This is a guide to what should be covered when organising a tour.

Tour Description:

Dates: Suggested arrival date:
No Cycle days: Summary

Location/s:

From to or hub.

Leader:

Name
Email address:
Phone number:

Type:

Supported / unsupported / hub / other

Numbers:

Limited / not limited

Accommodation:

Booked by tour leader / Booked my tour participants.
Accommodation type e.g. Hotel, campground, motel, house
Tent space available – Yes/No
Motorhome space – Yes/No

Self Booked Accommodation:

Note not to be booked till place confirmed on tour

Provider location and contact details for all locations:
Name and Location:
Email:
Phone:

Group Meals:

– Yes/No
Date/s:
Notify leader attending – Yes/No

Meal details:

Self-catering/purchase from accommodation/ purchase locally etc
Financial:

There are two options for organizing different types of club tours:

Hub Tours: Typically, the leader selects the location of the tour. Members are responsible for organizing and paying for their own accommodation.

Supported Tours: The leader books and pays for accommodation for everyone on the trip. The total cost is calculated basedon the number of riders and the overall tour expenses. Each member then pays their share into the club’s bank account.

Payments:

Amount per person: Note if it included/excludes other essential costs such as petrol/food/etc

ACTA Account to be paid into.
Date to pay by:
The process for managing payments is as follows:
 The leader organizes the accommodation etc payments through the club’s treasurer.
 Payments can be made by the treasurer in advance or by the leader upon arrival at the accommodation.
 The leader is reimbursed by the treasurer without delay.

The tour leader or assistant manages the tour finances using a spreadsheet on the club’s Google Drive. Additionally, the tour leader forwards invoices for accommodation and other costs to the treasurer, who maintains these records. You can contact the treasurer –
 treasurer@acta.org.nz.

Pre-trip:

Get together briefing – Yes/No

Date:
Location:

Ride details:

Option for shorter/longer rides – Yes/No

Bike Recommended – Road /Touring / Mountain bike

Day 1: Start time:
Start point:
Kilometres:
Surface : Gravel/Seal/other
Morning café stop – Yes/No
Lunch. Bring your own. – Yes/No/can purchase
Ride Map link:
Day 2: Copy above
etc

People booked for this tour:

< Name:
Email:
Phone:

Who will be completing the trip report:

Name:
Email: