4. Ride Planning and Preparation
All specific ride event inquiries will be directed to the RL. Members will register via the Club website’s “My Page” web page after logging in to the CCCTS website. A web based Lottery registration system has replaced a “first come/first serve” registration system (was Karelo) for Rider registration and selection. The RL is responsible for ride participants’ selections. See section 4a below and Appendix C of these Guidelines. RDs can provide additional advice to RLs on how the selection process works if requested. Within about 72 hours after the Lottery close date, the RL will inform registered cyclists of their eligibility, based on: 1) the Club’s Lottery selection process assigned Lottery number. 2) the member’s fitness in relation to the rides’ physical classification – see Ride Guidelines Appendix B and 3) the Club’s Code of Conduct – see Ride Guidelines Appendix A. The RL will confirm a payment dates schedule for Tour fee instalments to be paid by the rider, while noting that these fees will be paid via the Club’s website on “My Page”. The RL will confirm lodging reservations, ferry schedules, detailed route selections (see below), etc. and develop precise daily route maps and cue sheets. Details of some of the above are presented below:
4a. Selection of participants: All participants selected for a Ride must be currently registered Club members. The Board expects that all Members be treated fairly and impartially, hence our Ride Participant Selection Policy and Procedure: see Ride Guidelines Appendix C. Participants are assigned a Lottery number (a randomly assigned number between 1 and 1000) by the Club’s on-line registration system. The higher the number assigned, 1000 being the highest, the higher the likelihood a Member will be selected by the RL subject to that members physical ability in relation to the Ride’s Physical Classification and member’s history with the Club. A RD may deem a registrant unfit to meet the tour rating or the Club’s Code of Conduct. Based on this selection process, the RL determines a list of participants, referred to as the “Go List” in the Club’s Ride Admin web-based application. A Wait List may also be initiated depending upon the number of registrations.
Note: Member partners, couples or companions identified, at the time of registration as sharing a room are assigned a single lottery number based on the average of their combined individual lottery numbers.
4b. Wait listees and refunds: An applicant registering for a tour will pay the required registration deposit. If the applicant is placed on a wait list and wishes to withdraw, the registration deposit will be returned after the registration close date. If an applicant has paid the registration deposit, is accepted on the “Go List”, then withdraws, and a replacement cannot be found, the RL will calculate expenditures made on the registrant’s behalf and subtract this amount from the deposit. Riders who are accepted on the “Go List” are asked to make single or instalment payments. Payments for the tour are considered non-refundable. Participants who cancel may be refunded payments only if a replacement CCCTS member cyclist is found. Refunds of surplus funds to registered participants are made at the end of the Tour following the audit of the Tour’s expenses by the Tours Auditor. See these Guidelines Section 7a.
For Hub & Spokes rides an applicant will pay the required registration deposit. If they are placed on a wait list the deposit may be returned, on request by the participant, at any time up until they are moved to the “go list”, at which time it becomes non-refundable. If an applicant has paid the registration deposit, is accepted on the H&S ride, then withdraws, the deposit will NOT be returned. H&S rides are not subject to a formal Club Financial Audit by the Club’s Tours Auditor. See Ride Guidelines section 7b below for Hub & Spoke Director Financial review details and Appendix G #13.
4c. Pre Trip Communication: Participants must obtain out-of-country medical insurance for international tours, and trip interruption /cancellation insurance. Participants should also consider purchasing out of Province medical insurance. The RL will address issues such as travel/health insurance, waivers, contact persons, health concerns, baggage limitations, proven commercial travel companies, routes, etc. The RL may seek event registered Ride volunteers to organize a Ride blog, and scribe(s) to write a Trip Report for publication on the Club’s website. Where ride participants cannot be brought together for a meeting, the RL will communicate to all via email or telephone. This is the most common practice.
4d. Ride Waivers: The RL will generate a CCCTS Group Waiver. Ask the RD for help with this if you are uncertain. Each Ride participant is required to read and sign the Group Waiver Form at the beginning of the Tour. The RL will, at their earliest convenience, scan and email or Canada Post mail the fully signed Group Waiver to the RD for Club website archiving.
4e. Medical and Emergency Contact Information: Each participant will download the Medical Information Form from the Club website’s (Publications tab Forms section), fill it out and bring it to the tour. The form will contain emergency contacts, health insurance providers and numbers and personal information on health problems and prescription drug use. The form must be carried by each participant in a waterproof container on their bike so it can be found in an emergency. On foreign tours the information will also include the participant’s travel insurance, and out-of-country / out-of-province health insurance information (company, policy number and emergency telephone numbers).
4f. Personal baggage limits: To avoid lifting injury to tour participants and drivers, a personal bag will be rejected if it exceeds 18 kgs (40 lbs.). The TL will decide the number of bags allowed per person based on vehicular carrying capacity. On camping tours, large hard-shell suitcases are not allowed. Soft bags are recommended. Multiple small bags are preferred over heavy bags to avoid injury of those loading the truck.
4g. Support Vehicle(s) will be rented/leased from a reputable rental firm (private vehicle use for cyclists ride support on a tour is prohibited). A clause will be inserted in the rental contract allowing any licensed Club member to drive the vehicle.
4h. Itinerary: The minimum requirements are: A precise daily route, daily cycling distance, daily destination lodging including a list of each day’s lodging telephone number. Include the RL’s and/or the vehicular driver’s cell phone numbers. A copy of the Ride itinerary should be in the hands of each
participant, and with the RD in case of an emergency on the ride or with the cyclist’s family back at home.
4i. CCCTS equipment and support: Where appropriate, camping and cooking equipment, bicycle tools (the RL will inform participants of the bike tools to be carried), first aid supplies and other materials to assist the tour will be supplied from the Club’s storage warehouse located at Seaboard Self Storage, 12353-104 AVE, Surrey, BC. A list of current CCCTS Group Tour camping equipment and a participant’s suggested Tour Equipment Checklist is posted on the Club’s website and in Appendix H.