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Seattle International Randonneurs

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Brevet Expenses, Income Report, and Reimbursement Form

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Brevet Expenses

SIR does not normally reimburse for route scouting, cost of maps, or other indirect costs. SIR would expect the brevet organizer and officials to be reimbursed for the cost of setting up an overnight control location or minimal food support at a control where other food options are not available. Organizers may also be reimbursed for food provided at the beginning and end of the ride. In the interest of rider safety on rides of 400 km or longer, organizers are encouraged to provide sleeping facilities at the finish. The cost of such facilities will be borne by SIR. Costs of printing route sheets and brevet cards are also reimbursable. Any unusual expenditures should be presented in advance to the RBA and/or the SIR Board for approval and figured into the cost of the brevet entry.

It is reasonable to ask for voluntary monetary contributions from brevet riders if an unexpectedly low turnout or other unavoidable and unforeseen minor expenses occur. Voluntary contributions may also be solicited for providing overnight control facilities beyond the minimum if the provision of such facilities would otherwise cause the ride expenses to substantially exceed receipts. Riders will normally be understanding and supportive.

The cost of a brevet has been thought through and is designed to cover the costs of any single brevet. As you plan the brevet keep in mind your expenses versus the income from brevet fees.  All brevets (except for perhaps the 1000km) should be able to cover all their own expenses as best as possible - the club cannot afford to regularly dip into the club reserves to fund excess brevet expenses.

This doesn't mean you should spend every bit of income as well. There are expenses per brevet - such as insurance - that need to be taken into account. Don't forget that income from membership fees and medals is not income for the brevet and should not be used for brevet expenses. Try to plan a buffer of $100-$150, i.e. income should exceed expenses by that much. Any surplus is a bonus for the club and will be used for other club expenses such as Populaire medals, jersey designs etc.

Here are some tips for expenses:

  • Plan on one hotel room per 4-6 riders planning on staying at any one checkpoint.
  • We don't reimburse for motel rooms for riders before a ride. If necessary we will reimburse 1 room for organizer use the night before.
  • For post-ride motel rooms for riders to rest/sleep, there should be 1-3 rooms only. In most cases, rooms for riders are needed only after 400km (and possibly 300km events). For 600km and 1000km events, one room for organizer use is usually sufficient.
  • If you provide food wait until after the ride starts to get food. That way you can do a count of riders and buy an appropriate amount of food.
  • For food provided on route, a rough estimate for food expenses is $1-$2 per rider per checkpoint where food will be provided. This can be a little more for overnight checkpoints. Plan on approximately 1 gallon of water for every 5 riders per checkpoint where food will be provided - more if it's quite warm.
  • When shopping, for pop, usually cans are cheaper than liters and will last longer. Buy generic brands, look at the per oz. cost listed at the grocery store, buy a variety.  If you get lunchmeat, riders prefer turkey to anything else. Try not to get too much food that can spoil or would have to be thrown away at the end of the ride.
  • Check with the club supplies before buying napkins, plates, plasticware, cups, etc.

 

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Brevets