PFW Trip Policy

1. Background
   1. Over the past several years PFW members have participated in and enjoyed group cycling trips to new domestic and international locations. These trips have provided the opportunity to explore new areas, expand cultural horizons, and promote a higher level of camaraderie and friendship among club members and participants.
   2. These trips have become increasingly more popular necessitating the need to define a process and ground rules to ensure that the club members understand how trips are identified, developed, organized, and managed.
   3. This guidance policy is intended to identify a procedure that affords all members an equal opportunity to suggest, promote, and participate in adventures that exceed daily club rides from local venues. Promoted trips will be open to all interested parties subject to attendance limitations of the commercial entity hosting the trip. The Princeton Free Wheelers Bicycle Club's role is limited to facilitating awareness of trips among its membership for any trips that follow the guidelines expressed herein.
   4. A 'trip' is any cycling excursion, single-day or multi-day, that requires travel beyond the club's local riding area and/or registration with a commercial tour operator, lodging provider, or event host, as distinguished from routine club rides originating from local venues.
      
      
2. Procedure
   
   
   All members are free to identify and promote trips that they find interesting and would be attractive to club members.
   1. This person becomes the contact for the trip and for compiling essential trip-related information. That individual will compile the key information about the trip for posting and for distribution to interested individuals. Once compiled, the individual should notify the PFW board that a trip is being considered.
   2. Once the initial trip related information is compiled, the contact provides a brief trip description that includes logistics, estimated cost, ride details, and cancellation deadline to the PFW board to inform them of the trip details and request to have a notice distributed to club members about the trip and to establish themselves as the contact. This step is optimally completed a minimum of six months before the trip but may require a longer lead period.
   3. The contact person retains the responsibility for all contact with the commercial organizer. They are also the liaison for communicating trip related information to interested individuals. The contact individual does not take responsibility for managing the commercial aspects of the trip, only for communicating key trip-related information. Interested individuals assume the responsibility for making all their own travel arrangements and registering through the commercial organizers. This includes all transport to and from the venue, registering with the commercial host, bicycle rentals, and pre- and post-trip excursions. The contact will relay key information from the host to all participants with the exception of those details that are specific to communications between the host and an individual participant.
      
      
3. Key Ground Rules
   
   
1. Trips posted on the club website are for informational and awareness purposes only and are not promoted, sponsored, or endorsed by the Princeton Free Wheelers Cycling Club. Trips are organized independently by members outside of the club’s activities, and the club does not assume any responsibility for trip planning, organization, conduct or for any negative occurrences that may affect individual participants or the outcome of the trip. Accordingly, the club insurance does not provide any coverage for these events.
2. The contact must clearly disclose at the time the trip is posted if they are being compensated (e.g. discount, complimentary spot or other benefit) by the commercial organization for being the contact individual. Any potential compensation from the commercial organization based on the number of participants or for organizational efforts must be evenly distributed among all participants.