How to Conduct a Driving Tour
What is a Driving Tour?
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A driving tour is an organized and publicized event in which participants gather at a starting point defined on the PCA event insurance certificate. All participants sign liability waivers and depart in a group or groups consisting of both a lead and a sweep/trailing/following cars(s) driving the specified route, ending at the location identified on the insurance certificate. Since a defined starting and ending point is required on the insurance certificate, PCA coverage is only in effect for the route being driven by the participants registered for that driving tour. Participants who elect to separate themselves from their assigned groups to continue on their own are considered to have left the driving tour and are no longer covered under PCA insurance.
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Driving Tour Procedures
We strongly encourage any member who wishes to conduct a tour to do so! This document is designed to provide guidance on how to setup and conduct a driving tour within the Hurricane Region PCA.
Tours can be a few hours, like a BBQ Run, or a few days, like a Spring Tour. There are minimum standards set forth by National for these events, regardless of size or duration.
The content of this document will be broken down into 3 sections, current national minimum tour standards, national guidelines for tours, and region process to follow for requesting and conducting a tour.
Tours can be a few hours, like a BBQ Run, or a few days, like a Spring Tour. There are minimum standards set forth by National for these events, regardless of size or duration.
The content of this document will be broken down into 3 sections, current national minimum tour standards, national guidelines for tours, and region process to follow for requesting and conducting a tour.
Minimum Driving Tour Standards
- All driving tour participants, including minors, shall sign the waiver form(s) prior to tour start
- Waivers MUST be printed in black and RED. and include the event name/location, date(s), and witnessed
- There shall be an established method to ensure ALL participants have signed the waiver(s)
- There will be no more that 15 cars in a group, including the leader, mid-car, and sweeper
- If other vehicles join the driving tour at an intermediate point, they must also sign the waiver form
- Each participating driver shall have a current driver’s license and automobile insurance
- PCA insurance certificate shall be requested and then a hard copy shall be carried on the driving tour
- Regions shall conduct a formal attendee/safety briefing prior to driving tour departure (Download safety briefing document here)
- Each driving group shall have an assigned group lead and sweeper
- Group leaders shall have a method to communicate within the group (e.g. cell phone, two-way radio)
- Written directions shall be provided for all driving tours where the route is not known to all attendees
- The cell phone numbers of all tour/group leaders and sweepers shall be provided to all participants
- If a car or cars depart the group before the ending point, they are not longer considered part of the tour and are no longer covered under PCA insurance
- Tour leader shall complete and submit the Post Event report to PCA within five (5) days
- Tour leader shall assign someone to complete and submit the Observers Report within five (5) days
- An Incident Report shall be submitted to PCA, if needed, within five (5) business days (two days if bodily injury)
- If driving tour is cancelled, notify PCA national office within 24 hours of cancellation
Driving Tour Guidelines
- Tour leader should dry run the route prior to tour date, preferably on same day of week and with same car that will be used on the tour
- Driver’s should arrive at tour start with a full tank of gas
- Should have two people in tour/group leader cars
- Tour leader should provide attendees with written directions at the driver’s meeting, if not provided earlier
- As a minimum, tour directions should include:
- direction of upcoming turn (left, right, continue straight)
- leg miles to drive after making the turn
- cumulative miles at the end of that leg
- notes, cautions and/or warnings during that leg
- A separation between groups of approximately 15 minutes is recommended
- Plan for a rest stop every 60, max 90, minutes and identify them on the route directions
- Tour leaders should establish and list regroup points when planning the route based on congested areas where group may get separated
- Do not change groups at rest stops without notifying the group leader
- Do not depart the group along the route unless other cars are aware that you will do so!
- Attendees should register in advance of a tour and provide an emergency contact phone number of someone who is NOT on the tour
Tour Request Procedure
All tours need to be approved by the board. In order to facilitate this process, there is an on-line tour request form that needs to be completed and submitted Link.
If the board has any issues, they will email you. Once any issues are resolved, the board will provide approval to create the tour.
If the board has any issues, they will email you. Once any issues are resolved, the board will provide approval to create the tour.
EXPENSE REIMBURSEMENT AND ADVANCE PAYMENT PROCEDURE
- Email Treasurer at [email protected]
- Subject Line - Request for Advance Payment for Spring Tour
- In the email include:
- Dollar Amount Requested
- Details of what is being paid. (hotel, etc). She categorizes all expenses
- Check to be made out to.....
- Address to mail check
- Attach a PDF of something you have (the contract would be helpful). The Treasurer prints these out for proof and reconciliation
- The request will be processed in 14 days or less. (usually within a week but it could be the timing of when you send the email)
