Hosting Packet 52711

8/2/2019 Hosting Packet 52711

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www.texas4000.org


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Texas 4000Who we areFounded in 2003, Texas 4000 is the longest Annual Charity Bike Ride in the world. Pedaling more

than 4,000 miles, Texas 4000 is a journey that takes grit, determination, and support thats why

we think of it as a metaphor for the battle against cancer.

Texas 4000 is a community of cancer ghters. We are comprised of student riders, volunteers

and community supporters. All members of Texas 4000 are passionate about ghting cancer.

Through training, fundraising, educating, volunteering we strive to spread hope to those ghting

cancer.

The Texas 4000 family also consists of those who support our cause, including our board of

directors, sponsors and partners at MD Anderson & LIVESTRONG as well as countless host

families, donors, and volunteers who help make the annual Texas 4000 ride from Austin, Texas

to Anchorage, Alaska a reality every year.

Our missionTexas 4000 is dedicated to ght cancer by sharing HOPE,KNOWLEDGE, and CHARITY. We

cultivate the next generation to lead the ght against cancer through our cornerstone event, a

more than 4,000 mile bike ride from Austin to Anchorage.

We share HOPE by letting those touched by cancer know that people like us are riding for them

and are determined to eliminate the disease. We share KNOWLEDGE by bringing life-saving

information about cancer prevention to communities large and small. We share CHARITYby

making a commitment to support cancer research and lead the charge in overcoming cancer.

Our goal is to ensure our fundraising dollars are donated to the most effective initiatives towards

ghting cancer.

Over the past seven years, Texas 4000 has proudly raised more than $2.5 million for the ght

against cancer.

Copyright 2011 Texas 4000. All rights reserved.www.Texas4000.org


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bike routesthe the LIVeStRONG texaS 4000 teamcOVeRS 13 StateS aNd 3 caNadIaN teRRItORIeS

Major Cities on the Sierra Route:

Austin, TX

Lubbock, TX

Albuquerque, NM

Davis, CA

San Francisco, CA

Portland, ORSeattle, WA

Vancouver, BC

Prince George, BC

Whitehorse, YT

Anchorage, AK

Major Cities on the Rockies Route:

Austin, TX

Dallas, TXOklahoma City, OK

Colorado Springs, CO

Denver, CO

Helena, MT

Calgary, AB

Banff, AB

Anchorage, AK

Copyright 2011 Texas 4000. All rights reserved.


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www.Texas4000.org

Texas 4000 missionTexas 4000 is dedicaTed To

fighTing cancer by sharing

hope, knowledge and chariTy.

we culTivaTe The nexT

generaTion To lead The fighT

againsT cancer Through our

cornersTone evenT, a more

Than 4,000-mile bike ride from

ausTin To anchorage.What do we hope to accomplish by riding? Our mission is to share hope, knowledge and

chariTyfrom Texas to Alaska and beyond. We share hope by letting those touched by cancer

know that people like us are riding for them and are determined to eliminate the disease. We

share knowledge by bringing life-saving information about cancer prevention to communities

large and small. We share chariTyby making a commitment to support cancer research and

lead the charge in overcoming cancer.

We ride for those ghting cancer. We ride in memory of those lost to cancer. We ride in support

of those caring for loved ones suffering with cancer. We ride to a future without cancer. We ride

because we are greater than cancer!


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Annual Summer RideEach year, approximately fty students from The University of

Texas at Austin are hand selected to become a member of the

LIVESTRONG Texas 4000 team where they serve as general

members of the organization. For one year leading up to the

ride students must prove their commitment to upholding the

values and mission of Texas 4000: Hope, Knowledge and

Charity, by sharing their stories and experiences to personally

connect with those they meet along their journey. These

students work together to plan the logistics of the annual

trek inclusive of nding host families, food donations, and

riding routes.

Each student is required to raise a minimum of $4,500 and log a minimum of 1,500 training miles

prior to departure. Once the students depart for Alaska they divide into two routes, the Rocky route

that heads through the Rocky Mountains and the Coastal route that travels up the western coast.

Once on the road the teams wake every morning before sunrise and either have breakfast with

a host family or prepare their breakfast at a campsite. Once all pre-ride preparations have been

completed the team joins together in a circle and they reect on their mission. Riders go around

the circle and share their ride dedications for the day. Each team member makes a dedication

for the days journey a grandmother who nally lost her battle with ovarian cancer, a little boy

ghting all odds against Leukemia, all those who cannot afford treatment, the child or parent

geTTing To know Texas 4000

Throughout the course of a year, Texas 4000 proudly presents three

flagship events: the Annual Summer Ride, the ATLAS ride, and the

Tribute gala. In addition to our core programs, we organize numerous

fundraising and community outreach events throughout the year that

enable us to uphold our mission.



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grieving. The list is endless and heartbreaking. But the air breathes of hope as these young

Texas 4000 team members with all their strength and enthusiasm for life, brave the cities and

countryside, the mountains and plains this is their battle against cancer.

They roll out of the city in the rst moments of daylight and ride 50-100 miles to their next stop.

Along the ride each route has two support vehicles and a trailer. All the equipment and suppliesthey will need for the summer travel with them. The team is fully self-sufcient. On a day when a

rider is supporting they drive one of the support vehicles and set up rest-stops every 20 miles.

Over the course of the summer they will have over 460 rest-stops. The rest stops are vital, this

is where the riders replenish and refresh, band-aids are replaced, sun screen is re-applied, water

bottles re-lled and peanut butter sandwiches are devoured.

Once the team reaches the destination for the day they will be greeted by their hosts for the

night. In each town the team will share the mission through a program. The team will reach 130

cities in their journey sharing over 100 programs. In each program presentation the team will

stress the importance of cancer prevention and early detection, they will share their personal

stories and strive to make an impact on the Hope and Health of all those they meet. Over the

course of each teams ride year they will touch more than 20,000 lives. These are the lives that

will receive much-needed hope and life-saving information.

Th 2010 T 4000 Tm

t th al Brdr



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HosTing oveRview


Every host is different, just as every community is different. Over the

course of the ride we stay in school gyms, churches, community

centers, individual host homes, and campsites. No matter the

accommodations, we are always grateful to have a roof over our

head and kind people to share our mission with.

If you are hosting in a city

in which the team has a

rest day, it can be a good idea to brainstorm a short list

of suggested activities or to think of things about your

city you would like to share with the riders. Because rest

days are few and far between, it is also a good idea to be

open to riders who may need the time to recuperate.

Additionally, rest day hosts may want to consider keeping a short list

on hand of doctors or clinics in the area that can see someone on short

notice. Riders often are only able to take care of minor medical issues on

a day off, and it can be helpful to know where to turn. It is also a good

idea to let a local bike shop know in advance that there may be some rush

repairs on the rest day when you are hosting - there always seem to be a

few mechanical problems to be taken care of on every rest day.

Lastly, if you ever have questions, touch base with your travel contact person for each year. They

are happy to answer any questions you may have. The more communication the better!


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Over the course of the summer ride, we depend on the

generosity and kindness of our hosts in communities across

North America to support, feed, and lodge the Texas 4000

riders.

We are grateful for any support you are able to provide. Most

hosts commit to house the riders for one or more nights

and provide them with dinner and breakfast. In exchange,

the riders hope to share their stories and experiences with cancer with their host families. The

relationship between rider and host is a unique one, and many riders remain in touch with hostsacross the continent years later.

If you are hosting Texas 4000, some things to consider include:

Would you like to provide dinner, breakfast, or both for the team, or would you

rather refer them to places they can pursue for donations?

Are you able to provide showers for the team either in your home, church, or local

recreation center, or, alternatively, can you refer the team somewhere they may be

able to nd showers?

Are you able to offer laundry facilities or can you refer the team to a nearby

Laundromat?

Is there an opportunity for the riders to present their cancer awareness program

in your community or social group?

Is there a safe, secure place the team can store their bicycles overnight?

Is there a place to easily park the teams two vans and support trailer (this is

especially a concern in large cities)?

Do you have WiFi available?

ConsiDeR HosTing



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HosTing faq1. How many riders are there?

The exact number each year varies, but there are approximately 25 riders on each route. If you

are hosting before Day 60 of the ride, you are only accommodating one route (25 riders). If you

are hosting after Day 60, you will be accommodating both routes (50 riders).

2. What time will the riders arrive?

One of the most important things we try to communicate with hosts is arrival time, which can

be delayed by weather conditions and injuries, as well as unexpected terrain. We will always try

to keep in close touch with the host about our arrival time on the day we are traveling to their

community, but it is not unheard of to arrive 30 minutes to an hour early or late. For this reason,

we try to give time ranges.

3. What do riders like to eat for dinner? For breakfast? What about riders with special diets?

Generally, riders will eat almost anything. That being said, when we are on the road without

hosts, we eat a lot of peanut butter and a lot of spaghetti with plain sauce, and it is always nice

to have something different. Every rider craves different things, but a list of favorites includes: for

dinner - turkey, chicken, hamburgers, potatoes, casseroles, salad, fresh fruit & vegetables, and

rolls; for breakfast - yogurt, milk, orange juice, granola, egg casseroles, bacon, sausage, and

fruit. We all also have a sweet tooth and desserts tend to be popular! We sometimes do have

riders who are vegetarian or observe other special diets, and we always try to communicate their

needs to hosts. If you are able to provide a dish that meets their needs, thats wonderful, but if

not, we carry food they can easily prepare if needed.

4. Would the riders be interested in talking to the local paper/radio/TV station?

In short, yes! We are always interested in spreading our mission and would appreciate any

connection you would be able to make on our behalf.

5. If we have multiple host homes, should I assign riders to homes myself?

You are welcome to do so, however, if you like, you can send the travel contact a list of homes

and any requirements (gender preferences, number of riders, other concerns) and we will assign

riders to each home based on the best match. It is also helpful to know if homes have any pets,

in case we have riders with severe allergies.

6. If I am acting as a mail drop for riders, what should I do with mail that comes after they

have already left?

If this happens and you are able, please return to sender. If this is not an option (i.e. internationally),

unfortunately you have no choice but to throw the packages away. We try to make it clear to

family and friends that packages must be shipped by a certain date otherwise they may not

reach the riders.



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Hosting an EvEntMany hosts ask what else they can do to help Texas 4000 throughout the rest of the year. If

you are interested, you can promote cancer awareness in your own community by holding a

fundraising event for Texas 4000. Examples of fundraising events held by previous hosts:

Multi-family garage sale in Clovis, NM

Golf tournament in South Lake Tahoe, CA

Social Hour in Dallas, TX

The possibilities are limitless and many hosts fnd this is great way to stay connected to the

organization throughout the year. Events can be large or small and can be easily tailored to the

interests and needs of your community. If you are interested in hosting a fundraising event during

the year and you have questions, please feel free to contact:

Kathryn Flowers

[email protected]

817.366.3245


www.Texas4000.org

Hosting Packet 52711

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