Planning a club training camp: the checklist

A club training camp is a lot of work for one or two people. With this list you know what's due when, and what to do if someone drops out at short notice.

Six to nine months before

Set the dates: keep school holidays, the season plan and public holidays in mind.
Pick a region. Which region suits which month is in the month by month overview.
Ask who's interested and set a deadline for firm commitments.
Collect a deposit. People who have paid drop out less often.

Four to six months before

Book the place. Big fincas and group houses for Easter and the spring holidays go early.
Book flights and register the bikes right away: airlines only take a limited number.
Sort out a hire car or transfer for luggage and bike boxes.
Write down what everyone pays and what the price includes.

If spots stay free

Dropouts happen: injury, work, family. An empty bed makes it more expensive for everyone else. List the free spot on Freibett and people who want to go to that region at exactly that time will find you. How to then split the costs fairly is in Sharing costs fairly.

List a free spot

Two to four weeks before

Split into training groups by pace, so nobody is always waiting or chasing.
Prepare routes for the first days and plan a rest day.
Agree on a shared kitty for groceries and fuel.
Send round a packing list: tools, spare tubes, sun cream, rain jacket.
Everyone should check that their health insurance covers them abroad.

On site

Start easy on day one, get to know the group and check the bikes. Whoever keeps the kitty is best off taking photos of receipts straight away. That way the final settling up takes ten minutes.

Find free spots