp. waterproof. At the AWI, normally aluminium boxes are used.
- The weight of each box should not exceed 60 kg.
Delivery of freight (no dangerous goods)
Normally the following documents have to be presented at delivery
Freight lists:
The group freight lists contain a complete listing of all boxes and goods belonging to the expedition group with the exception of dangerous goods. They are handed over to the ship's command by AWI logistics. They form part of the ship's manifest and serve as a basis for the stowage plans.
Packing lists:
They refer to the contents of the individual boxes. The identification number of every
single box must be distinctly marked on the corresponding packing list. On the inside of the top cover of every box a copy of the corresponding freight list has to be attached.
For AWI personnel only: For goods corresponding with § 4 a) of the
UStG, the AWI order number must be filled in.
INF 3:
Information leaflet on regulations for the re-importing of goods (for German participants only).
After the accurate submission of your freight and packing lists to AWI logistics (Dr. U. Nixdorf) please make an appointment within the stated time frame for the delivery of your expedition freight with:
AWI warehouse
Brückenstr. 25
27568 Bremerhaven
Tel.: ++49 471 4831 1904
Fax: ++49 471 4831 1906
email: hafenlager(at)awi-bremerhaven.de
Map and address
To guarantee acceptance of your freight, copies of the freight lists must be submitted on delivery of your expedition freight.
On board of the ship please contact the cargo officer in charge for all questions concerning your expedition freight.
Dangerous goods
If you are not sure whether any substance you intend to take on board is classified in the category of dangerous goods please ask Mrs. Loeppke (AWI logistics, Tel. 0471 4831 1162)
Procedure for the delivery of dangerous goods:
- All dangerous goods must be indicated on the Dangerous Goods List. It is essential to submit this list in time to the attention of Mrs. Loeppke at AWI logistics together with the respective original forms of the IMO Dangerous Goods Declarations.
- For each single substance a respective IMO Dangerous Goods Declaration as per IMDG-Code (International Maritime Dangerous Goods Code) must be issued (separate forms for different dangerous goods classes!). Please make sure to fill in all specifications required by the IMDG-Code. The Material Safety Data Sheet compulsory for each substance contains all details necessary for issuing the IMO Dangerous Goods Declaration. Each producer/supplier is obliged to hand out this Material Safety Data Sheet and, moreover, to provide any further information. On delivery of the goods a copy of the Dangerous Goods List and of the respective IMO Dangerous Goods Declaration must be submitted at the warehouse.
- Dangerous goods must be packed and labelled separately for each class as per regulations of the IMDG Code.
- Storage of dangerous goods in the warehouse is strictly prohibited. Therefore delivery of dangerous goods is possible ONLY on the date stated in the respective schedule. This date must be observed in any case because any dangerous goods delivered before or afterwards WILL NOT BE ACCEPTED.
- Dangerous goods belonging to class 7 (radioactive) must NOT be delivered to the AWI warehouse. If you intend to work with radioactive material on board please contact our radiation safety officer Prof. Dr. Kattner in due time. Dangerous goods of class 7 (radioactive) must be loaded on board of Polarstern only in Bremerhaven. It is not possible to ship them as subsequent freight.
- It is absolutely necessary to provide suitable empty containers for the returning of any waste of your dangerous goods. After filling them these containers must be labelled as dangerous goods and correctly and completely marked (cruise leg, institution, name etc.). A new IMO declaration must be issued for them on board and handed over to the cargo officer in charge to be recorded into the waste list. Every participant is responsible for the correct waste disposal in accordance with valid regulations.
- The dangerous goods must be collected from the AWI warehouse immediately after arrival of the return freight in Bremerhaven. Without prior collecting of the dangerous goods, it is not possible to pick up your general expediton freight.
Customs Clearance
The AWI warehouse is situated in the free zone. The participants are responsible to re-import their equipment after the expedition. Foreign participants have to observe the import or export regulations of their country.
German participants need a so-called INF-3 form (Rückwarenregelungsauskunftsblatt) certifying that articles to be exported will be reimported to Germany (for further information please contact K. Worriescheck, AWI logistics, Tel.: 0471-4831 1165).
To verify information stated on the form INF-3, customs authorities will require the following:
* boxes and items not packed have to be labelled with identification numbers
* packing lists have to be taped on the inside of the top cover of the box
* for Germany participants: the freight list has to be attached to the INF-3 form
* for foreign participants: documents issued by foreign customs authorities have to be attached to INF-3 form
Clearance will be effected at your local customs office. To facilitate verification of the goods to be reemported by the officer, please stow the boxes in the same way as at the beginning of the expedition.