Frequently Asked Questions . . .
This page contains a list of the most Frequently Asked Questions about Charity Treks and the cycling events that they produce. If you cannot find the information you are looking for, please send an e-mail to david [at] charitytreks.org. We try our best to answer all e-mails in less than 24 hours. This FAQ was last updated in September 2007. Who is Charity Treks, and why are they organizing this event ?
Charity Treks Inc. is a 501(c)(3) non-profit organization made up of volunteers interested in raising awareness and money for the cause of finding a vaccine for Aids. Charity Treks is made up of the core organizers of the successful Montreal to Portland, ME AIDS Vaccine Bike Trek, completed in 2002. We also produced the Montreal to Boston AIDS Vaccine Bike Treks in 2003, 2004 and 2005, and the Montreal to Portland, ME AIDS Vaccine Bike Treks in 2006 and 2007. In total, we have raised over $625,000, all of which was donated to the Emory Vaccine Center in Atlanta, GA and the UCLA AIDS Institute in Los Angeles, CA. We are committed to keeping our events at the grassroots level and achieving 100% return of donations to beneficiaries. We will continue to produce events as long as we feel that we can make a difference in the fight against AIDS. As well as raising money, an equally important aspect of these events is to raise awareness in the general population of the devastating effects of the disease, and the importance of the continuing efforts of researchers to find a vaccine and eventually, a cure. We work hard to provide a memorable experience for all our participants and the number of return riders we get year after year is a measure of our success.
When is the next event ?
Our next event is the Burlington to Portland, ME AIDS Vaccine Bike Trek 2008. It will be held from Tuesday, August 12 to Saturday, August 16, 2008. On-site registration will take place in Burlington on Monday, August 11, 2008. When does registration begin and how much does it cost ?
Registration begins on November 1, 2007. The registration fee for riders is $160.00 USD. There is no registration fee for crew or medical staff.
What are these fees used for, and are there any other “hidden” costs ?
The fees are used to offset the costs associated with producing the event, so that 100 % of all funds raised can be donated to the Emory Vaccine Center and the UCLA AIDS Institute. As well, corporate and personal donations help cover the costs associated with the event. The event organizers volunteer their time because they truly believe in the cause. There are no “hidden” costs associated with this event, because we state as much as we can right from the start so there are no surprises during the event. We will provide breakfasts and suppers, as well as refreshments and water at PIT stops. You will need to pay for your own lunches (approx. $7./day - $28. for the event). Any incidental expenses are also your responsibility (stopping for a Gatorade at a convenience store, souvenirs, an ice cream cone or donut here or there). We will transport your gear (tent, sleeping bag, etc) from one camp to the next and the campsites are paid for using the registration fees. Some of the campsites charge for the use of showers, but at $0.25 for 4 minutes of piping hot water at the end of a long day of cycling, you really won’t mind this expense. When and where does registration take place ?
Registration will take place on Monday, August 11, 2008 from Noon to 6 p.m. at the Courtyard by Marriott Burlington Harbor in Burlington, VT. During the registration, you will have a short discussion with a member of the Medical Team to assure you are fit for the event. There will also
be a Safety, Route and Rider briefing at 5:00 p.m. The address for the hotel is:
Courtyard by Marriott Burlington Harbor
25 Cherry Street
Burlington, VT 05401
Tel: 802-864-4700
Website: http://www.marriotthotels.com/burlingtonharbor/ We have negotiated a great Charity Treks rate with them: $ 189.00. This is per room / per night, with 1 - 4 occupancy, so if you buddy up you can reduce cost. It includes a continental breakfast in the morning. What is the rider registration fee ?
The rider registration fee is $160 USD. This fee helps offset the costs of staging the events and allows all funds raised to go entirely to the beneficiaries. How do I register ?
By clicking on the "Register for 2008" link and completing the online form. You may also download our PDF registration form from the "Forms & Downloads" link and mail in your registration. Event registration is only confirmed once your payment has been received. The event has a rider maximum so it is important that payment be sent in promptly to guarantee you a spot. What methods of payment can be used ?
Our registration process is done via Active.com. They accept Visa, MasterCard and American Express. You can also send a check or money order payable to Charity Treks, Inc. to the address on the registration form. What is the refund policy ?
Registration fees will not be refunded, and the fees collected will be used to cover the operational expenses of the event. What is the fundraising minimum ?
We do NOT have a fundraising minimum. We work on the honor system and believe that awareness and rider experience are just as important as the money raised. We feel that your riding effort is worth at least $500. We want you to set your own goals -- your own limits -- and raise what you can. I don't ride but would like to help. How can I volunteer ?
We are looking for 2 types of volunteers; crew and medical. Crew consists of helping in any capacity possible, which may vary from day to day during the course of the event. You could be packing and moving gear one day, driving a sweep vehicle the next and working at camp the third. You need only be willing to help, able bodied and adaptable. Medical staff require some medical training / background, as your assistance is specific in nature. You can assist from a medical standpoint even if you are riding. You will help with medical clearance, and be willing to assist in case of medical emergency. Other ways to help are procuring goods and services for the event, assisting with contacting riders and crew and contacting local officials about the event. We also accept "day volunteers" who can help out on specific days of the event, as it passes through their region or city. How can I donate to the Trek ?
Donations for the Trek can be made via check or credit card. Checks must be made payable to Charity Treks, Inc and mailed to:
Charity Treks, Inc.
PO Box 3216
Charlottesville, VA 22903-0216. The donation form needed to do this can be downloaded from the "Forms & Downloads" link. These amounts are tax-deductible, and Charity Treks, Inc. will issue a tax receipt for all donations greater than $250.00 at the completion of the event. Credit card donations are made via Active.com. All money collected for donations (minus fees charged by Active.com) are given to this year’s beneficiaries; the Emory Vaccine Center in Atlanta, GA and the UCLA AIDS Institute in Los Angeles, CA. Charity Treks does not use any of these funds to produce the event. How much of my donation goes towards paying expenses ?
None. Other than the Active.com fees that are deducted for the processing of credit card donations, all donations received are split between the two beneficiaries. Charity Treks does not deduct any fees or expenses. We volunteer our time and effort because we believe in the cause. We are able to do this by controlling our expenses, using the rider registration fees and donations from individuals, and businesses who support our cause. Can I donate to help with event expenses ? Is this amount tax-deductible ?
Yes. Donations can be made to Charity Treks Inc. to assist in covering operating expenses for the event. These funds are separate from the funds that go to the beneficiaries. We are a 501(c)(3) organization, and will issue tax receipts for all funds received greater than $250.00. Is there a limit to the number of riders ?
Yes. The number of riders is limited to 125. After that, registration is closed. We feel that we can adequately and safely provide support for this amount of riders, given the nature of this event and the effort involved to stage it. I’ve never fundraised before. Where can I get help ?
There is a PDF fundraising guide available for download from the "Forms
& Downloads" link. You should also log on to the message boards and ask for help from other riders.
What if I can’t make it to registration ?
You cannot ride in the event. Registration is mandatory for all riders, medical and crew members. Have group rates been arranged for a hotel in the Portland area ?
Yes, we have arranged for a group rate at the Holiday Inn in Portland, ME. The rate is $153.00 USD per night, plus 7% tax. The address for the hotel is:
Holiday Inn By the Bay
88 Spring Street
Portland, Maine 04101
Tel: 207-775-2311 or toll-free 800-345-5050
Website: http://www.innbythebay.com/ What about travel arrangements ? How do I transport my bike to Burlington ?
We do not get involved with the travel logistics of participants and their gear / bikes. We will provide as much information as we can to facilitate this, but it is up to you to make the necessary arrangements. Any reservations (hotel, car, air) should be made in your name. If you choose to guarantee a reservation with a personal credit card, you alone are responsible for that charge. The airport code for Burlington International Airport is BTV. The airport to fly out of is Portland International Jetport (PWM). There is also the posdsibility of flying out of Boston Logan (BOS), but may require more coordination. If you need help with this, look for the appropriate e-mail address on the “Contact Us / Chat” link. Better yet, sign on to the message boards and post a request for help. Ask if anyone is solo in a hotel room and offer to buddy up. There are other participants who are asking the same questions as you. What are we expected to bring for the event ?
We will be staying at campsites along the route, so you need everything you would need for a night of camping and any personal effects. All riders and crew must provide their own tents, these are NOT supplied. All items, including tents and sleeping bags, must be packed in the morning prior to leaving camp. Personal effects must be packed securely to avoid loss or damage (no paper or plastic bags, please). We have set a 30 lb. weight limit guideline for gear bags. We ask that riders be considerate of the crew who are lifting them every day. We do not have a limit on the number of bags, so if need be, pack multiple smaller bags. How safe are our belongings during the Trek ?
Any items left at camp will not be unattended at any point in time. The items will be transported to the next day’s camp and will not be left unattended. All bikes will be stored in the same area of camp in the evening and will be immediately adjacent to the camping area that the riders are using. Can I store my belongings in my bike case ?
No. All bike boxes are opened up and fastened together for ease of handling and space limitations. Any items typically stored in these (tire pump, spare parts, tubes, gears, etc.) need to be packed separately. I’ve never done an event like this before. Where can I get some information on how to train for it ?
There is a PDF training guide available for download from the "Forms & Downloads" link. You should also log on to the message boards and ask for help from other riders. How will departures take place in the morning, and at what times ?
Riders must depart camp within a certain time window in order for road crews to provide adequate support level. This time window will vary slightly throughout the Trek, as outlined below.
Day 1: Riders must be ready to ride at 6:30 am; we will have a small get-together and some opening words. Riders leave at 7:00 am sharp, but will be staggered in small groups and leave every 5 minutes. This is done because the first hour of the Trek goes through a fairly busy traffic area, and we want to avoid some congestion.
Day 2: Riders must leave camp between 7:00 and 8:00 am
Day 3: Riders must leave camp between 7:00 and 8:00 am
Day 4: Riders must leave camp between 7:00 and 8:00 am
Day 5:Riders must leave camp between 7:30 and 8:30 am (slow riders leave first)
Closing ceremonies tentatively scheduled for 2:00 pm What is the route we will be taking ?
Route details are not released in advance of the event. Detailed route sheets are handed out in the evening before the next day's ride, to allow for last minute modifications in case of unforeseen circumstances. The route sheet will also have an elevation graph to give the riders some idea of the difficulty level of that portion of the Trek. Can we at least have some idea of the towns we go through ?
This will be posted once the 2008 route has been finalized. What type of support will be available ?
We will provide everything else you need to enjoy a safe, carefree journey. We’ll transport your bags from camp to camp, provide road support (Sweep and SAG vehicles), medical support, PIT stops with water and snacks, clean campsites with showers and 2 meals a day (breakfast and supper). Lunch is not provided and must be paid for by the riders. We have identified some delis / restaurants along the route who are supportive of our cause and will provide us with a little extra should we choose to stop there. Where are the PIT stops located, and do they all have bathrooms ?
The PIT stops are strategically located approximately 20 miles apart throughout
the Trek. Some of them do NOT have bathrooms. Please keep this in mind as you are riding. Other than Day 1, we will be riding through small towns fairly consistently and if the urge to go strikes you, listen to your body and stop. Don’t assume there’ll be a bathroom at the next PIT. Specific PIT locations will be clearly indicated on the route sheets you will be given daily. Am I free to stop along the way during the Trek ?
Yes, you may stop for a rest or pop into a store along the way if something piques your interest. You must be able to do this safely, it must be directly on the route and we recommend that you alert another rider so they know you have stopped. REMEMBER – if you stop, do NOT leave your bike unattended. If you do, LOCK IT. We are not responsible for theft. What happens when we get into camp at the end of the day ?
As you arrive, we ask that you do not stop abruptly and rest. It is important to do some cool down exercises to prepare your body for the next day. All gear will have been unloaded in a central area. You will identify your belongings and bring them to the area that you want to set up your tent in. There will be volunteers / crew at camp to help you do this, so that you can have a bit more free time in the evening. As time permits, we will set up tents without pinning them to the ground, so that they can just be moved to where the rider would like to be for the evening. What happens at camp in the evening ?
Evening time is at the discretion of the riders. All riders will need to attend a group meeting with the organizers every night. This meeting will last about 20 minutes and serve to discuss the day’s events, any changes to the route and any questions that the group may have. Do we have to sleep at camp, or can we stay in a hotel or with a friend ?
You are not obliged to sleep at camp. However, you must check in at the end of the day so we can account for everyone. If you chose to stay at a hotel, you are responsible to get to and from the hotel at night and in the morning. You must arrive at camp the following morning within the scheduled departure times. You may leave belongings at camp in the evening, even if you are not staying at camp. If you are interested in this option, also known as the "Princess Tour", please send an e-mail to david [at] charitytreks.org for a listing of hotels and B&B's close to camp. Is alcohol allowed at camp ?
While alcohol is not prohibited at camp, we do ask that you use your discretion and keep consumption to a minimum, as this may affect your ability to safely complete the event. It is a requirement to be of legal drinking age. We also ask that bottles and caps, cans and other items be disposed of in an appropriate manner. In other words, we need to leave the campsites the way we found them when we arrived. This will be the seventh year we use use some of these campsites, and we want to make sure we are welcome back for a eighth. Will I be able to re-charge my cellphone at camp ?
Yes, there will be power bars set up at camp from 5pm to 11pm for you to re-charge your cellphone. What happens at the end of the Trek ?
On Day 5, near the end of the route, we will have a small holding area set up where we will ask the riders to wait until all riders have arrived, so that we can ride into the park together, as a show of unity. There will also be some media presence and representatives from the two beneficiaries on hand, which is why we schedule our arrival. We will have a brief closing ceremony, after which you are free to mingle with event participants, organiinzers, family and friends. There is an optional group dinner in the evening for those staying over on Saturday night. It is highly suggested to attend this dinner. Time and location will be announced at the ceremony. How do I get my bike back home at the end of the Trek ?
You would transport it the same way you did to get it to Burlington. There is a large open area where you will be able to break down your bike and pack it in your bike box after the event, if you so choose. For an additional fee, we can take care of shipping it back to your home address, approximately one week after the event. Is it true that this event will be an incredible experience ? A B S O L U T E L Y !! If you still have questions about the event, please e-mail david [at] charitytreks.org.
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