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The paperwork of an expedition

An expedition to Greenland is not a simple trip where you buy a ticket, make the crossing and return. There is much more involved, especially in the area of administration and permits. In this blog post, we take a closer look at the organizational aspects of a shipping operation and the paperwork involved.

The Greenland government and necessary permits

If you want to take an expedition to Greenland, you need permission from the Greenlandic government. This is regulated through a permit, which we will talk a lot about in this blog post. Applying for a permit is done online these days, which is very convenient. However, the process is not yet completely flawless and sometimes still requires printing out a PDF and forwarding it by e-mail to the person responsible.

What do you need for a permit?

The documents required to obtain a permit can vary depending on the type of expedition you are undertaking. Scientific expeditions have different requirements than sports expeditions, including the expedition to Greenland in which we are participating.

An important permit we need is a radio permit. We take communications equipment with us, including a VHF radio that allows us to contact a helicopter pilot in case of a rescue operation or if we need to be picked up. However, operating a VHF radio requires a license. It may help if you already have a VHF license or certificate in the Netherlands, as this can help when applying for the VHF license. In addition, it is important to pay the permit fee on time.

Another requirement is a bank guarantee. This involves having sufficient funds in a bank account and the bank issuing a guarantee. Should a bailout be necessary or if something goes wrong, the bank guarantee can be called on. However, obtaining a bank guarantee can be difficult in the Netherlands, as most banks only issue them for mortgages. This means you will be held personally responsible. Despite the challenges, a bank guarantee is essential for an expedition.

In addition, you should pass on the experience of the participants, especially the guide, when applying for the permit. If you have done a crossing before, this may help in getting the permit. If you have no experience yet, getting the permit may be more difficult, but certainly not impossible.

A possible gun permit is also required if you bring a weapon from abroad. In our case, the weapon is already ready in Tashilak, the place where we start, so we no longer need a gun permit.

The biggest challenge: insurance

One of the biggest challenges in getting the permit is having insurance. The insurance company must sign a paper from the Greenland government guaranteeing that they will cover the amount needed. Worldwide, however, there is only one insurer willing to sign this form, but it comes with a high price tag. Other insurers, both national and international, do not want to bear this responsibility. In the end, we opted for IF insurance in Greenland, but this cost us a whopping 7500 euros for the entire expedition.

Handling the paperwork

Submitting all the necessary documents and waiting for the permit can sometimes take a long time. In Greenland, the process is slower than in Europe, which means that the priority for issuing a permit is not always high. However, it is essential to have the permit before leaving for Greenland. In previous years, expedition teams did not receive their permit until the day they started the expedition, which created some tension. To my surprise, I received the permit last Wednesday, over a month before our departure. This was a pleasant surprise and gave me peace of mind.

Before starting the expedition, we must report to the police and show the permit. These documents should also be included in paper form.

Preparation is essential

Over the next few days I will take you through our preparations for the expedition. Preparation often takes longer than actual implementation, but this is natural. With good preparation, you increase your chances of a successful expedition.