TOMR – Selection, Participation and Finances 2018

So you’ve signed up for the Tour of Margaret River? (Excellent!)

Just so we’re all on the same page, please read and agree to these guidelines regarding selection, participation and finances in the event. (Thanks!)

What and why

SPR is a cycling club run by volunteers with objectives including promoting interest in cycling and providing pathways into organised racing.

We do run some events with a plan to make money for the club, and this is a good thing – it’s how we can afford to pay $10,000+ of deposits for accommodation and race teams without asking members to put up money. However, we recognise that events like the Tour of Margaret River are relatively expensive to attend, and as such the club runs the TOMR as a zero-profit event so that the cost to members is as low as possible. This is a good thing, but it also means that if things don’t go as planned for any reason (people withdrawing being the primary thing that comes up), it can lose the club money.

Keep in mind also that the TOMR is organised entirely by members who volunteer their time to make this happen.

And it can take quite some time to help it run smoothly.

Selection and participation

We have prepared the following guidelines to explain how the club will operate the selection, participation and finances for the TOMR:

  1. The club will seek applications from SPR members who wish to participate in the TOMR, and provide grading/selection into teams of similarly skilled and capable riders. Where possible, the club will field womens, mens and mixed teams across a range of levels.
  2. Money will be requested from participants progressively in the lead-up to the race in order to allow people to make a solid commitment toward participation and to enable reservations for race teams, accommodation etc to be made.
  3. The club will ensure that good quality accommodation is booked in a timely manner, usually one house per team, in the best locations that we can arrange – in terms of proximity to each other and located as close as possible to known locations of the race stages themselves. Past experience tells us that having good quality accommodation in good locations makes the experience so much more enjoyable.
  4. The club will seek to obtain volunteers, optimally one per team, to assist with living and race logistics. Be kind to them! These kind folk will be volunteering their time. The club will seek to cover the cost of their accommodation in the fees charged to racing participants.
  5. The club will provide advice and training opportunities via the website and through the club’s regular training rides. Teams will be encouraged and supported to train and prepare together for the race itself. In particular, support will be provided to new racers to ensure that what can be a daunting prospect is made as easy as possible.
  6. All participants agree to work together with their team toward reasonable and agreed training objectives.
  7. The club will provide a comprehensive race guide to assist participants understand the race overall as well as the specific stages, locations etc.
  8. The club will also seek to hold at least one briefing session for members to assist them in their preparation.
  9. The club will ensure that we provide regular communication through the club’s website and a designated point of contact / team manager throughout.
  10. The club will provide on-the-day race support through team volunteers and the SPR tents/vans/eskies central to the start/finish as appropriate.
  11. In recognition fairness toward all participants, all participants agree that team accommodation will not be used to house any other persons unless this has been agreed in advance with the club committee.

Giving back

In recognition of the significant commitment the club makes to ensure TOMR is well supported for participants, we request that all participants make themselves available as a volunteer at least once during the year for other races conducted by the club, in particular to The Beverley race which is SPR’s primary race on the calendar.

In the circumstance that you need to withdraw

We recognise that circumstances change, and that for various reasons people need to withdraw from the TOMR after having committed, and in particular after having paid money.

However, we do note that withdrawals, particularly those which occur close to the event present real challenges to the club in terms of finding appropriate, fit, skilled, available riders who are in a financial position to make themselves available for the event.

In particular, after teams have been training together for some period, it can be particularly challenging to find replacement riders who fit specific teams in terms of skill and ability.

As such, the club will utilise the following principles to manage withdrawals:

  1. Any required, or potentially required, withdrawals should be notified to the club as early as possible.
  2. The club does not seek to make profit from participants who withdraw.
  3. Where withdrawals occur before 2nd September 2018, a full refund will be made without question.
  4. After this cut-off, the club agrees to work together collaboratively with the withdrawing individual to arrange a replacement, recognising that both parties may contribute effectively to finding a replacement.
    Where a suitable replacement is identified and fully pays, the club will refund all monies paid to the withdrawing participant.
  5. Recognising that, particularly close to the event, it is especially important to find a rider who is a good fit for a team in order to honour the preparation and training of the other team members, it may be helpful to provide subsidised participation to riders who might otherwise not be able participate and/or in recognition of the inconvenience of being asked to make arrangements to participate at short notice.As such, the club and withdrawing member agree to work together to this end. In this case, the club will refund all monies paid less any agreed subsidy.

Questions

If you have any questions, please get in touch.

 

The website for the South Perth Cycle Club