Frequently asked questions about the ING New York City Marathon

This information was updated in early November 2011, based on the information regarding the 2011 ING New York City Marathon, however is subject to change right up until the race date of the 2012 New York Marathon on November 4h.

Q. HOW DO I ENTER THE RACE?

A. Just book your travel package with us, together with your Guaranteed Entry for the 2012 New York Marathon. Sports Tours International is permitted to sell entries to people resident in the UK as part of travel packages. You can be of any nationality, but you must be resident in the UK.
REGISTRATION STARTS IN DECEMBER 2011 FOR 2012.

Once entered, there are no cancellations/refunds of any description. We recommend you take out insurance when you book to cover any eventuality.

Q. DO I NEED TO RUN FOR CHARITY?

A. No. You can book your own place and, only if you wish, you can run for charity – there is no requirement to run for charity, but many people use this race as a great opportunity to race money for a worthwhile cause. You can visit the charity section of our website for more information about some of the charities looking for people to run for them in New York.

Q. WHAT DOCUMENTS DO I RECEIVE PRIOR TO TRAVEL FOR THE ING NEW YORK CITY MARATHON?

THESE WILL BE SENT MID-OCTOBER TO YOU.

A . You will receive : –

1) A Race Registration form for the New York Marathon, via ourselves, from the New York Road Runners Club.
2) Your airline E- Ticket, which will include all your travel information i.e. times of departure etc. This will be emailed in mid October to you. PLEASE NOTE: Your name on your eticket MUST match that on your passport – no shortened version or nicknames etc
3) An information booklet containing various important information about the race itself / travel arrangements / registration etc are all contained within this document will be emailed to you.
4) For those on Accommodation only or Full Travel Packages, the details for these will be sent in mid October.

Q. WHAT TIME SHOULD I ARRIVE AT AIRPORT TO CHECK IN ?

A. Please arrive with your E-TICKET & PASSPORT. To ease check-in, please arrive at least three hours prior to departure at the relevant check-in desk. IMPORTANT: If travelling in a group, with a partner or friends, the sooner you check-in the better the chance of being seated together, but this is not guaranteed.

Q. CAN I CHANGE MY FLIGHT?

A. Only if flights are available, but there will be amendment charges, which increase the closer to departure we are. Chasing of route are not permitted. No changes are allowed after August 1st.

Q. CAN I PRE BOOK MY SEAT (s) ON THE AIRPLANE – OR REGISTER ON LINE ?

A. NO. As this is a group booking you will NOT be allowed to pre register. We CANNOT accept specific seat requests for onboard the aircraft. If you wish to be seated with a group , partner or friend it is advisable to check-in early and the check-in staff will do their best to meet your requirements. Please note – please DO NOT contact the airline direct as they will only refer you back to us. If you arrive late at the airport you run the risk of not being allowed to board the aircraft. Check your ticket / E-Ticket for the check-in time & always check the time of departure

Q. I HAVE SPECIFIC DIETARY REQUIRMENTS – CAN I PRE BOOK MY MEAL ?

A. YES – you will see there is a place on the entry form for such information. If you do require a specific meal, i.e. a vegetarian meal, this MUST be done at an early stage. Please note that no meal booking can be taken within the last two weeks prior to travel.

Q. DO I NEED A PASSPORT ?

A. YES – THIS IS YOUR RESPONSIBILITY.
Please note: we will require a copy of your passport along with your application form.

Please – don’t leave it to the last minute. The following information is for United Kingdom passport holders only, other nationals including Eire should consult the appropriate embassy.

UK residents are allowed to enter the USA with a ten year passport, with no less than 6 months left before the expiry of the passport, if staying in the US for less than 90 days. However, the rules are constantly updated, so we advise that you check your own individual situation as the visa waiver programme is subject to strict criteria, and for example, if you have a criminal record or have previously been refused entry to the US, you may not qualify for entry under the Visa Waiver programme. Please check your status with the rules.

Passengers are no longer permitted to enter the USA with a non-machine readable passport unless their old style passport has a valid Visa stamp. The newer red passports are machine readable.

CHILDREN MUST HAVE THEIR OWN PASSPORT – If in doubt please contact the passport advice line on 0300 222 0000, or Passport Office Website or if applicable the American Embassy on 0207 499 9000 or the US Embassy Website

In addition to this, there are now very strict guidelines on entry to the USA and a new system put in place whereby you must have registered with the Department of Homeland Security at least three days before you travel. More information can be found on the Department’s Official Website

Q. WHAT HAPPENS ON ARRIVAL AT THE AIRPORT IN NEW YORK ?

A. At the airport remember that you will be required to go through Passport Control. Look for the line about six feet from the desk. DO NOT CROSS THIS LINE UNTIL TOLD TO DO SO! Do not walk forward until instructed by the Immigration Officer. NEVER walk forward with anyone other than your group, partner or friends.

If you are travelling on one of our full packages, on arrival at the Airport, after passing through customs/immigration and collecting your luggage, you will be met by OUR REPRESENTATIVES who will show you to the coaches for the transfer to your hotel. (except for those FLIGHT & ENTRY ONLY, OR ANY ‘NON STANDARD’ FLIGHTS as transfers are not included). If you decide to make your own way, other than by our coach, please be sure to tell one of our representatives at the airport. We may, in some cases, use Gray Line shuttle bus services as a more efficient & quicker method of transport depending on the numbers involved. In other cases, we recommend you use the official yellow NYC taxi cabs outside the airport which will transport you to the Central Manhattan area for a set fare.

AIRPORT TO HOTEL TRANSFERS
The airport to hotel coach is booked to meet your flight at the scheduled time for arrival, plus allowing for all the coach passengers being processed at customs and baggage collection. If flights arrive early this may result in a delay on boarding the coach as they are not allowed to park and wait for passengers at the terminals and will arrive at the airport at the pre-booked time only.

The same applies if your flight is late on arrival, a delay may occur because of coach booking times. The journey time, subject to traffic, to the hotels, can be slow – please understand these are circumstances beyond our control.

VERY IMPORTANT
Please appreciate that it takes time for everyone to collect their baggage & get through customs. Therefore it may seem a long wait if you are one of the first through. We will get you going as quickly as we can, but if there seems a little delay, do try to be patient as it will be for a very good reason.

Q. CAN I OBTAIN INSURANCE THROUGH SPORT TOURS INTERNATIONAL

A. The legislation changed on January 1st 2009, so we can no longer sell insurance direct to the public. However we can introduce to an Insurance provider. Please visit the insurance page on our website for further information.

Please note: If you already have an Insurance policy please check that this covers you specifically for the purpose of your trip. You will find that most policies DO NOT cover you for running a marathon in the event of injury etc. If unsure – please check with your Insurance Company.

Q. WHAT TIME CAN I CHECK IN TO THE HOTEL ?

Check-in time in American hotels is usually 4pm. If you should arrive early, your room may not be ready and you may have to wait a short time. If this happens you will be allowed to leave your luggage somewhere while the room is being prepared.

Q. WILL I RECEIVE A REGISTRATION CARD PRIOR TO LEAVING ?

A. YES – Registration cards will be emailled to the address you supplied us with. If you have since changed email address you must keep us informed of any changes. If you have not received one by 20th October please call us on 0161 703 8161 and we will give you comprehensive details. You can check you race number on the Official ING NYC Marathon website.

Q. DO I NEED TO REGISTER IN NEW YORK PRIOR TO THE RACE ?

A. YES – At registration you will receive your Running Number & D-Tag plus other important information

THE REGISTRATION TAKES PLACE AT THE: JACOB K JAVITS CONVENTION CENTRE – ON 11th AVENUE – BETWEEN 34th/38th St.

To ensure that nobody runs using another persons’ name and number – US or International – EVERY runner MUST show their passport when picking up their number (for Puerto Rico ONLY, photo ID will be accepted). It is NOT possible to collect a race number for another runner , nor can anyone run in another persons’ number. You will not be allowed to collect a race number for a friend , nor will anyone be allowed to collect yours for you. BE WARNED NO PASSPORT = NO NUMBER.

ALL runners MUST register on one of the following days : THURS 10 AM – 8PM / FRI 10AM – 8PM / SAT 9AM – 5PM. Remember that registration closes at 5 P.M on Sat – YOUR LAST CHANCE. No entry 1 hour prior to closing daily.

There is NO REGISTRATION on race day. Remember, it is YOUR responsibility to register. If you experience any difficulty go to the
SOLUTIONS DESK in the registration area (you must your passport with you).

Q. CAN A NON RUNNER GO WITH ME TO THE REGISTRATION CENTRE?

A. YES – Non runners wishing to go to the registration must bring ID (i.e. passport) to gain entrance.

Q. WHAT HAPPENS ON THE ‘ BIG RACE DAY ‘ ?

A. All information is contained in your race pack received at registration. Please read carefully. You must take your running number & D Tag. VERY IMPORTANT – You must fill out the details on the back of your race number in case you get into any difficulties during the race… PLEASE DO NOT FORGET.

BUSES TO THE START OF THE RACE FOR RUNNERS
You must show your number with its pre-printed bus pass to board. We have paid for your bus ticket. Buses to the start are a one-way trip and are for officially registered runners only. Sorry, no unregistered friends or family on the bus!

WHEN: 6am from NY Public Library on 42nd Street. We will leave our hotels at 5.30am. This is a time allocated by the organisers & we do not have any control over this time. If you choose to ignore this time then it is entirely at your own risk & you may miss the start. We have been informed that bib times will be checked & those attempting to go on a later bus will be refused. Sports Tours International will take no responsibility for any deviation from our arrangements whatsoever. If for some reason, you are late, you need to make your way to the Staten Island ferry and cross there.

STATEN ISLAND FERRY – for those at our hotel at the Marriott Downtown in Lower Manhattan, we use the Staten Island ferry. In 2011, we were allocated a 6am slot to go across.

NON-RUNNERS – We will walk all the non running families & friends Midtown Manhattan hotels to points in the final miles of the Marathon. Some of the charities have special cheering points, so it may be a good idea to join one of them on the day and help cheer! Please note: there are no seats available at the finish. You will have to make your own way back. Please see notice board in your hotel for times

Q. IS THERE ANY ADDITIONAL USEFUL INFORMATION YOU CAN OFFER ?

A. YES – please see below

PRE-RACE TRAINING RUNS On Friday morning our staff will be conducting a suitable short training jog prior to the marathon and will be available to give any advice you may require as you prepare for the BIG DAY. It will help you get familiar with the finish area in relation to your hotel for the BIG DAY. Check the notice board in your hotel for timings.

There is also a new 5km race in Central Manhattan on the Saturday morning.

NEW YORK ROAD RUNNERS
For more information about New York Road Runners, please visit their website.

SOUVENIR MERCHANDISE

If you wish to purchase souvenir products from the ING New York City Marathon, please visit the
New York Road Runners Online store.

SOME ADDITIONAL USEFUL TIPS

Try to get as much exercise as you can – by walking & stretching on the aircraft.

Adjust your watch to New York time as soon as you get on the plane

Avoid naps outside normal sleeping hours to speed up adaptation to New York time.

Drink plenty of fluids on the flight. A mixture of fruit juice & water is best and avoid alcohol, tea and coffee which all contribute to dehydration.

On arrival, use the New York sleep / walk cycle immediately.

For tips prior to the New York Marathon, please visit our marathon tip page on our website, in conjunction with Harris and Ross

ON BEHALF OF ALL SPORTS TOURS INTERNATIONAL STAFF & REPS – WE WISH YOU A VERY ENJOYABLE TOUR & FOR THOSE RUNNING – A VERY SUCCESSFUL RACE – MOST OF ALL – ‘ENJOY THE EXPERIENCE ‘

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