DBC Tour Policy

Tour Objectives

Skinny tires in Moab (Dean Albright)

The Davis Bike Club offers its members many opportunities to participate in bike tours which vary in length, location, cost, difficulty, type of accommodation, number of participants, and vehicle support. All tours are under the general supervision of the Tour Director, who is also a member of the Board of Directors.

Tours routes and dates are chosen using a number of criteria, including attention to rider safety, ease of direction, comfort, scenic interest, and adequate road conditions. All tour participants are personally responsible for taking necessary safety precautions.

Tour Subsidy

Club tours are partially subsidized by funds that are generated by Club cycling events charging entry fees. Due to the volunteer labor donated by members, and after all expenses have been paid, surplus funds are made available to subsidize Club activities, including touring.

In recognition and appreciation for these volunteer efforts, members who volunteer a minimum number of hours annually are given priority to participate in Club tours. The Board of Directors sets the required minimum number of volunteer hours for tour qualification. Any number of volunteer hours over the stipulated minimum does not necessarily result in higher qualification for a club tour.

Proposing a Club Tour

Touring thru Bavaria

The February Club Meeting is devoted to formal tour announcements and invitations for sign-ups, but a member can suggest a tour to the Tour Director at any time. The tour proposal shall include the following:

• Dates and location
• Minimum and maximum (if applicable) number of participants,
• Ride difficulty designation (see below)
• Estimated costs and participant fee
• Deployment of any vehicle support

The Tour Director gives final approval for a proposed tour and oversees the preparations taken by a leader for approved tours.

Tour Rating Guide

Prospective tour participants need to make a critical self-assessment of their ability to successfully complete a particular tour being offered. To that end, Tour Leaders shall objectively rate the overall difficulty of their tour in accordance with the following Tour Rating Guide:

• 

  Wilson tandem in Provence

  Average Daily Mileage
  •  A = 15 – 25 miles
  •  B = 25 – 40 miles
  •  C = 40 – 70 miles
  •  D = Over 70 miles
• Elevation and Terrain
  • 1 = Flat, with occasional grades no more than 3%. Suitable for family rides.
  • 2 = Some rolling hills, but their rate of climb is less than 10% and not more than one mile long.
    
  • 3 = A hilly tour designed for tourists who seek frequent and extended climbs and descents. Some climbs exceed 10% and total daily elevation is more than 3,000 feet.
  • 4 = Tours attracting the devoted and well-conditioned cyclist, who is experienced in riding through multiple mountain passes.

Tour Leader Responsibility

Responsible and responsive leadership is vital to a successful Bike Tour. The fundamental role of a Tour Leader is promoting the tour, accepting qualified candidates and required deposits, and fulfilling all budgeting and reporting requirements.

I, (insert my name here), promise not to do stupid stuff.

Safety

All Club tours shall be administered with emphasis on the safety of the participants. Tour leaders shall take reasonable precautions and tour preparations that promote the safety and security of its riders. During a tour leaders will monitor riders’ attention to common safety precautions.

Rider Acceptance

Bakery Tour Club Kit, Bodega Bay 2010

Tour leaders shall make the determination of who shall participate in a tour, based on:

• Fulfillment of the volunteer-hour threshold,
• Cycling ability to complete the tour without assistance,
• Timeliness of sign-up and deposit.

Preference among qualified applicants shall be given to those who have not been accepted on a pending tour or who had not been on this tour in the past.

In instances where there are more qualified applicants than tour slots available, selection is made by random choice, with remaining applicants placed on a waiting list.

Tour candidates not accepted for a tour may appeal the decision to the Tour Director, whose decision is final.

Orientation

Leaders are urged to host at least one pre-trip meeting so that participants can become acquainted, ask questions, and make suggestions.

Routing

A Tour leader is charged with detailing the route in advance, including providing maps, cue sheets, information of scenic and historical sites, and nearby bike shops. Unavoidable safety hazards are to be noted, both orally and on the written instructions. Leaders are urged to avail themselves of route mapping capabilities, using one of the Club’s Internet mapping sites.

Equipment and sag support

Ellie Olson sags a tour

 

Leaders will support riders with basic equipment needs common to a group of cyclists. Examples include floor pump, popular size tires and tubes, and small-sized repair tools and parts. For self-supported tours, each rider must individually prepare for any equipment and repair needs.  Sag support (for luggage and gear transport, primarily) is often provided on longer, out-of-town tours.

 

 

  

Communication

Assuming a route has reliable cell phone service, all tour leaders and vehicle drivers must carry an active cell phone at all times during the tour, and publish those phone numbers on distributed maps. A Club cell phone is available for leaders and vehicle drivers who do not have one. Leaders shall encourage riders who have cell phones to carry them on each ride day. Prior to a tour, a leader will distribute a list of all tour participants’ phone numbers.

Expense Report

No later than two weeks after the completion of a tour, a ride leader must prepare a final expense report and present it to the Tour Director and all tour participants. Distributing the report by E-mail is recommended. The report shall contain the following:

• Total income, (deposits, fees, Club subsidy)
• Total cost of tour
• Trip surplus or loss (difference between 1,2, above)
• Itemized expenses for each day of the tour (e.g., accommodations, vehicle operation costs)

Tour Participant Responsibility

Trouble will find you on tours. Are you equipped?

Tour riders are expected to complete every ride day without assistance, with exceptions noted for serious mechanical breakdown, injury, or illness. Tour Leaders are required to measure the cycling ability of proposed participants to determine their qualifications. Tour candidates may be asked to provide tour leaders with information on past touring experience, riding and training schedule, and type of bike used as measures for tour acceptance.

Tour participants must equip themselves with equipment and clothing suitable for the rigors and climate of the chosen tour. Riders are responsible for basic skills in bike maintenance and repairs.

Group efforts for the common good and harmony are essential to a successful bike tour. Consistent with physical ability and experience, tour riders may be asked to share in the driving needs of unsupported sag wagon duties, loading and unloading of luggage, and similar tasks that may arise during the tour.

Liability

When a participant signs up for a Club tour it is with the understanding that the Club assumes no responsibility for the security and protection of personal property during a tour. Riders are urged to bring bike locks to secure bikes when appropriate.

The Club carries liability insurance to protect leaders and tour participants from claims of liability.