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Trip FAQ’s

Frequently Asked Questions

Curious about our trips? Explore our Expedition pages and check out our Frequently Asked Questions. If you still have questions, feel free to contact us!

General

  • APEX programs are run by trained, professional outdoor educators
  • Small groups with high ratios of instructors to participants
  • High quality experiences with reputable gear, incredible places, and engaging adventures
  • Intentional curriculum focused on leadership, environmental studies, and wilderness/technical skills
  • Risk Management is a top priority. We seek to mindfully balance the risks and rewards of the activities we engage in.

APEX is led by co-founders Libbey and Alex; we are a small organization that has blossomed from a passion project into an incredible community of people, and that shows in all the programs we run. With small groups and an average ratio of 4 students per instructor, our groups quickly feel more like a family rather than a group of strangers. The adventures we engage in are specifically chosen for the perfect mix of fun factor and personal growth, and our intentional curriculum helps participants learn how to push themselves and how to engage with others and the world around them. All of this is done with a calculated risk management philosophy that is above and beyond the industry standard.

APEX began as a seedling of an idea at Prescott College in 2014. With a little care and energy, Libbey and Alex officially started the organization in 2017 and we ran our first programs in 2018. Each year we have steadily grown in the number of participants, number of programs, and in all the behind the scenes assets (e.g. curriculum, risk management, staff, and registration systems). We are excited to keep growing and branching out into new communities, activities, and opportunities.

While about half of our participants hail from wild and wonderful West Virginia, we welcome many participants from Northern Virginia and D.C., a contingency from New York City, and many more places!

Yes, of course! While on the trip, we ask participants attending together to be sure to be inclusive of and engage with all participant members. For siblings, when you sign up you will be able to access our sibling discount.

No. Many of our participants have no prior experience. We teach everyone what they need to know to survive and thrive in the outdoors. However, it is important that participants want to join the trip and come prepared with an open mind!

For a detailed overview of who should and should not participate in APEX programming, view our Essential Eligibility Criteria.

Learn about some of our outstanding instructors on our Meet the Team page.

APEX has listed the Essential Eligibility Criteria (EEC). Below are a few highlighted criteria.

All participants must:

  • Come with an open mind and willingness to try new things
  • Display tolerance, respect, and compassion towards all
  • Perform necessary self-care in a remote and outdoor environment, including personal hygiene, adequate hydration, dressing appropriately for weather conditions and responsibility for and organization of personal gear
  • Carry 10-25 pounds daily for day hiking and 35-45% of your body weight backpacking, for outdoor/wilderness trips ranging from several days to several weeks, depending upon the program
  • Interact responsibly in a group and support a team approach, understanding that every participant shares in the responsibility for their own well-being and the well-being of the group
  • In alignment with the APEX mission, support a physically, emotionally and mentally healthy learning environment for all
  • Demonstrate age-appropriate social and emotional skills in managing personal boundaries, relationships, communication, stress, and conflict

For a full list and more information about APEX’s EEC click here.

The Challenge Level number refers to the physical challenge of any particular APEX program. We’ve designed our programs to roughly fit a “Beginner,” “Intermediate,” and “Advanced” scheme.

  • Challenge Levels 1, 2, & 3: Beginner level, accessible to any motivated participant within the program’s age range, requires minimal pre-trip training
  • Challenge Levels 4, 5, & 6: Intermediate level, accessible to all motivated and moderately-fit participants within the program’s age range, moderate pre-trip training is recommended- mostly to familiarize participants with the specific activity they’ll be doing and their equipment (e.g., going out for a hike to break in hiking boots)
  • Challenge Levels 7, 8, 9 & 10: Advanced level, more physically challenging programs, while designed to be accessible to motivated and fit participants, will require pre-trip training

Note that this is not an exact science, and any given person’s understanding of the meanings of “Beginner,” “Intermediate,” or “Advanced” may differ considerably from another’s. Don’t hesitate to contact us with more questions.

APEX supports an inclusive learning environment that allows participants to be themselves. We discuss this on the first day of every program and seek to create an atmosphere where we recognize and appreciate our differences as a source of strength. On our med forms and in our introductions we ask for preferred pronouns and make every effort to keep lines of communication open to make sure that everyone feels validated. We make every effort to accommodate privacy and preference regarding tent, shower, and restroom facilities and feel that every person should be treated with compassion and respect.

Applying for an APEX Program

Yes! Visit our Financial Assistance page to learn more.

Safety, fun and learning are our main priorities. Tuition from these programs goes towards our highly developed risk management systems and top of the line gear that will keep participants warm, dry, and safe. Our instructors are the face of our programs, we seek to employ and retain highly qualified instructors and pay them a livable wage so that we can create the best possible experiences for our participants. Lastly, as an education program, we are committed to teaching our intentional curriculum to create better leaders and more engaged citizens of this planet. Education is an investment in ourselves and our communities. If you are excited about our programs, but unable to afford the full tuition, consider applying for a scholarship. You can learn more about our Financial Assistance here.

Tuition covers all meals, accommodation, transportation and activity costs while on trip.

Airfare or other transportation to APEX is not included with tuition. Participants are asked to bring a small amount of spending money that they may use to buy souvenirs or treats when visiting local towns or while traveling. You can find a copy of the packing list for each trip on the Information for Participants page if you’d like an idea of what exactly you’ll need to bring.

Please see our Terms of Agreement for details regarding refunds and withdrawals.

Safety and Risk Management

Inherent risks are a part of many of the activities on an APEX program, making it impossible for us (our any outdoor organization) to guarantee complete safety. That said, APEX’s number one priority is creating and maintaining an environment where unhealthy risk is minimized for our participants. We work hard to find program areas and to work with partners that meet the needs of our participants and our organization. APEX staff participate in a 7-day training trip at the beginning of every summer and often have extensive personal experience in the types of activities they’re leading. All of our Instructors hold certifications in CPR & First Aid at a minimum and at least one trip leader on each program is certified as a Wilderness First Responder.

While we recognize that sticking to a training schedule may be challenging for participants busy with school, life, and other commitments, we firmly believe that participants who train ahead of time will be safer and get more out of their trips. We encourage participants to go for walks in a park or nearby nature area. If you have new hiking boots, make sure to take some walks or hikes in them before you arrive.

The health and well-being of our participants are APEX’s top priorities. In the case of an illness or injury, APEX staff members are trained to follow treatment protocols specific to the injury or illness. If the injury or illness is minor, APEX’s field staff will treat as necessary and contact APEX Administration (field staff are equipped with cell phones and satellite communication devices). APEX will contact the affected participant’s family to inform them of the situation if care given goes beyond basic first aid. If possible, the participant will continue with the group and be closely monitored over the next few days or until any symptoms have subsided. In the case of a more serious illness or injury, APEX staff will contact emergency medical personnel, treat the illness or injury as necessary (within the staff member’s level of medical certification), and inform APEX Administration. In turn, APEX will contact the affected participant’s family immediately. APEX staff, Admin, and the participant’s parents will work with medical personnel to ensure that the best course of action is taken. In general, we will contact parents any time non-routine medical treatment is needed.
Pursuant to applicable laws for minors, APEX collects, maintains, and administers all over-the-counter and prescription medications. We will work with parents/guardians ahead of time to make sure we are aware of all medications a participant takes, as well as the dosage and the time of day the participant must take the medication. APEX participants are permitted to carry their own properly-prescribed inhalers and Epi-pens. Adult participants are permitted to carry all of their own medication.
We can easily accommodate vegetarians and participants with mild dietary restrictions and food allergies. Participants with severe food allergy or dietary restriction should know that, while we do our best to use clean kitchen utensils and cookware to prepare food, we cannot guarantee zero cross-contamination. Our gluten-free options are made and cooked in the same facility and ovens as our regular, gluten-containing food items. We cannot guarantee (without fundamentally changing the nature of our program) that food items prepared at APEX are 100% free of gluten (or other allergens) as there is always a possibility of trace amounts crossing over. Before applying, please be in touch with us to discuss any severe allergies or dietary restrictions.
No, APEX is not a wilderness therapy program. Our program has no therapeutic focus or program components to help participants deal with addiction, mental health issues, or unresolved traumas.
During youth trips, APEX has a zero-tolerance policy around tobacco, alcohol, illegal drugs, vape, or the distribution or mis-use of prescription drugs. Participants are expected to make all decisions with community safety and trust in mind. The presence or use of illegal substances on our programs represents a breakdown of this trust and we cannot support participants who engage in such behaviors.

Pre-trip Preparations

Good question. Find out more on our Information for Participants page.

APEX will provide group gear (e.g. tents, stoves, water systems, first aid kits, etc.) and has some personal equipment for loan (e.g. sleeping bags and sleeping pads).n Participants will be responsible for personal items (like proper footwear and clothing).
Refer to our Packing Lists which you can find on our Information for Participants page.

Trip Life

Hiking in West Virginia is gorgeous! Picture yourself in a tunnel of rhododendrons with creeks and waterfalls gushing nearby. The trails are remote and sometimes rugged with rocks, roots, and running water. We’ll teach you the skills you need to navigate and camp comfortably and will celebrate the sense of accomplishment we feel at the end!

The section of the Cheat River we use for canoe trips is mostly flatwater with occasional shallow riffles. The river flows through a deep, wooded gorge featuring swimming holes, side hikes, and wildflowers. Some trips will put paddling skills to the test as participants paddle the rapids of the Cheat Narrows with experienced guides from Blackwater Outdoor Adventures. This class III section of river is classic West Virginia whitewater!

Biking in West Virginia is known to be wet, rocky, rooty, and challenging. Our biking trips have a combination of singletrack and gravel biking. Canaan Mountain has an extensive trail system where most of the singletrack will take place—even the most experienced riders can expect to walk their bike through some of the tough sections! These challenges are always worth the rewards reaped at the end of a day of riding. Gravel riding will be on gravel roads, forest service roads, and rail-trail systems.

We’ll camp each night under the stars in a tent provided by APEX. Participants will share a tent with three or four tent mates. We’ll spend prep days in town or campgrounds, where we’ll have access to bathrooms and running water. Our expeditions will be in a backcountry setting with trees and streams. We’ll prepare all of our meals on a camp stove.
The APEX experience is strengthened by our technology policy that encourages face-to-face interaction and minimizes screen time. Youth participants will not be permitted to bring electronic devices with them during APEX program hours (including day trips and overnight trips), including: cell phones, tablets, computers, cameras, headphones, gaming devices, or any items that light up or make noise. Instructors carry communication devices if we need to send a message from the field. If you bring your phone with you for your travel day, we will check it in upon your arrival, store it in a secure location, and return it to you for your travels home. Adult participants are encouraged to abide by this same policy.

Travel Arrangements

We will provide specific information for each of our trips on the expedition’s page and via email. In general, you will meet APEX staff at a designated location in or nearby Davis, West Virginia.
We will communicate details of travel arrangements before the start of the trip. APEX staff will meet your child at a designated location. APEX staff will have the flight itinerary of each participant flying to the trip start and will be at the airport to greet them on arrival. Once participants are with their instructors, they will call home to let their parents know they have arrived and are with their group. We will provide enrolled families with information covering details specific to traveling to and from the trip start and end location, including airport information, arrival and departure time windows, and suggested flights. Please contact APEX with any specific questions or concerns regarding drop-offs and/or pick-ups.
Yes! We are happy to connect families from the same area in order to coordinate flights.
As every airline is different, please check your airline’s specific policy regarding participants flying as Unaccompanied Minors well in advance. Regardless of the airline, parents will need to inform the airline of the APEX staff member who will be picking up their child. We will give you that information shortly before the start of the trip.

Communication on Trip

On arrival day, before we collect participants’ phones, we will make sure participants have texted or called a parent/guardian to confirm that they have arrived. While on a trip, we stand by the motto of “no news is good news.” If something comes up with your child/participant or with the trip as a whole, we will contact you as soon as possible.

If you need to get in touch with your child/participant in the case of an emergency, you can email info@appalachianexpeds.org, call 717-873-7509, or call the other number we will give you via email once the group departs for the backcountry trip. We will do our best to connect you with your child as quickly as possible.

APEX instructors carry cell phones (and satellite communication devices, if necessary) and use them to communicate with APEX Admin daily.
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