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POLICIES AND PROCEDURES
Departure and Arrival

Individual ArrivalLoadingDeparture and ArrivalUnloading


Individual Arrival

Arrival Time
There will be only one designated arrival time for our transportation services. All participants must arrive at the transportation staging point(s) at or before this designated time. We will not have a range of arrival times or a specific departure time because if we did, most people would wait until the end to arrive!

This is because the faster we can complete check in and loading all people, bicycles, and/or baggage the sooner we can depart and having everyone and their bikes and baggage ready to be loaded at the same place at the same time is the most efficient way to accomplish this.

PLEASE DO NOT ARRIVE LATE – OTHER PEOPLE WILL BE DEPENDING ON YOU.

DO NOT plan on arriving later than the check in time. In fact, we strongly recommend planning on arriving at the transportation staging point even earlier than the designated check in time and waiting for us to arrive. Doing this allows you ample time to handle any potential delays, particularly if you will be relying on any means of local and long distance public transportation to arrive.

We cannot wait for you if you are not at our transportation staging point by the time we are ready to depart for any reason. If you are left behind it will be your responsibility to find another form of transportation to the start or from the end of the event on your own and no refunds will be issued.

Event Check In
When you arrive, you should report to our check in table which will be set up in front of our support vehicle.

The main event check in for participants taking our transportation service before the start of the event will occur directly at the transportation staging point(s). Doing this allows us to track who has arrived for the transportation service and also distribute any registration materials that you might need before you depart (such as the parking sign, individual bus or train tickets, etc.)

If you are staying at our supported hotel in the arrival town you will also be able to put the supported hotel baggage delivery tags on each one of your baggage items so that they can be delivered properly.

  • Click Here for more information about our supported hotel baggage delivery service.

As you travel to the start of the event, you will be able to review the registration materials (cue sheets, maps, etc.) and not having to check you in after you arrive will speed the process of unloading your bike and baggage and also checking in other participants initially arriving at the start of the event.

  • Click Here for more information about checking in to the event.

Loading
Please arrive with your bags fully packed and your bicycle ready to be loaded. Your items will be loaded promptly after you check in.

  • Click Here for more information about people transportation and loading.
  • Click Here for more information about baggage transportation and loading.
  • Click Here for more information about bicycle transportation and loading.

If you will be transported aboard a public transportation carrier (such as an Amtrak train, Greyhound bus, or MegaBus bus) you may need to transport yourself between the transportation staging point and the bus train or bus station, and we recommend either walking or splitting a taxicab (when available) with your fellow participants. Cue sheets and a map will be available for the routes.

  • Click Here for more information about in town transportation.

If you will be transported aboard a private vehicle instead of a public transportation carrier (such as a private coach bus or one of our support vehicles) DO NOT leave the staging area after your bike and/or bags have been loaded or you may risk getting left behind. We cannot wait for you if you are not at our transportation staging point by the time we are ready to depart for any reason.

Item Staging for Multiple Arrival Locations
If there are multiple arrival locations, such as a main lodging site and supported hotel, you will put your bicycle and baggage in separate piles going to each location because we need to load all items going to each location together so they are easier to unload when we arrive.

We will load items going to the transportation staging points in the opposite order that we will arrive there on a first in, last out basis. That way, when we arrive in the arrival town we can quickly and easily unload items as we stop at the different locations since they will be on the outside as much as possible.

Departure and Arrival
Vehicles will depart our staging points promptly after all bicycles, baggage, and/or people have been loaded and we have conducted our final head count as necessary.

While we will provide estimated travel times, it is impossible to guarantee the exact times when we will be able to depart or arrive since these times depend on factors such as:

  • The number of participants for each transportation service
  • Any complicated loading and unloading situations
  • Traffic or road construction
  • Train or bus service running ahead or behind schedule
  • Mid-route stops
  • Other things we may have to attend to
  • When all participants have arrived safely at the ending location

If you are planning on meeting someone upon arrival the best thing to do is to call them from your cell phone as we get closer as you get a better idea of our actual arrival time.

Unloading
Promptly after we arrive we will begin unloading and will distribute all items to back to you. The unloading process will go much faster than the loading process.

You must reclaim all of your personal items yourself immediately after we arrive and bring them with you. For security purposes we cannot hold any personal item for you in or on any of our vehicles overnight or while you do anything else, such as look for a camping location, get your parked car, wait to get picked up, go meet someone, or pick up your bike if you had it shipped to the start of the event.

P.O. Box 8454 • Chicago, IL 60680 • (877) TOUR-ILL [868-7455]
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