The Ride is coming! We can t wait to see you in Cooperstown; we hope you re getting excited, too.

Transcription

1 Dear BRAKING AIDS Ride Participant, The Ride is coming! We can t wait to see you in Cooperstown; we hope you re getting excited, too. This packet contains a wealth of information, as well as forms that you need to return to us by August 10, Please print out this entire document for your reference. Here is what is included: Travel Info. Options to get yourself and your bike to Cooperstown, what to do and where to stay there. We ve added a new option this year for those who want to arrive early and explore! Travel Reservation Form. Make all your reservations besides the host hotel with this form. Medical Form and Waiver. All participants both Riders and Crew must complete and return this form so that we may best take care of you during the Ride. NEW THIS YEAR: Security protocols at West Point Military Academy require that we provide your driver s license information (or social security number) and date of birth. Please enter this information on the waiver. Policies and Protocols. All participants Riders and Crew must complete and return this form. Bike Tune-Up Checklist. Make sure your bike is in top form before the Ride. Take it to a bike shop you trust (perhaps one of the Official Outfitters listed at Have it checked out and tuned up within a month before the Ride. Take the checklist with you to the shop. In Memoriam. NEW THIS YEAR: us a photo of each friend you d like to commemorate, along with their names. Starting Location. The Clark Sports Center, 124 County Highway 52, Cooperstown, NY Host Hotel. Our host hotel is the Best Western Cooperstown, 50 Commons Drive, Cooperstown, NY Details on page 3. Crew Meeting Location. The Crew meeting will be held at our starting location: Our hosts will be Clark Sports Center, 124 County Highway 52, Cooperstown, NY Separate Hotel Shuttle. Riders: You may purchase tickets a la carte or in a package for our bus to Cooperstown and Registration Eve-Hotel shuttle. If you are taking our bus to Cooperstown and staying at the host hotel, you ll need both tickets. Riders, if you are taking alternate transportation to Cooperstown, but staying in our host hotel, you will need to purchase the shuttle ticket to/from the host hotel. (Since most Crew members will travel in Crew vehicles after you arrive at Registration Eve, Crew will not need a shuttle ticket.) Return the following forms to us: BRAKING AIDS Ride c/o Global Impact Productions 127 W. 26 th Street, Suite 402, New York, NY Scan and to bstrasser@globalimpactpro.com Fax to: The deadline to return all forms is Friday, August 10, Late fees will apply after that date. Feel free to call us with any questions at We ll see you in Cooperstown! Sincerely, Blake, Eric and Joe The BRAKING AIDS Ride Team

2 PRE-RIDE GUIDE All riders and crew must arrive in Cooperstown, NY for registration on Thursday, September 13th Crew by 12:00 PM, Riders by 4:30 PM. It is your responsibility to get yourself, your bike, and your gear to Cooperstown and to provide lodging for that night. This Pre-Ride Guide will keep it simple. To avoid a $10 per person late fee, send in your completed form by Friday, August 10 th. You have made a huge commitment by participating in BRAKING AIDS Ride, so we do everything we can to minimize your out-of-pocket expenses. 1. Bike Shipping We offer bike shipping at cost through McCollister s Trucking Company. McCollister s is a reputable company that has provided bike shipping for us for over a decade. The cost for this service is $60, payable in advance using the enclosed travel reservation form. Each bike is insured for up to $500. Bike shipping may NOT be reserved on-site on September 12 th. On Wednesday, September 12 th, bring your bike to the front of the Global Impact Productions office at 127 W. 26 th Street (between Sixth and Seventh Avenues), between 8:00 am and 1:00 pm. Your bike will be waiting for you in Cooperstown when you arrive. Please do not disassemble your bike, but do remove water bottles, your bike computer, mounted pump, etc. 2. Travel to Cooperstown for Registration Eve Travel from New York City We have chartered buses from New York City to Cooperstown and are selling tickets at cost. These tickets must be purchased in advance using the enclosed travel reservation form. No tickets will be sold on September 13th. If you prefer, a friend may drop you off in Cooperstown. However, your car may NOT be left on site during the three days of the event. Riders: There are TWO departures this year, to accommodate participants who would like some time to explore Cooperstown: Wednesday, September 12 th at 7:00 pm. Destination: The Best Western Cooperstown (our host hotel). Thursday, September 13 th at 11:30 am. Destination: Clark Sports Center (Registration Eve site). Buses will depart from Seventh Avenue between 25 th and 26 th Streets. Please arrive at least 15 minutes prior to departure. The trip takes approximately 4 hours. Crew: Vans will depart from the front of the Global Impact Productions office, 127 W. 26 th Street, on Thursday, September 13th at 7:15 am. The trip takes approximately 4½ hours. Crew, you are also welcome to take the Wednesday evening bus with Riders and explore Cooperstown on Thursday morning; simply fill out the Rider bus line on the Travel Reservation form. (Note that you cannot take the Thursday bus, which will arrive too late for the Crew meeting.) 3. Host Hotel Shuttles. If you are staying at our host hotel, you must purchase a hotel shuttle ticket for transport there from Registration Eve and back the next morning. The round-trip cost for this service will be $15 (or included in the $58 package price with the bus from New York). Tickets must be purchased in advance, using the attached travel reservation form.

3 4. Dinner, Thursday, September 13 th Following Registration Eve, we will offer a buffet dinner at the Registration Eve site. This Continental buffet will offer you the opportunity to sit with new and old friends as you fuel up for the Ride! The cost of the dinner is $16/person. There are other restaurant options in the area, but your choices are limited within walking distance of the hotel, so we offer this dinner as a simple and fun option. Friends and family welcome! 5. Accommodation, Thursday, September 13 th Our host hotel will be the Best Western Cooperstown Inn & Suites. Note that if you are staying at the host hotel you will also need a shuttle ticket (see item 3 above) to get there. Please call the hotel directly to reserve a room in the BRAKING AIDS Ride room block, or reserve online using the link on the Travel Reservation Form on the next page. Make your reservation before August 10 th, as the remaining rooms in our block will be released at that time. Hotel Address Phone Price (12% Tax Additional) Best Western 50 Commons Drive $ Standard Cooperstown Cooperstown, NY $ Junior suites Drive to Registration 10 minutes Please contact Blake Strasser at x102 or bstrasser@globalimpactpro.com if you want to be matched with a roommate for that evening, and she will do her best to match you up. Schedule Summary Wednesday, September 12 th 8:00 am 1:00 pm. Drop-offs for bike shipping, 127 W. 26 th Street (between 6 th and 7 th Avenues). 7:00 pm: Rider bus departs New York City from Seventh Avenue between 25 th and 26 th Streets. Thursday, September 13 th 7:15 am: Crew vans depart New York City from 127 W. 26 th Street. 11:30 am: Rider bus departs New York City from Seventh Avenue between 25 th and 26 th Streets. 12:00 pm: Crew registration/meeting at Clark Sports Center, 124 County Highway 52, Cooperstown, NY :30 pm: Rider registration and mandatory Safety Orientation at Clark Sports Center, 124 County Highway 52, Cooperstown, NY :30 8:00 pm: Registration Eve activities, including dinner, at Clark Sports Center. Friday, September 14 th 5:00 am: Check out of the hotel. Shuttles and gear drop are available at the front door. 5:30 am: Breakfast at Clark Sports Center, 124 County Highway 52, Cooperstown, NY :30 am: Opening Ceremony at Clark Sports Center. 6:45 am: BRAKING AIDS Ride begins! Sunday, September 16 th 600 pm: NEW LOCATION! Closing Ceremony at Grant s Tomb National Monument, Riverside Drive at 122 nd Street, New York, NY (Subway: 1 to 116 th or 125 th Street). Please invite friends and loved ones. 6:30 8:00 pm: Victory Party at Riverside Church, 490 Riverside Drive, New York, NY Have a postride bite and a beer, courtesy of Brooklyn Brewery! Questions? Please call Blake Strasser at Global Impact Productions if you have any questions, at x102. You can her at bstrasser@globalimpactpro.com. Now let s get ready to ride! Keep the first three pages and the last page for your records. Send pages 4 8 back to us.

4 TRAVEL RESERVATION FORM Due Date: Friday, August 10 th Host Hotel. Please contact the host hotels directly before August 10 th to make your reservation. Ask for a room in the BRAKING AIDS Ride room block. After August 10 th, all open rooms in the blocks will be forfeited. Hotel Address Phone Price (12% Tax Additional) Best Western 50 Commons Drive $ Standard Cooperstown Cooperstown, NY $ Junior suites One-way time to Registration 10 minutes Bike Shipping Bring your bike to the Global Impact office, 127 W. 26 th Street (between 6 th and 7 th Avenues) in Manhattan, on Wednesday, September 12 th from 8:00 AM to 1:00 PM. The truck will park in front of the building. Cost is $60/bike. $60/bike = $ Buses and Shuttles The Rider buses depart from Seventh Avenue, between 25 th and 26 th Streets in Manhattan on Wednesday, September 12 th at 7:00 pm and Thursday, September 13 th at 11:30 am. The Crew vans depart from the Global Impact office, 127 W. 26 th Street (between 6 th and 7 th Avenues) in Manhattan on Thursday at 7:15 am. CREW VAN: (7:15 AM departure) $46/ticket = $ IF YOU ARE TAKING THE RIDER BUS PLEASE CHECK ONE: o Wednesday evening o Thursday morning RIDER BUS/SHUTTLE PACKAGE (includes Rider Bus and Host Hotel Shuttle below) $58/ticket = $ RIDER BUS only (no Hotel Shuttle): $46/ticket = $ Riders, regardless of whether you are taking our bus or your own transportation to Cooperstown, if you stay at the host hotel you will need a ticket on the Host Hotel Shuttle shuttle. Cost is round-trip. HOST HOTEL SHUTTLE (Riders only) $15/ticket = $ Registration Eve Buffet Dinner At Clark Sports Center, immediately after Registration Eve activities on Thursday, September 13 th. Cost is $16/person. $16/person = $ Total Amount Enclosed = $ Your Name: Also Reserving For (optional): Your Daytime Phone Number: ( ) - q My check for the above amount, payable to Housing Works, is enclosed. q Please bill my: q VISA q MC q AMEX q Discover Account Number Signature Rider/Crew Number: Rider/Crew Number: Exp. Mo/Yr / Security Code: Cancellation/Late Fees A fee of $20.00 will be assessed for all cancellations and changes. You must reserve by Friday, August 10 th. After that date, we will assess an additional fee of $10.00 per person and tickets will be issued on a space-available basis only.

5 CONFIDENTIAL EMERGENCY MEDICAL INFORMATION Receipt of this document by Global Impact Productions is mandatory for all Riders and Crew. Mail or fax this form no later than Friday, August 10 th, 2018 to: Emergency Contact Name: Relationship: Phone: DAY ( ) EVE ( ) BRAKING AIDS Ride c/o Global Impact Productions 127 West 26 th Street, Suite 402 New York, NY Last Name: First Name: DOB: Address: Cell Phone: ( ) City: State: Zip: Age: Weight: 1. Medical and Mental Health History (or attach a sheet) 2. a) List any medications you are taking (or attach a sheet) b) Do any of these medications require refrigeration? Yes No If Yes, which? I do not currently take medications Primary Physician(s) Name: Phone: Name: Phone: ( ) 3. Allergies Environmental Food Medication Other No known allergies Insurance Information Company: Policy #: Group #: Phone: ( ) Last Name: First Name: Rider/Crew #: 4. Is there anyone on BRAKING AIDS Ride whom we may contact if you become injured or ill? Yes: Name: Cell Phone: No 5. Will you have any special medical needs, including dietary restrictions, while on BRAKING AIDS Ride? Yes (please describe below) No I hereby release the above information to BRAKING AIDS Ride and Global Impact Productions, and any other medical personnel who may need to care for me while on the Event. Signature: Date:

6 MEDICAL WAIVER All participants, please read this: WAIVER OF NEGLIGENCE & COMPLETE RELEASE OF LIABILITY I wish to participate in BRAKING AIDS Ride which I understand to be a three-day, 285-mile non-competitive donation bicycle ride and related events. I understand that in participating in BRAKING AIDS Ride I will be using public streets and facilities where many hazards exist and I am aware of and appreciate the risks which may result. I am also aware that accidents occur during such activities and that I may be seriously injured or killed as a result. I am voluntarily participating in this event with knowledge of the dangers involved and I agree to accept any and all risks of injury or death. In consideration for being permitted to participate in BRAKING AIDS Ride, I agree to assume all risks and to release and hold harmless Housing Works; Bailey House; Global Impact Productions dba Global Impact Tours Inc., BRAKING AIDS Ride, all BRAKING AIDS Ride Medical Team members, sponsors, officials, participating clubs, communities, organizations and all other government or public entities (and all of their respective officers, directors, agents, employees and members) who, through negligence, carelessness or any other cause, might otherwise be liable to me. I intend by this Waiver and Release to release, in advance, and to waive my rights and discharge all of the persons and entities mentioned above, from any and all claims for damages for death, personal injury or property damage which I may have, or which may hereafter accrue to me, as a result of my participation in BRAKING AIDS Ride, even though that liability may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective property or equipment owned, maintained or controlled by them or because of their possible liability without fault. I understand and agree that this Waiver and Release is binding on my heirs, assigns and legal representatives. I am physically capable of participating in BRAKING AIDS Ride, and my medical care provider has approved my participation. If I am aware of or under treatment for any physical infirmity, ailment or illness, my medical care provider knows of and has approved my participation in BRAKING AIDS Ride. If I have been diagnosed with any psychological conditions, my mental health provider knows of and has approved my participation in BRAKING AIDS Ride. I acknowledge that I, and I alone, am solely responsible for my personal health and safety and the personal property I bring with me. I acknowledge that the medical insurance information I have provided on the Medical Form is current and complete. I accept full responsibility for any costs incurred for medical treatment due to incorrect, outdated, or falsified insurance information. I will read the BRAKING AIDS Ride description and rules for participation in BRAKING AIDS Ride and I will abide by all rules and regulations established by the BRAKING AIDS Ride organizers and personnel as well as the bicycling codes of New York State and New Jersey. I understand that my name, photograph, voice, video and film image, or likeness may be used by Housing Works, Global Impact Tours Inc., Black Watch Productions, their licensees, affiliates and employees. I consent to and authorize, in advance, such use and waive my rights of privacy I have in connection therewith. I have carefully read this Waiver and Release and fully understand its contents. I certify that I am at least 18 years of age at time of registration. I am aware that this is a RELEASE OF LIABILITY and a contract between me and the persons and entities mentioned above and all of their respective officers, director, employees, agents and representatives and I sign it of my own free will. THIS IS AN IMPORTANT LEGAL DOCUMENT. READ IT CAREFULLY BEFORE SIGNING BELOW. / / Print name Rider/Crew # Date of Birth (MM/DD/YY) / / Driver s License Number (REQUIRED FOR ALL)* State Expiration *If no Driver s License, then Social Security Number Signature Date

7 Policies and Protocols The policies and protocols below have been established to maximize the safety and enjoyment of BRAKING AIDS Ride ( the Ride ) for all participants. Please sign and return this form to the BRAKING AIDS Ride office by Friday, August 10 th, I understand that I must obey all laws, including traffic laws, during BRAKING AIDS Ride. I will follow Ride participation instructions from all Ride personnel, including Global Impact Productions staff, staff of Housing Works, and volunteer Crew members. Medical personnel and bicycle technicians may suspend my right to ride or crew if they deem my physical condition, or my bicycle s condition, unfit to continue. 2. I am required to attend an official Safety Presentation in Cooperstown on Registration Eve on Thursday, September 13 th, 2018 before participating in the Ride, and will abide by the policies and procedures described. 3. While on my bike, I will: a. Wear a helmet, properly fastened on my head, at all times. b. Refrain from using headphones or earphones. c. Refrain from using a cell phone, smart phone or other handheld device. 4. Consumption of alcoholic beverages is strictly prohibited beginning on Thursday evening, September 13 th and continuing until the end of the Closing Ceremony on September 16 th. Possession or use of illegal drugs or unauthorized transfer of prescription medication is similarly prohibited. 5. The success of the Ride is based upon the principle of mutual respect among all participants. In that spirit, I may not antagonize, harass, or jeopardize the safety of any Ride personnel, including Global Impact Productions staff, staff of Housing Works, riders and/or volunteer Crew members. Failure to abide by these policies and protocols will result in disciplinary action that may include, at BRAKING AIDS Ride staff s discretion, my expulsion from the Ride. I have read, understand, and agree to the above. Print name Rider/crew number Signature Date Due Date: Friday, August 10 th.

8 In Memoriam Dear BRAKING AIDS Ride Participant: One of the beautiful aspects of BRAKING AIDS Ride is its small size. It s a very personal event. We would like to give you the opportunity to personalize the Ride even more by commemorating the people in whose names you are riding. We re trying something new this year: If you would like to publicly memorialize the friends and loved ones you have lost to HIV/AIDS, please a photo of each to Blake Strasser at bstrasser@globalimpactpro.com. For each photo, please be sure to tell us the person s name. Acceptable file formats are.jpg,.png, and.tiff. The higher resolution the photo, the better. Please your photos to Blake no later than August 10 th. Due to production constraints, names received after this date cannot be included. We hope that the memorial we will create together will give added meaning to BRAKING AIDS Ride for you. We look forward to welcoming you to Cooperstown in a few weeks. Best regards, The BRAKING AIDS Ride Team Due Date: Friday, August 10

9 BICYCLE INSPECTION SHEET Have your bike inspected and tuned up by a professional mechanic during the last month before the Ride. Give this checklist to the shop when you drop off your bike. Keep the completed sheet with you on the Ride to show to our techs if they need to look at your bike. Rider s Name Bicycle Make and Model Please have your bike inspected by a bike shop mechanic and follow the inspection up with any recommended repairs. Many bike shops offer free inspections, however there is usually a charge for tune-ups. Items to be inspected: Wheel bearings Check Headset Bottom bracket Brake/shift levers Check derailleur adjustment Check chain wear Check wheel trueness Check brake/shift cables Check brake pad wear Check crank bolt tightness Check tire pressure Check tire wear Check stem bolt tightness Handlebar plugs secured Check Handlebar bolt Check pedals/cleats Inspector s Recommendations Inspector/Store Name Inspection Date