For our annual fundraiser century ride, we do have everyone sign a waiver. But for regular club rides only those who aren't members. Did I mention, we only have 12 members? I would imagine a large club would have problems with each ride leader knowing who is and who isn't a member.
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Our bike club attempts to put together LOTS of rides every year and this year they are trying to get other newer members to lead rides. I'm still feeling a bit too wet-behind-the-ears to consider this, even with all the tips the club provides, which I'll share below:
Leading a Ride
Pick out a Route, and Scout it Ahead of Time
Ride should List the Event Day and Date with a Start Time
Ex. (Sunday, Feb 22 at 10 AM)
Pick a Meeting Spot with Directions to the Location.
Get Parking Permission for your Meeting Location.
Pick a Ride within your Capability.
Ride Description includes Type, Terrain, Pace and Mileage.
Find a Sub if you cannot Lead your Scheduled Ride.
Arrive 15 minutes before the Starting Time.
Be Available to Answer any Question about the Ride.
Have some Membership Applications on hand for Newcomers.
Our little club will be hosting our 4th ride in July. My DH and his crew are in charge of routes, GPS, maps/cue sheets, notifying police, etc, so I don't do much of that. I get the fun parts (food and goodies). We are a small club (say 12 active members) so we only have t shirts if a business in town donates them. Most of our members are also in Civitan, so we combine our efforts and split the money.
We have a member who is a great photographer and he picks a few good spots and gets as many riders as he can. We post the pictures so they can download (no charge) their pictures.
We also have club members that ride the routes on bikes with tubes, and things and a couple of SAG vehicles that drive the routes. There is also a sweeper that picks up our "riders on road" signs and helps break down the rest stops if needed. Our local bike shop puts their phone number on the cue sheets in case of emergency. There is always someone there who knows the routes and can get help where needed.
There are several businesses in town that donate items (not always bike related items) and while the riders are out we draw rider numbers and award the items as prizes. There will be everything from stuffed animals, to meals, to quilts.
We have a rest stop about every 15 miles with the usual water, Gatorade, PBJ, fruit, pretzels...don't forget a pump and patch kits at each stop. We also keep sunscreen and first aid items at the rest stops. I have worksheets in each box of supplies for the rest stops that include maps of the routes, a few cue sheets, and a sheet to record info for future rides ( how long to set up, what time did first/last rider come, did you have what you needed, comments ...). This can really help when making arrangements for future rides.
Start checking out the roads and logical areas for rest stops. Check with the HWY dept in the areas to see if they have road repair planned. Use a GPS and mark the pot holes, they can often get a crew that will path these if you have enough people.
Ride marshals! These people make the ride work especially for newbies, have some on bikes that have compassion.
I have been asked by one of our members to comment on the subject. While I've never been in charge of an organized ride, I have sat on several planning sessions and would offer the following: ---Depending on the size of the ride, you need a staff of folks to assist you. Setting up the course(s) - If you could get a local cycling club to map out the course(s),and the respective rest areas, you would be way ahead of the power curve. Manning the Rest Stops - Boy/Girl Scouts are invaluable for running rest stops. Food/Drinks - Local businesses can donate drinks and/or food for the rest stops and at the finish. Local bike shops can provide mechanical assistance. Registration - Volunteers to hand out ride packets. Pre-Registration - Volunteers to stuff the ride packets. Marketing/Advertising - Looking for sponsors and ride marketing materials. Ride Safety - Police/Sag support. Medical Support - 1st aid stations at rest areas and finish.
Perhaps other folks that have organized some rides or have some additional ideas can chime in.
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