SUPPORT CREW PRE EVENT MANUAL 2018 - Tour de Wilderness
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SUPPORT CREW PRE EVENT MANUAL 2018
Dear Support Crew
Welcome to the Nedbank Tour de Tuli mountain bike event. Congratulations on volunteering your skills, services
and passion for this event. It is a wonderful adventure and we are excited to have you as part of our team. In order
to prepare you for this experience, we have put together this manual. We ask that you take the time to read this
manual prior to the event, so that you are fully prepared for your roles and responsibilities for this Tour. Please
note that if you have been part of the Support Crew team before, it is important that you read through the manual
as information has been updated.
The manual has been divided into the following sections:
Section 1 General Information
Section 2 Support Crew Expected Etiquette and Behavior
Section 3 Accommodation and Meals
Section 4 Specific Support Crew Roles
Section 5 Communication
Section 6 Health and Safety Information
Section 7 Transfers to/from Start and End of the Event
Section 8 What to Pack
Section 9 Passport and Visa Requirements
Section 10 Site Clean Up
Section 11 Children in the Wilderness and Nedbank Tour de Tuli
We would like to take this opportunity to thank you for your enthusiasm and commitment, and congratulations
once again for contributing to a great cause.
We hope that you enjoy your adventure.
Kind regards
The Nedbank Tour de Tuli Team
NEDBANK TOUR DE TULI The Nedbank Tour de Tuli is a renowned, premier mountain bike Tour through some of Africa’s most pristine wilderness areas in Botswana, Zimbabwe and South Africa. The 2018 event will take place from 2nd to 7th August for a maximum of 350 participants. It is the main fundraiser for Children in the Wilderness (CITW), and all funds raised through the Tour will be channelled directly into CITW. Over the last 14 years, the Tour has hosted over 3 000 participants and raised over R18 million. This has allowed us to host over 5 600 children on our camp programme since 2001 and over 8 600 children on our Eco-Club programme since 2013. The Tour is renowned for its extremely high standards of service, tented accommodation in beautiful wilderness locations and obviously the unique experience of riding through some of Africa’s most pristine, wildlife and geologically rich areas. The Tour follows very strict environmental practices and every camp site is left as it was originally found. The Nedbank Tour de Tuli provides participants with the unforgettable opportunity to follow ancient elephant and other wildlife trails in the remote, conservation and community areas of Botswana, Zimbabwe and South Africa. Guests not only have the opportunity to see a parade of wildlife, but the route also includes magnificent scenery and cultural interactions with the local communities living on the boundaries of these conservation areas. The Tour is a highly personalized experience with all participants spilt into manageable sized groups; each one led by a Tour Leader, also on a mountain bike. It is a Tour not a race, given the comprehensive safety complexities of this wilderness environment. The riders are given the opportunity to savour these unique trails and to share unforgettable experiences with like-minded people. For further information, please visit www.tourdewilderness.com
SECTION 1 – GENERAL INFORMATION
The Nedbank Tour de Tuli is a social fundraising event, to raise funds for the non-profit organisation Children in the
Wilderness, a life skills and environmental educational programme for rural children. Please ensure that you are
familiar with the details of Children in the Wilderness (www.childreninthewilderness.com) as well as the
objectives of the mountain bike Tour (please see information at the end of this manual).
The Tour is a four-day / five-night mountain bike Tour travelling through Botswana, Zimbabwe and South Africa, in
the Greater Mapungubwe Transfrontier Conservation Area (GMTFCA). The exact route is not yet finalised, as we
change this annually to ensure we are offering something new and exciting. Once finalised the route will be
communicate to all registered, accepted Support Crew.
What we can tell you:
DATE CAMP CAMP LOCATION
Thursday 2nd August Camp 1 Limpopo Valley Airfield (Botswana)
Friday 3rd August Camp 2 Limpopo River Camp (Botswana)
Saturday 4th August Camp 3 Nyalaberry Camp (Zimbabwe)
Sunday 5th August Camp 4 Nyalaberry Camp (Zimbabwe)
Monday 6th August Camp 5 Mapungubwe (South Africa)
Tuesday 7th August Home Home
Arrival Date:
Support Crew will arrive on different days. Please check your event staff manual for your departure date.
Start and End Points:
Starting Point: Pont Drift Border Post (South Africa and Botswana) – approx. 550 km easy drive from Johannesburg
Starts 2nd August 2018 – Support Crew to be available from 10h30.
Registration takes place at the Limpopo Valley Airfield, Botswana.
End Point: Mapungubwe National Park (South Africa) – approximately 550 km easy drive from Johannesburg
Ends 7th August 2018 at 08h00 at the Mapungubwe National Park – staff to be available until all
participants have departed.
Support Crew Costs:
There are no costs for the Support Crew, however all Crew are expected to fulfil their specified role allocated to
them.
Please understand that as crew, participants come first in all cases. This man mean there won’t be designated
seating in the main marquee, however, there will always be sufficient food and seating around the main camp
areas.
We will provide:
Tented accommodation – Each person will be allocated a two-man tent and mattress (Land Rover team to
provide own tents).
4 x event T-shirts to be worn during the day. All staff will be required to wear the event shirts so they can be
easily identified.
All meals from lunch on the first day to breakfast on the last day.
Soft drinks.
Staff ID bands will be provided to be worn so caterers and bar teams can identify staff.
Each staff member will receive a role-specific manual. Please ensure you read through this manual before the
event and should you have any questions during the event please refer to it. If you cannot find the necessary
information in the manual please direct your question to Shona Erasmus or Nicola Harris.
Excluded:
Visa fees (if applicable).
Alcoholic beverages supplied from the bar (cash bar basis).
Memory stick with pictures from the event photographers.
Items of a personal nature.
Requirements for Participation as a Support Crew in this Event:
Working on this event is strenuous. Anyone that registers for this role should take into consideration the following
recommendations beforehand:
Valid passport.
You must be in good, physical condition and able to lift and carry boxes and supplies.
You must be between the ages of 18 years and 55 years old.
You need to be a team player with a high service delivery ethic.
You need to be available for the event dates and have the consent of your employer (if applicable).
You need to be comfortable camping and being in remote areas.
It is a condition of entry that you have medical aid – these details need to be captured on your online
registration profile.
Whilst we have specific roles allocated to the Support Crew, everyone is expected to pitch in and help out where
necessary.
SECTION 2 – SUPPORT CREW EXPECTED ETIQUETTE AND BEHAVIOUR
All Support Crew on the Tour are representatives of the Nedbank Tour de Tuli, their associates and sponsors.
Please be conscious of this with regards to your behaviour and language when around the participants:
Smoking – Please do not smoke in public areas or in the vicinity of the participants. Please also be
conscious of smoking and the dry bushveld. Ensure all cigarette stubs are disposed of properly and not
dropped on the ground.
Drinking – All Support Crew have access to soft drinks at the bar. Any alcoholic drinks will be for your own
account and is permitted only during off duty times. Unruly behaviour will not be tolerated and anyone
displaying this type of behaviour will be asked to leave.
Dress Code – Nedbank Tour de Tuli T-shirts will be provided to Support Crew. All Support Crew provided
with these T-shirts will be expected to wear them every day so that the Support Crew are easily
identifiable. In the evenings you are free to wear whatever you wish.
Service Ethic – Support Crew have agreed to join the Tour to provide a service to the participants and
therefore need to be committed to providing a high level of service. If any Support Crew Members are
asked to do something that they feel is not justified, please politely point the participants to the Support
Desk. (In this event to please advise the Event Director Nicola Harris of the situation as soon as possible.)
Participants come first – The participants are our guests and it is everyone’s responsibility to ensure they
have a good time. Please allow them to eat first and ensure they are served at the bar before staff.
Massage Appointments – There are limited massage appointments and therefore these are for
participants and Tour/Support Leaders only.
Appropriate Talk – Please be aware of what you say in front of participants. They are our guests and
inappropriate banter on fellow participants, event issues, political or emergency situations must not take
place in the vicinity of the participants. The following needs to be taken into consideration:
o Do not bad mouth or make fun of any of the participants/staff in front of other guests.
o Please do not talk about sensitive political issues in open forums.
o Please do not mention any negative opinions of the event, Children in the Wilderness, Wilderness
Safaris or any of their stakeholders in this forum. If you have any complaints please direct these to
the Event Director only.
Tidiness – Please note that aesthetics are IMPORTANT. All areas where the event takes place must be
kept clean and tidy at ALL TIMES. Rubbish and spare stock must be screened out of view, dirty glasses and
plates collected, tables wiped down and kept clean. It is EVERYONE’S RESPONSIBILITY to ensure that this
happens.
Littering – Support Crew will be expected to ensure that all rubbish is correctly disposed of at all times and
all Support Crew are responsible for assisting in this role and ensuring sites are left in pristine condition.
Travelling – The routes that we use during the event are remote and one can get disorientated easily.
Please ensure that you travel in pairs so that a) If you get lost you are not alone and b) if you experience a
puncture or an issue with the vehicle, there is another vehicle there to assist. Tea and brunch teams please
link up with the strat vehicles and travel in convoy. Important: If you do happen to get lost or are late
coming into camp for any reason, ensure that you contact someone in camp to advise them of the
situation.
Bar Duty – We will have a separate bar team whose primary role will be to man the bar from the time the
first participants arrive in camp until the last participant goes to bed at night. However staff vehicle drivers
and other staff may be expected to work in the bar in the evenings. Please make an effort to check with
the bar team to see if you can assist at times to allow them to take a break.
Support Vehicles to Leave Camp First – Timing is essential. Please ensure that you are packed and ready
to leave camp before 05h30. Riders will be leaving around 06h00, so all Support Crew must depart
BEFORE the riders (except for the bar team, Bean There team and bike mechanics who will leave once the
groups have all departed).
The Official’s Word is Final – The safety precautions, rules and regulations need to be taken seriously and
strictly adhered to. Anyone found in contravention of the officials or any safety regulations will be evicted
from the Tour without compensation.
Medical Aid – All Support Crew members must ensure that they carry comprehensive medical aid or
medical insurance cover for the countries through which we travel (i.e. Botswana, Zimbabwe and South
Africa).
Indemnity and MOU’s – Each Support Crew member will be required to accept and online Indemnity Form
and MOU in order to participate in this event. These forms acknowledge awareness of the risks involved in
volunteering for an event of this nature as well as an understanding of your responsibilities. This is a
condition of entry. Please ensure you accept these documents before the event upon registration.
Vehicle Traversing Rights – The Nedbank Tour de Tuli event traverses many reserves and areas which are
not normally open to the public. The landowners see the benefit of the Tour and therefore give permission
to all involved in the Tour to traverse their land. In order to make the Tour sustainable we need to respect
the areas through which we travel and ensure they are left in the same condition as we found them, so
we ask all Support Crew members and suppliers to take this into consideration and all pitch in to ensure
these areas are left in a pristine state. If you see litter lying around please take the time to pick it up. Under
no circumstance are any vehicles permitted to travel off road (unless there is a medical emergency) or go
on a joy ride. Anyone not adhering to these event rules will be requested to leave the event.
SECTION 3 – ACCOMMODATION AND MEALS Before the Participants Arrival: The Camp Set Up team will leave for the Tour approximately 2 weeks before it starts. Food, tents and mattresses will be provided to the pre-camp team, however, please note that the camp site will have limited facilities due to logistics; amenities such as the showers may not have arrived on site during this time. Those support crew members who arrive on site before the participants must be comfortable with limited resources and basic meals (e.g. pap and stew/peanut butter on bread). Should you want soft drinks or additional food items, please feel free to bring your own. During the Event: Support Staff Tented Village: Tented camps will be set up at pre-determined locations for overnight stops. The tents are two man tents (approx. 1.8m x 1.5m) with mattresses. Support Crew members will need to find the Support Crew designated village on arrival in camp and claim a tent (Land Rover crew will be designated a separate parking area for their roof top tents – please follow this signage). Under no circumstances are staff permitted to remove mattresses, tent covers or a tent allocated to participants. The participants’ needs come first. Please do not remove mattresses from other Crew tents. Each person is allocated a mattress and if you take two it means that someone won’t have one. Please be considerate towards your fellow Support Crew members. Showers and Ablutions: Bush showers will be rigged up at every camp and bush toilets will be erected at these sites. Please refrain from showering between 14h00 and 18h00 as this is when there are large numbers of riders that need to shower. Please shower either prior to this time or between 18h00 and 21h30. Showers close each night at 21h30. In terms of ablutions, these will either be chemical loos (Botswana and SA) or long drops (Zimbabwe). Food and Drinks: All meals and soft drinks, from dinner on the arrival night to breakfast on the departure morning, will be provided. There will be a cash bar available at the overnight camps. Any alcoholic drinks will be on a cash bar basis. Please note: drinking of alcoholic beverages is only permitted during off duty hours. Please Note: Support Crew members are only permitted to have dinner once the participants have eaten (i.e. from 20h00 onwards). For staff moving from camp to camp, lunch will be provided in camp (please do not take provisions from tea or brunch stops as these are for participants only. Certain roles will be catered for at brunch. Please
refer to your event staff manual). For the Support Crew on the road during the course of the day, lunch will be catered for them at the brunch stop. It is your responsibility to ensure that you take your own soft drinks for the following day, which you can get from the bar in the evening (all drinks allocated to roles are for the riders). Please get your packed lunch from the caterers directly, if you so need. Please note: Staff bands will be provided to each staff member. Please ensure you wear this band throughout the event so bar and catering teams can identify staff members. Should we find out staff are being inconsiderate they will not be invited back.
SECTION 4 - SPECIFIC SUPPORT CREW ROLES
In order to ensure that the participants have a great riding experience, we have done everything possible to
provide the necessary services to make their Tour as enjoyable and comfortable as possible. The following is an
overview of all the Support Crew roles and responsibility of each role. Once the Support Crew roles have been
allocated, individual KRAs and equipment lists will be sent to all Support Crew detailing their specific areas of
responsibility. Certain roles have been allocated soft drinks, food and water for the participants. Please ensure you
stick to the daily allocation to ensure there is stock available for the entire event. If you are running low, please
ensure you communicate this before there is a problem. Due to the remoteness of the areas we traverse it may
take longer than expected to get additional stock.
For the roles that are allocated water, please ensure 25l containers, plugs, taps and spanners are returned. The
containers need to be off loaded and stored in the bar truck once you have arrived in camp. All event equipment
must be loaded onto the bar truck at Mapungubwe. The bar team captain will have the key.
General Volunteer Roles:
Tour Leaders and Support Leaders:
Tour and Support Leaders are responsible for the riders in their group, ensuring their safety and well-being. They
are ultimately the hosts of the event.
Requirements: approx. 50 Tour/Support Leaders follow the route.
Transport: Bicycles.
Event Director:
Responsible for overseeing and coordinating all event logistics and ensuring there is a high service delivery from all
crew. Trouble shooting when problems arise and management of Support Crew.
Requirements: 1 person (follow the route).
Transport: Rented 4x4 double cab vehicle.
Medical and Safety:
The Medical team will be at pre-allocated strategic points where they will be positioned for most of the day. This is
to ensure that a good part of the route is covered and that they are located near access routes. Most of the riding
will be on single track and therefore access to the route will be limited. Contact of the medics will be via handheld
radio.
Requirements: 4 medical teams with at least one doctor/paramedic per team (follow the route)
Incident Coordinator to handle all safety issues. She will be the first port of call for any
safety issue (not only medical situations).
Helicopter pilot – the helicopter will be used should anyone need to be air evacuated and
keep an eye out for wildlife.
Camp Nurse. Transport: 3 x Medical vehicles.
1 x Incident Coordinator vehicle with roaming Doctor.
1 x helicopter.
Camp Nurse:
A Camp Nurse will be in camp each day. The Camp Nurse will be responsible for attending to any medical issues in
camp. A trunk of the day to day supplies as well as a stretcher for the medical tent will be provided. It will be the
Camp Nurses responsibility to ensure the equipment is loaded onto a vehicle and transported to the next camp
site each day.
Requirements: 1 nurse (follow the route).
Transport: Land Rover staff vehicle.
Support Desk:
At each camp we will have a Support Desk located next to, or as close to the bar as possible. This desk will need to
be manned from the first participant’s arrival until 21h00 each night, except for the last night at Mapungubwe
when it will be until the last man standing. This team is responsible for managing the following: sale of bar
coupons and any other vending requirements; management of lost property; charging of participants’ electronic
equipment; recharging of all event equipment for Support Crew and Tour/Support Leaders and set up of all the
communication equipment each evening.
Requirements: 4 Volunteers (follow the route).
Transport: Support Desk rented 4x4 vehicle and 4x4 trailer.
Tea Team:
This team is responsible for the set up and manning of all official tea stops during the mountain bike Tour. This
team will need to leave camp very early to ensure their tea stop is set up in time for the participants’ arrival.
Requirements: 3 Volunteers (to follow the route).
Transport: Rented 4x4 double cab vehicle and 4x4 trailer.
Brunch Team:
This team is responsible for the set up and manning of the official brunch stops in conjunction with the catering
team. They are to pack and arrange all brunch stock. It is their responsibility to ensure that they have the stock
with allocated quantities of drinks and ice at the brunch stop as per the manifests provided. They are to liaise withthe catering brunch set up team to ensure that they are aware of the location of brunch for the following day. The
catering and brunch teams must travel in convoy each day.
Requirements: 3 volunteers (To follow the route).
Transport: Rented 4x4 double cab and 4x4 trailer.
Bar Teams:
This team is entirely responsible for the set up and serving of the bars at all camps from participants’ arrival in
camp until the last rider goes to bed. If you need assistance with manning the bar please ask any of the Support
Crew to assist. This team is also responsible for overseeing the spare stock for tea, brunch and strat vehicles, the
ice truck and trailer. The Bar Team will be split into two teams: Bar Team A and Bar Team B.
Requirements: 4 x volunteers for the Bar Team A – Botswana Bars and Main Bar South Africa.
4 x volunteers for Bar Team B – Zimbabwe Bar and Support Bar South Africa.
2 x bar servers – Will assist with serving at the bar but not responsible for packing up or
setting up bars (Follow the route).
3 x Camp Hands to assist with setting up, collecting/washing glasses, refilling stock etc.
(follow the route).
Transport: 2 x rented 4x4 double cab vehicles and 2 x ½ ton closed trailers
Photographic Team:
This team is responsible for capturing the event on stills. We require a minimum of 3 photographers in vehicles
and/or a bicycle.
Transport: Land Rover vehicle, motorbike and bicycles.
Media Administrator:
The main responsibility is to ensure that the photographers and video teams capture all aspects of the event, all
key photographs are taken and all important interviews have taken place. This person will be responsible for camp
branding of banners, gazebos etc., i.e. ensuring the Nedbank branding is well positioned. This person will also be
responsible for social media during the event (if mobile coverage is available). This person will need to ensure that
the photographic village is set up.
Requirements: 1 volunteer (To follow route).
Transport: The photographic vehicle or camera crew vehicle. Allocation will be determined for each
person at the staff meeting.Bike Technicians:
The Bike Technicians will be responsible for all bike maintenance issues and collection of payment for bike spares.
Requirements: 4 Bike Technicians and 1 Manager – to follow the route.
Transport: 2 x double cab and 2 x 4x4 trailer.
Massage Team:
We will have limited massage appointments that are allocated to participants and Tour/Support Leaders only and
available at each camp. Included in the minimum sponsorship fee, is a 20 minute massage per person per day. All
bookings will be administered on site at the booking desk situated with the Massage Team.
Requirement: 20 Therapists – to follow the route.
Therapists to bring their own oils and mobile beds. Limited number of towels will be provided and will be
allocated at each camp.
Transport: 5 x Land Rover owners will be responsible for transport of the therapists and all their
equipment, assisting with the set-up of the Massage Village and ensuring that the therapists have food and
drinks whilst they work.
Massage Village Administrator:
This person will be responsible for coordinating the therapists’ schedules as well as book appointments. Each
therapist will have 19 x 20 minute appointments a day. All bookings will be made on site at the Massage Village.
The Massage Administrator will be responsible for: ensuring all participants who have booked on site receive a
massage, the coordination of the Massage Team, vehicle allocations ensuring towels are collected at each camp,
and that the Massage Village is set up in an ideal area before the riders arrive.
Requirement: 1 volunteer.
Transport: The Massage Administrator will travel in the staff vehicle.
Middle Sweep, Back Sweep and Landy Sweep:
These vehicles will be on the road to collect any riders in trouble and assist wherever needed (including collecting
any rubbish left behind by riders). Please liaise with the route planners in advance on suitable access routes. Drinks
have been allocated to these roles for the participants and it will be your responsibility to ensure you collect and
load your allocated drinks the evening before.
Please note: These drinks are allocated for participants. You need to collect drinks for yourself from the bar after
the staff meeting.
Requirements: 3 volunteers.
Transport: 2 x 4x4 single cabs with bike racks and 1 x Land Rover (please keep your vehicles as empty
as possible as you will more than likely need to transport riders and their gear).Land Rover Support Roles:
Land Rover Support Crew Vehicles:
We will require Land Rover support vehicles to assist with the movement and set up of Support Crew members.
These Land Rover Support Crew Vehicles will also be expected to assist in any other roles as requested by the
Event Director.
The following vehicles will be required – to follow the route:
5 x Massage/Relief Vehicles.
1 x Photographic Vehicle.
1 x Camera Crew Vehicle.
1 x Staff/Relief Vehicle.
Route Markers:
This team is solely responsible for the route for both participants and Support Crew and will be split into two
teams – one for the Botswana route marking and one for Zimbabwe route marking. This team will be responsible
for loading tracks onto Tour/Support leaders GPSs as well as participants. A few days prior the event, the riding
route will need to be ridden to ensure that the tracks are clean and in riding condition, ready for the participants.
Requirements:
Botswana route marking – 3 volunteers – 1 x Land Rover and motorbikes.
Zimbabwe route marking – 3 volunteers – 1 x Land Rover and bicycles.
Strategic Point Vehicles:
The Land Rover support vehicles will be located at strategic points throughout the route. They are positioned at
specific points to deal with any emergency situations and support the participants where necessary with food and
drink etc. Please note that these strategic points are not meant as STOPS, they are merely emergency points for
riders who are battling and want to opt out or need a break or need to replenish their supplies. The official stops
are: tea and brunch.
Requirements: 3 volunteers (to follow route).
Transport: 3 x Land Rovers.SECTION 5 – COMMUNICATION
Communication prior to the event will take place via email. During the event, all information regarding the next
day will be communicated at the Support Crew meeting.
Support Crew Meeting – 20h30 – Meet at the Support Desk – Event Director to coordinate:
Please note: The first day of the event is an exception and the Support Crew meeting will take place at 05h30
outside the Air Botswana office.
The Support Crew meeting is an essential time to review the plans for the following day’s event. In order to make
these meetings efficient we will limit the number of Support Crew attending. All team captains must attend the
staff meeting and report back to their teams.
Communication Equipment:
As we will be travelling through wilderness areas, cell phone reception will be erratic and in many instances non-
existent. However please bring your cell phones and ensure that you have international roaming as it will still
serve as a primary contact point.
The following Support Crew members will be carrying Satellite phones in the event of an emergency: Pre-Camp
Set-Up teams, Incident Coordinator, Support Desk, and Event Director. Contact details for these sat phones will be
provided in the event manuals. Please keep them handy.
Please note: If you have been allocated a satellite phone the following is your responsibility to ensure:
a) It is constantly charged (you will be given car chargers).
b) That it is switched on at ALL TIMES.
c) That is MANNED at all times.
d) That you are wherever possible in an area with reception (please keep double checking on this).
Other Forms of Communication:
Cell phones – please do all possible to arrange for your cell phone to have international roaming and to
keep the phones on during the day. Please bring your own car chargers where possible so we can free up
the Support Desk charging station.
Radios – all Tour/Support Leaders, Land Rovers, tea, brunch, medics, Support Desk and overall logistics
staff will be equipped with a radio. Once again, please all ensure that the radios are kept charged (car
chargers will be provided) and switched on at all times. If parked, please ensure that you are parked on
higher ground for better radio contact.
Event Equipment – All sat phones, GPSs, radios and bear bangers must be handed in and signed for on the
last night of the event i.e. at Mapungubwe, at the Support Desk. Please ensure that all aerials, pouches,technical manuals etc. are handed in with the equipment. We do not want to chase anyone, so please
respectfully return all event equipment. If you lose or damage the event equipment, you will be liable
for the insurance excess of R2000.
Contact information:
If you need to be contacted urgently, we recommend that your first option is to ask your family or friends to SMS
you (and ensure that you have international roaming). Alternatively they can call the numbers below to pass on a
message (emergencies only please).
Wilderness Safaris Office Number: (Office Hours) (+27) 011 807 1800
Wilderness Safaris Emergency Contact Number: (After Hours) (+27) 082 576 9173
This phone will be manned after hours and they in turn will be able to contact us through the satellite phone.
However please note this is for emergency use only.
Satellite Phone Contacts:
The Event Director and Incident Coordinator will be carrying satellite phones with them. Sat phone numbers will
be communicated to you at the Support Crew meeting and you can give those numbers to family and friends as a
second contact in the event of an emergency. Please ensure however that these numbers are used for
emergencies only. As the phones may not be manned in every instance, it is advisable that if these numbers are
used, a message is sent to the phone. We will do our best to get the message to you as quickly as possible.
IMPORTANT TO KNOW – ALL EVENT EMERGENCY NUMBERS ARE PRINTED ON THE FRONT OF THE BIKE BOARDSCommunication Flow:
TOUR
DIRECTOR
Camp Set Up Head Incident Media Support Tea and Land
Logistics Tour Coord Admin Desk Brunch Rover
Manager Leader Coord
All Media
Tour/ Medical Team All Land
Massage Bike
Support Staff Rover
Camp Camp Technicians
Leaders Support
Set Up Managers
Suppliers and StaffSECTION 6 – HEALTH AND SAFETY INFORMATION
Please Note: A current tetanus vaccination is recommended before arriving on Tour.
Wildlife:
As we are travelling through wildlife areas, it is important that you are conscious of the risks involved in
participating in an event of this nature and as importantly that you as a Support Crew member play your part in
mitigating some of these risks. Please be aware that the mountain bike Tour may take you into close contact with
wild animals. Neither the organization, the sponsors, their employees, partners, nor agents can be held
responsible for any injury or incident on the Tour. Wildlife is a real concern so please follow our guidelines and
don’t take any unnecessary risks that may compromise yours or another participant’s safety.
General Camp Safety Issues:
We are camping in unfenced wilderness areas. Please ensure that you adhere to the following recommendations
to ensure your safety:
Always carry a torch with you at night.
Keep your tent zipped at all times.
Malaria:
The Tour will be travelling through a malaria area, so please consult your doctor regarding malaria
prophylactics.
We have chosen to travel at a dry time of the year, when the risk of malaria is low. There is also less
prevalence in remote areas where our camps are situated; nonetheless, you need to consider whether or
not you would like to take preventative measures.
If you decide not to take prophylactics, please ensure that you see a doctor if any fever or flu-like illness
develops within 2 weeks of the Tour and advise the doctor accordingly.
A quick note from ourselves: Please remember that the best way not to get malaria is to not to get bitten.
Please bring your own mosquito repellent. It is also advisable to wear long sleeves and long pants in the
evenings. Malaria medication can be taken at your own discretion and will be for your own account.Hydration:
The days will be HOT. Dehydration is your biggest concern. Please carry ample fluid with you at all times (min of
2 to 3 litres).
Streams and Rivers:
The areas through which we travel are upstream from the previously cholera affected areas.
All drinking water provided during the Tour will be bottled/filtered drinking water and safe to drink.
Please do not drink any river water.
Sun Exposure:
Whilst we will be travelling in late winter, the days can be extremely hot.
Heat exhaustion and dehydration are possibly the two most real concerns. It is important to prepare for
this by wearing appropriate clothing and protection.
We recommend that you use a high factor sunblock and reapply this throughout the day.
Crocodiles:
If we are lucky, there might still be some water left in some of the rivers that we will cross.
Please be AWARE that there are crocodiles that inhabit these rivers.
If you do decide to swim in any river, please do so with extreme caution and note that you do so at your
OWN RISK.
Photography:
The Tour Organisers reserve the right without further notice to make use of any photograph or film taken on Tour
by our photographers without payment or permission. No photographs of a compromising nature will be used.SECTION 7 – TRANSFERS TO/FROM START AND END OF THE EVENT
Majority of the Support Crew will be travelling on the coach on the 2nd August. The Land Rover Owners Club
(LDOC) and noted Support Crew members will travel in their respective, allocated vehicles. Support Crew members
travelling on the coach will be responsible for facilitating the departure from the office and stops on route.
The LROC and Support Crew with allocated vehicles need to be at their designated point by NO LATER THAN 10h00
on the 2nd August 2018. On this day you will be expected to fulfil specific roles and also the departure day i.e. 7th
August 2018 and therefore can only leave once all participants have departed, which will be at approximately
08h00.
Directions to Pont Drift Border Post:
The route is on the N1 to Polokwane.
From here you follow the R521 past Dedron to Alldays.
Turn right and continue on the R521 to Pont Drift Border post.
It is recommended that you refuel at Alldays.
The driving distance from JNB to the Pont Drift Border Post is approximately 550 km or 5 hours’ travelling
time.
Parking for vehicles not being used on the event is at Pont Drift Border Post
All Drivers – please ensure that you have the Following for your vehicles:
Vehicle papers – a certified copy of registration papers for vehicles and trailer papers.
Letter of authority to cross borders if the vehicle is not in your name.
Driver’s license.
Spare set of keys if possible.
Jerry can for fuel.
Working spare tyre.
Access to Fuel:
For Botswana/SA vehicles and vehicles following the route – please ensure that you refuel at Alldays. For vehicles
going to Zimbabwe only, please refuel at the Sasol before the Beitbridge border.
Luggage:
In some instances where vehicles are packed to capacity, it may be necessary for some of the Support Crew
luggage to go to the next camp on the luggage trucks. At registration there will be staff luggage tags available. If
your bags are going on the luggage truck please ensure that they are labelled with Support Crew tags. Please
ensure that these are attached to your luggage so that when offloading the luggage vehicles we know where thebags belong. We don’t have huge luggage carrying capacity, therefore please LIMIT your luggage and see
suggested packing list below.
We will do all possible to keep your personal belongings safe. However we suggest that you do NOT leave
valuables unattended in your bag. We recommend that you bring a COMBINATION LOCK and ensure that your bag
is kept locked. Theft unfortunately can and does happen. Please ensure that your passports are stored in a safe
place.
Access to the Main Camp Site
Access to the camp site will be limited as we cannot have vehicles creating a bottle neck in the small sites that we
have and also to minimise the dust in camp. All vehicles except the following vehicles must park in the designated
car park. The following vehicles will have access to the camp area for loading and offloading but must move away
once the vehicles have been offloaded and reloaded:
Tea Team, Brunch Team, Bar, Ice truck, Support Desk vehicle, Bean There and Bike Technicians &
overall logistics vehicles.
On arrival at camp (including tea/brunch sites), please off load your vehicle, remove it from the camp/ tea/ brunch
spot and park it out of sight. Please do not park vehicles behind the Support Desk, tea or brunch stops or in the
middle of the camp site.
If you have anyone’s personal equipment in your vehicle please give it to the Support Desk when you arrive in
camp so it can be given to the relevant person.SECTION 8 – WHAT TO PACK
As little as possible! Please do all possible to keep your luggage down to the bare essentials. The following are the
luggage restrictions for the Tour: ONE SOFT TOG BAG THAT INCLUDES ALL YOUR PERSONAL BELONGINGS (i.e. no
loose sleeping bags etc). Your bag MUST be clearly labelled. Luggage may not exceed 15kg.
Important Items:
Passports!
Certified copy of your passport – keep separate from your passport.
Sunglasses or spare contact lenses (if applicable) – it will be pretty dusty.
Camera and/or binoculars (a small pair is preferable).
Camping Equipment:
Warm sleeping bag (it gets very cold early mornings and late nights), bottom sheet (if required) and pillow.
Towel for showering.
A good quality torch or headlamp (a headlamp is essential). Lighting is limited so this is
a critical item (spare batteries are useful).
Combination lock for your bag.
Toiletries:
Malaria prophylactics (optional).
Mosquito repellent.
Sunblock and lip balm.
Personal toiletries including soap, shampoo etc.
Wet wipes are useful.
ANY PERSONAL MEDICATION.
Camp Clothes:
Hat/peak/cap.
Warm and cool clothes - the weather could be unpredictable with the days warm to hot and the nights are
cold.
Comfortable shoes as you will be on your feet for most of the day.
Shorts for during the day – event T-shirts will be provided. These need to be worn during the day and
when you are on duty. When you are off duty, crew can wear what they would like in the evenings.SECTION 9 – PASSPORT AND VISA REQUIREMENTS
We will travel through Botswana, Zimbabwe and South Africa and therefore VALID PASSPORTS ARE ESSENTIAL.
The onus is on the Support Crew members to ensure that their passports and visas are valid for all the countries
we will be travelling to. Over and above this, participants must also ensure that their passports are valid for a
minimum of 6 months from date of entry and that they have a minimum of two blank pages in their passport.
As we will be crossing informal border posts we will require the following information by no later than Friday
20th April 2018:
Your full passport information (i.e. passport number, date of issue, date of expiry and nationality) – if you
need to renew your passport please ensure that this is done in advance of this date. No substitutions can
happen once this manifest has been submitted.
A colour copy of your passport needs to be scanned in and emailed to us.
The Event Organisers cannot be held liable for any visas not held by any participant or the cost thereof.
South African passport holders do not require visas for Botswana and Zimbabwe.
Visa Requirements:
Below are the visa requirements for Botswana and Zimbabwe. Please note: these visa requirements indicated
below were correct at the time of publishing. It is the Support Crew member’s responsibility to check with the
relevant consulates for updated visa information as the Event Organisers are not liable for any amendments:
Any Botswana visa requirements (as per the information below) will need to be obtained directly with the
consulate prior to the Tour. Most other non SA passport holders WILL require a visa for Zimbabwe. We are liaising with the Zimbabwe
authorities to arrange for the Zimbabwe visas to be purchased on site. There will be costs attached to
obtaining your visa and these will be communicated prior to the event.
COUNTRIES THAT NATIONALS DO NOT REQUIRE A VISA TO ENTER BOTSWANA
Antigua and Barbuda Iceland Romania
Argentina Ireland Russia
Australia Israel Samoa
Austria Italy San Marico
Bahamas Jamaica Seychelles
Barbados Japan Sierra Leone
Belgium Kenya Singapore
Belize Kiribati Slovak Republic
Brazil Lesotho Solomon Islands
Brunei Darussalam Liechtenstein South Africa
Bulgaria Latvia South Korea (republic of)
Canada Lithuania Spain
Chile Luxembourg St. Kitts and Nevis
Costa Rica Malawi St. Lucia
Croatia Malaysia St. Vincent and the Grenadines
Cyprus Maldives Swaziland
Denmark Malta Sweden
Dominica Mauritius Switzerland
Dominican Republic Mexico Tanzania
Estonia Monaco Tonga
Fiji Mozambique Trinidad and Tobago
Finland Namibia Tuvalu
France Nauru Uganda
Gambia Netherlands United Kingdom
Germany New Zealand United States of America
Greece Norway and Colonies* Uruguay
Grenada Papua New Guinea Vanuatu
Guyana Paraguay Venezuela
Holy See Peru Zambia
Hong Kong Poland Zimbabwe
Hungary Portugal
COUNTRIES THAT NATIONALS REQUIRE A VISA TO ENTER BOTSWANA
Afghanistan Eritrea Nicaragua
Albania Ethiopia Niger
Algeria Gabon Nigeria
Andorra Georgia Oman
Angola Ghana Pakistan
Armenia Guatemala Palau
Azerbaijan Guinea Panama
Bangladesh Guinea Bissau Philippines
Burkina Faso Haiti Qatar
Bosnia and Herzegovina Honduras Rwanda
Belarus India São Tomé and PríncipeBenin Indonesia Saudi Arabia
Bhutan Iran Senegal
Bolivia Iraq Serbia
Burkina Faso Jordan Somalia
Burundi Kazakhstan Sri Lanka
Cambodia Korea (Dem. Peoples Rep) Sudan
Cameroon Kuwait Sumatra
Cape Verde Kyrgyzstan (Kirghizia) Suriname
Central African Republic Laos (Peoples Dem. Rep) Syria
Chad Lebanon Taiwan
China Liberia Tajikistan
Columbia Libya Thailand
Comoros Macedonia Togo
Congo (Republic of) Madagascar Tunisia
Congo (Democratic Republic of) Mali Turkey
Cote d’Ivoire (Ivory Coast) Mauritania Turkmenistan
Cuba Micronesia Ukraine
Czech Republic Moldova United Arab Emirates
Djibouti Mongolia Uzbekistan
Ecuador Montenegro Vatican City
Egypt Morocco Vietnam
El Salvador Myanmar (Burma) Yemen
Equatorial Guinea Nepal
For further information please visit www.botswanaembassy.org
COUNTRIES WHOSE NATIONALS DO NOT REQUIRE A VISA TO ENTER ZIMBABWE
Antigua and Barbuda Leeward Islands Solomon Islands
Aruba Lesotho St Kitts
Bahamas Malaysia St Lucia
Barbados Malawi St Vincent
Belize Maldives Swaziland
Botswana Malta Tanzania
Cayman Islands Mauritius Togo
Cyprus Montserrat Trinidad and Tobago
Fiji Mozambique Turk and Cacao Islands
Grenada Namibia Tuvalu
Hong Kong Nauru Uganda
Jamaica Samoa Western Vanuatu
Kenya Singapore Zambia
Kiribati South Africa
COUNTRIES WHOSE NATIONALS ARE GRANTED A ZIMBABWE VISA AT PORT OF ENTRY
Argentina Greece Palestine
Austria Indonesia Papua New Guinea
Australia Iceland Poland
Belgium Ireland Portugal
Bermuda Israel Puerto Rico
Brazil Italy Russia
Brunei Japan Seychelles
Canada Korea (South) SpainCook Island Kuwait Sweden
Denmark Liechtenstein Switzerland
Dominic Rep Luxemburg United Arab Emirates
Egypt Monaco Uruguay
Finland Netherlands United Kingdom
France New Zealand United States of America
Germany Norway Vatican
Ghana Palau Islands Virgin Islands
COUNTRIES WHOSE NATIONALS ARE REQUIRED TO APPLY FOR AND OBTAIN A ZIMBABWE VISA
PRIOR TO TRAVELLING
Afghanistan Czech Rep Lebanon Reunion
Albania Djibouti Rep Liberia Romania
Algeria El Salvador Libya Rwanda
Andorra Equator Lithuania Samoa (America)
Angola Equatorial Guinea Macau San Marino
Armenia Eritrea Madagascar Sao Tome
Azerbaijan Estonia Mali Saudi Arabia
Bahrain Ethiopia Marshall Islands Senegal
Bangladesh Eyrom Mauritania Sierra Leone
Belarus French Guiana Mexico Slovak Rep
Benin French Polynesia Micronesia Slovenia
Bhutan French West Indies Moldova Sri Lanka
Bolivia Gabon Mongolia Somalia
Bosnia-Herzegovina Gambia Morocco Sudan
Bulgaria Georgia Mozambique Suriname
Burkina Faso Gibraltar Myanmar Syria
Burundi Guam Nepal Taiwan
Cambodia Guatemala New Caledonia Tajikistan
Cameroon Guinea Nicaragua Thailand
Cape Verde Island Guinea Bissau Nieu Togo
Central Africa Republic Haiti Niger Tunisia
Chad Honduras Nigeria Turkey
Chile Hungary Norfolk Islands Turkmenistan
China India Northern Mariana Ukraine
Colombia Iran Oman Uzbekistan
Comoros Islands Iraq Pakistan Venezuela
Congo (Brazzaville) Jordan Panama Vietnam
Congo (DRC) Kazakhstan Paraguay Yemen Rep
Costa Rica Korea (DPRK) Peru Yugoslavia
Cote d'Ivoire Kyrgyzstan Philippines
Croatia Laos Principe
Cuba Latvia QatarSECTION 10 – SITE CLEAR UP
As a Support Crew member on the mountain bike Tour, you all have to do your bit to ensure that we minimise our
impact on the camp sites in the following ways:
Ensure that ALL litter you see lying around (en route and in camp) is picked up and placed in the designated
litter areas.
Bins will be labelled for recycling purposes. Please be conscious of this and place rubbish in the correct bin to
assist the camp breakdown teams.
All litter from brunch and tea stops needs to be transported to the campsite and discarded appropriately
there.
At each camp behind the kitchen/catering area, there will be containment areas for all waste types:
o A pit will be dug for all combustible waste to be placed.
o Caterers please note that ALL food that can be donated to the community must be kept separate for
the clean-up crew to distribute.
o We will have one or two men designated to assist with litter being separated correctly.
PLEASE NOTE – NO FIRES ARE ALLOWEDSECTION 11 – CHILDREN IN THE WILDERNESS Children in the Wilderness (CITW) is a non-profit organisation which aims to facilitate sustainable conservation through leadership development and education of rural children in Africa. By exposing children to their natural heritage, CITW aims to create a network of learning sanctuaries that uplifts and cares for our children and conserves our planet. In this way, we hope to inspire the children to care for the environment so that they can become the custodians of these areas in the future. Children in the Wilderness started operating in Botswana in 2001 and has since expanded to Namibia, Malawi, South Africa, Zambia and Zimbabwe. During the course of the year, the CITW ground team operates Eco-Clubs in the various communities with which we work. The Eco-Clubs, which take place at the rural schools, follow a structured curriculum and give all learners who are interested in the environment a chance to meet, learn, discuss and expand their knowledge of environmental issues. We are able to reach more children in the communities and on a more regular basis. Children participating on the CITW annual camps are selected from Eco-Clubs. Our Eco-Mentor Training aims to develop local community members by upgrading skills, increasing environmental understanding and enabling them to better implement school and village environmental projects and initiatives. This project assists in addressing the critical teaching skills shortage in environmental education in Southern Africa. Once trained, Eco-Mentors are able to host Eco-Clubs in the local village schools and assist the Eco-Club members in implementing environmental projects in their village. Our annual camp programme hosts rural children on a three-night environmental and life skills educational programme in Wilderness Safaris and/or partner camps where we teach children the importance of conservation and strive to instill a passion for the environment. The programme covers topics such as wildlife, conservation, health, HIV/AIDS awareness, nutrition, life skills, geography, geology, arts, crafts and theatre. Our Youth Environmental Stewardship (YES) Programme focuses on children with commitment and potential who have been identified on annual camps and in Eco-Clubs as showing a particular interest in conservation. The curriculum in the programme is an extension of concepts introduced in Eco-Clubs and at camp, with a greater focus on career guidance, leadership, team building, communication and further environmental education. Overall, CITW aims to develop leadership values amongst the participants, so as to create leaders who are inspired to care for their environment and can show others the way.
Other related initiatives which we support, depending on the country and region, include community development
programmes to reduce poverty, improve living conditions, and enhance local education systems through
improving school infrastructure, scholarship programmes, feeding schemes and the promotion of small community
businesses.
For further information, see www.childreninthewilderness.com.
FINAL NOTES
This manual is a useful tool and contains all the information that you will need to fulfil your role as part of the
Support Crew.
It is extremely important to familiarise yourselves with the Tour processes and your responsibilities. This will
enable you to add value to the guests’ experience. Each role on Tour will have your own relevant responsibilities.
To stick to the guidelines will ensure the smooth running of operations and a successful event overall.
It is also a good idea to have some background knowledge on why you are coming on event and the reason behind
hosting the Tour. Information on Children in the Wilderness, Tour de Wilderness and the Nedbank Tour de Tuli can be
found online.
You as Support Crew play a vital role, as hosts of the event. It is imperative that you know what is expected of you,
that you are prepared, and that you know a bit about the history and the ‘why’ behind Tour.
If you have any questions or queries, please do get hold of us.
We would like to thank you in advance for volunteering your time, working towards a great cause!
Nedbank Tour de Tuli Teamwww.tourdewilderness.com
Contact the Nedbank Tour de Tuli team:
Tel: +27 11 807 1800 • Fax: +27 11 807 2110 • email: info@childreninthewilderness.comYou can also read
