This document is intended to assist you in your thought processes when you go through the process of planning, organising and executing a cycle tour.
IT IS A BIT OF AN ALAN JELLEY BRAIN DUMP ONLY AT THE MOMENT – IT WILL BE REFINED AND THEN OPENED OUT TO OTHERS
Phase 1 – Understand your Concept
Only do a Tour to a location that excites you. It can be tough to do this – if your not excited then you’re not going to enjoy it.
Who are your likely participants ? Is it for the retired members with lots of time on their hands, or is it also for the folks who are still working ?
Do you want to cycle from the Coventry area or use transport to and from the start/end
Is it going to be a daily ‘moving-on tour’ or a ‘single centre tour’
What is the ethos of the tour – is it going to be a physical challenge or is it a more relaxed approach – make sure that members are aware and come into the tour with a clear understanding.
Is it hotel based or camping ?
Are you interested in visiting attractions on the way – if so don’t be too aggressive with the distances / climbing / timings
Think about having a rest day in an interesting location if the cycling is physically challenging day after day
When is it planned for – Probably away from peak holiday periods and school holidays
Decide manageable participant number
Phase 2 – Route Planning
Route planning is bit of an art form that need you to balance distance/climbing with intermediate refreshment stops and overnight stops, and chose quiet roads
Select a rendezvous point which is on the ‘right’ side of Coventry
60 miles a day with panniers is probably the upper comfortable limit
1000 metres of climbing a day is probably the upper limit
Overnight stops
Identify potential hotels / campsite – check they take cyclists and have secure storage for cycles
Check if breakfast included – if not will need to identify a nearby breakfast stop
Check nearby evening meal options
Refreshment Stops
Morning coffee stops – possibly 15 – 20 miles after breakfast
Lunch preferably just over half total distance for the day
Afternoon cafe stops can be tricky – check closing times particularly at weekends… and sometimes they’re not even open on a Monday
Look for possible bike shops on route
Ferries
Check availability and timing of any intermediate ferries -and numbers of bikes that can be carried
Phase 3 – Setup
Confirm availability of accommodation at overnight stops – if possible make a no deposit reservation for proable number of participants
Produce Draft Route Sheets, maps, and gpx files
Send out routes for suitability confirmation by experienced leaders
Identify options for getting to and from any start / finish points away from Coventry
Phase 4 – Engagement
Produce Planning pack
Publicise and open to participants
Engage with participants and confirm hotel / camping places
Make sure you have good contact details, ICE numbers, and certainly for overseas trips that you have travel insurance details and emergency handling details
For overseas tours insist that it is a condition of coming on the tour that people have travel insurance
Phase 5 – Executing the tour
Communicate days ride at breakfast or prior evening meal.
Ensure that everyone is unambiguously clear about the departure time
Identify a lead rider / navigator for the day
Identify a backmarker for the day
Ensure everyone has a route sheet / map / gpx file
Make your plan, check viability every day – and be very resistant to change it. People are stronger cyclists than they think they are !
Propose a departure time at each refreshment stop
Phase 6 – Post Riding
Evening meals can be a wonderful collective experience but they can also be an absolute nightmare … especially as the group size gets above six
Look at the options available each night if possible – try to aim for English, Indian, Italian, Mediteranean styles
Contact restaurant before hand to see if they will take the group
Understand how the bill for a large group
Try to pay for drinks separately / individually