Roy M. Wallack, Bi...
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Disclaimer: I have never organized a ride. This advice comes mostly from a page on the Charles River Wheelmen website, reorganized a bit with pieces of advice added in by me. Your best resource for organizing rides will come from your local bicycle club. They will have experience, and can help guide you to running the best ride possible. (You may also want to check out my rating system and standards to get more tips on how to organize a Century ride.)
I broke organizing a ride into these 3 sections:
1) Planning:
- Choose a date and time
- Choose a route
- Choose start and sag locations
- Shirts, Water bottles, and patches...
- Insurance
- Find Volunteers
- Advertise your ride
1) Planning:
Starting Date and Time
Choose a date that does not interfere with your local club's rides. Make sure there are no other conflicts with large rides that are run in your region. (Like Charity rides and Rides hosted by bicycle clubs that are located nearby.) You don't want to make enemies by running a ride that coincides with someone else's, and you want as many riders that you can get to participate in your ride.
Century rides should start between 6am to 9am, the shorter rides should start soon after. Alter your start times depending on the season. You may want a Summer ride to start earlier than a ride during the Spring of Fall. Most importantly, when can your volunteers be there?
Route Selection
Plan your ride and your arrowing as if you have never been in the area before and have no idea where you are. Remember that you know your route but others do not.
- Plan for large groups - Some of your favorite routes may be fine for a small group of riders but may not be safe for large
groups.
- Avoid:
- Poorly paved roads or those full of pot holes
- Bridges that are blocked so as to force a large group of riders to stop
- Dirt roads
- Routes with excessive left turns
- Fast down hills with obstructions, intersections or stop signs at the bottom
- Using any bike path or recreational path for a club ride
- Poorly paved roads or those full of pot holes
- Plan at least three routes-- A short ride of 25-30 miles, and a longer ride of 50-60 miles (or metric Century), and the Century.
- Keep the short route on easier terrain.
- Minimize the use of busy, bumpy or sandy roads.
- Minimize left turns, especially onto busy roads. Consider a clockwise route.
- Avoid left turns off busy, main roads.
- Be aware of intersections at busy roads.
- Determine if and where food, water and toilet facilities are available.
- Plan on sag stops 20 to 30 miles apart
- Remember that you have riders of varying abilities.
Start and Sag Locations
Choose locations where public toilets are available or arrange for port-a-johns at your start and sag stops. The last thing you want is to create bad will, when a bunch of bikers use someone's backyard as their urinal.
Sag locations should be anywhere between 20 to 35 miles apart. On very hilly routes, you may want sag stops to be closer together.
- Try to be aware of local community activities the same morning as a ride, such as a pancake breakfast, church bazaar or a local fair. If necessary change the actual location of the start or sag site. Do not conflict with these activities.
- Provide for the number of cars you expect - Be sure the start location has sufficient parking. In the summer months provide adequate parking for the about 150 cars without affecting local parking and community activities. Avoid town centers without a large municipal lot. Avoid small shopping centers with stores that are open on Sunday. In early spring or late fall you can arrange for fewer cars.
- Provide a safe and legal entrance onto the roadway for bicycles at the ride start.
- Watch out for town parking restrictions - Do not use town centers or small municipal lots for summer rides. Obtaining permits is strongly recommended for public schools and other public lots. Most towns have a school administration office.
- It may be necessary to notify the Safety Officer of the local Police Department that we are using a particular facility in the town. Many towns now require a permit just so they are aware of a gathering of a large group.
- Commercial Parking Lots - Obtain permission from the facility manager, or other responsible person.
Be sure the lot is not being used on the day of your ride.
- Avoid a Left Turn Out of the Lot - If the ride starts from a parking lot on a heavily trafficked road avoid
large groups turning across the traffic with out a traffic light.
- Notify Local Police that we are starting a bicycle ride in their town. Because we are a "tour," not a race
or a parade, and use public roads we cannot be stopped nor do we need any sort of permit. Most local
police appreciate knowing of such a large group.
Fringe Benefits
I don't know about you, but I like to get a T-shirt (or anything) to strut around with after I did 100 miles. Here is a list of items you may want to consider giving your riders as a fringe benefit:
- T-shirt
- Water Bottle
- Patch
- Magnet
- Map clips
- Stickers
- Their name on the Internet
- Metal, ribbon, or certificate
Insurance
Be sure that you are insured in case of accidents. Your local club should be carrying some sort of insurance that will cover your liability in case of problems. Be sure to talk to someone who really knows what type of insurance your club has. Do not rely on second hand knowledge.
Most rides provide some sort of accident waiver form and require all riders to sign it before they start. Be sure to have this waiver form available at your registration table and that everyone is reading and signing it.
Volunteers
Without volunteers you will not have a ride. You will minimally need at least:
- 1 person for Registration
- 1 person at each sag stop
- Someone to man the Sag wagon
Most volunteers can be recruited from your local bike club. Specially if this is a fund-raiser for the club, or some other worthy cause. Some people resort to getting their friends and family to help. At one ride I rode in, they had "paid" volunteers? (Definite Oxymoron) I suppose they got paid under the table, and getting paid to sit out in the sun all day is not a bad way to pass time, but save that as a last resort. You don't want to cut into your fund raising efforts by having to hire help.
Get the word out
Get the ride listed on the calendar of your local club. On their webpage and in their newsletter. Contact your local tourist bureau and have you ride listed with them. Send emails notifying other clubs and websites that have ride calendars.
Be sure to include this information:
2) Implementation:
Arrowing
- Arrow your ride as if you have never been in the area and have no idea where you are or where you are going.
Remember that you know your route but others do not.
- Plan to arrow 2-3 weeks before the ride to avoid wet weather at the last minute. Check the route the in the days before the
ride.
- Use distinctive arrows. Check the route. DO NOT USE AN ARROW DESIGN THAT CAN BE MISTAKEN FOR
EXISTING ARROWS. In case of a conflicts date your arrows.
- NEVER paint over another set of arrows!!!!
- Use a color that stands out; such as white or yellow. Be aware of utility markings on the route and do not conflict with
these markings in color and/or shape.
- Use black paint to correct any mistakes- do not cross out with color, it is very confusing.
- Be consistent in shape and size; especially if more than one person is arrowing. Inconsistent shape, size or color of
arrows will confuse riders. Be sure anyone arrowing with you knows and uses the same shape and size.
- Be consistent in placement; do not place some arrows on the right side of the road, them some in the middle of the
road.
- Arrows should be no larger than 8" x 12". Use shorter arrows with thicker strokes. It is the total amount of paint on the
road that determines the visibility of the arrow, not the size. Large arrows irritate local communities.
- When you encounter "arrow graffiti" place your arrows in close proximity to existing arrows. Riders tend to look for
arrows grouped together and yours will be noticed. If you place them in another location riders will be forced to hunt for
them.
- Placement - Arrows should be approximately 12" - 24" from the edge of the road, depending on conditions. Allow for
parked cars, especially near churches and other public areas. Place arrows in front of fire hydrants or telephone poles
when possible. Avoid placement in front of private driveways so you do not irritate residents.
- Do not place arrows so close to the right side of the road that sand or leaves will obscure them.
- ARROW TO ALLOW RIDERS TO ANTICIPATE THE ACTION - Arrows should help reduce confusion. Arrows
show a rider where to go not where he or she has been!!
REMEMBER - Faster riders look for arrows further before a turn than slower riders. Arrows should be placed far enough in advance so riders have time to react. This is especially true on a fast downhill. Arrows too close to a turn can cause an accident, as riders will not have enough reaction time before the turn. For left turns at busy intersections riders need advance notice to change lanes.
- Use at least 3 arrows for each turn, the rule of thumb is:
- 1st 200 feet before left turns or downhill turns, 150 feet for all others
- 2nd-25 feet before a turn, not at the turn!
- 3rd-25 feet after the turn to confirm the action.
NOTE: Confirming arrows after a left turn should be placed further from the turn than those used to confirm a right turn.
- On long stretches place arrows at least every few miles if there are no turns or intersections.
- Place arrows before and after major intersections. Remember, not every rider knows the route so it is
better to be safe than have riders confused at intersections.
- Place arrows before the intersection, not in or after the intersection. Arrows placed in an intersection
cause confusion.
- Place arrows at the base of climbs so riders have no doubt that the climb is on the route. On long climbs
place an arrow at or near the top for the same reason.
- 1st 200 feet before left turns or downhill turns, 150 feet for all others
- At junctions where routes split, i.e. the short and long rides, use ride length (ex. "60" miles and "100" miles) to designate the routes.
Place these numbers before each split, at the split and with the confirming arrows after the split. Add extra arrows to be
sure that riders understand the split options and the respective directions. A split usually requires two sets of arrows.
- Be aware some communities that do not allow arrowing on the road or will allow only spray chalk. If in doubt, check with your local bike club.
- Consider the effects of shadows on arrows. Arrows can be easily seen on long stretches of light or shade but can
be difficult to see in a mix of shade caused by foliage. If necessary add extra arrows.
- Arrows are most visible on the face of an up grade as the light reflects directly back to the rider's eyes. Arrows on a
down grade are difficult to see as the light reflects away from the riders view.
- You are arrowing for two types of riders:
- The 20+mph group usually rides in a pace line. They want to see arrows well before a turn due to speed
and to be able to verbally notify other riders in the group. If the arrows are too close to the turn the lead rider
may have to brake hard to make the turn and a crash is inevitable. Arrow to allow fast riders to anticipate
the action.
- Riders at 10-12 mph usually ride in small social groups. They will not usually look for arrows until they are
close to the turn as speed is not a safety factor.
- The 20+mph group usually rides in a pace line. They want to see arrows well before a turn due to speed
and to be able to verbally notify other riders in the group. If the arrows are too close to the turn the lead rider
may have to brake hard to make the turn and a crash is inevitable. Arrow to allow fast riders to anticipate
the action.
- Do not put a large "SAG" sign on the road in the center of a town. If necessary, put a small sign outside of town such as, "SAG 1 Mile".
Remember - Have another person check your route and your arrows before the date of the ride!
Maps
Use a map that is legible and will allow a local resident to direct the rider back onto the route. Avoid hand drawn maps because they do not show side streets.
Cue Sheets
The best Cue sheets have a map on one side and the cues on the other.
- If you are preparing a cue sheet with mileage designations specify the mileage readings to .1 mile as recorded on your own bike computer.
- A cue sheet with no mileage readings is better than inaccurate readings or estimates. If you are referencing street names be sure the street signs are actually in place. "Left turn onto Smith Street" is useless if there is no sign for Smith Street.
- Note major landmarks when applicable. They help people confirm their location.
- Use all street names, and in the case of a missing sign, note this as well. The reason for the street name in this case is if it appears at another point on that particular roadway riders will be able to confirm they are on the correct route.
- Warn riders of any potential danger:
- Bad Sections of road
- Train track crossings
- Stops and turns at bottom of hills
- Busy roads
- Turns into heavy traffic
- Try to identify public restrooms and convenience stores located along the route.
Food and Stuff
What you should supply for Century riders:
- Water, lots and lots of water
- Food - The basics that you see at many rides: Bananas, Oranges, peanut butter, Jelly, bread, bagels, pretzels, cookies
- More variety of food and drink - Potato chips, powerbars, protein drinks, Gatorade, soda, Juice
- Ibuprofen
- Sun Screen
- Hot drinks or food in cold weather like chili, or hot chocolate
- Tire tubes
- Floor pump
Sag Wagon
Not all rides provide sag wagons, but if you are running a ride, you should at least sweep your route at the end of the day to be sure that you have accounted for all you riders. (See registration for another way to track riders.) Preferably, you should have a sag wagon sweeping your routes all day. This way they can help riders in need, and pick up those who have quit.
A sag wagon should have:
- Facilities to carry a tandem bike: Yes they are out there, not to mention long wheel base recumbents.
- Bike tools
- Floor pump
- Spare tubes
- Water
- Food
- Emergency first aid kit
- Blankets
- Ice
- ...And anything else you can think of
Communications
Most rides these day man a command center (A Cell Phone or walkie talkies) that allow communications between sag stops, the sag wagon, and riders that need help. I believe that this is crucial for running a ride.
If a sag stop is running out of water, you can send the sag wagon out to pick up more. If a rider needs a ride, you can send the sag wagon to get him. Most importantly, if someone is missing, you can talk to all your people in the field and try to locate them.
3) Day of the Big Event:
Arrive early to coordinate pre-ride activities.
Parking
Put up signs identifying the event and where riders should enter. Make sure that you have enough room for parking. What's your backup plan if the parking lot gets full? If volunteers will be parking the cars, come up with a method that will allow you to park the most cars.
Registration
- At the registration table have someone knowledgeable to answer all questions about the ride, mileage, sag stops, food, public restrooms, etc.
- Be sure your have enough maps, cue sheets, and waiver forms for the expected size of the group.
- Ask ALL riders to sign the liability waiver form.
- Have a strong box to hold your money and provide enough change.
- Some rides like to track their riders, so that they are sure everyone made it in OK. You may want to
consider having everyone check in at sag stops or at least back at the registration table when they are finished. Some rides provide an emergency number to allow riders to notify them that they are dropping out.
- Some rides have identification bands/stickers that they give out to riders, so that the sag stops can easily identify people who belong to the ride. You would want to hand these out at the registration table.
- Have your bike club's registration form and info handy, for those who may want to join.
Sag Stops and Sag Wagon
The sag stops and Sag Wagon should have:
- A way to communicate with you.
- All the food, water and other misc. stuff that you are supplying
- Signs to identify that this is a sag stop/Sag Wagon so riders will not miss it.
Pre-Ride Briefing
Not many rides do this, but it makes for a much safer ride when used.
- Ride Information
- Welcome everyone, and introduce yourself and anyone else who will be speaking.
- An offer should be made to riders who have never ridden a Century ride to explain an arrowed ride, after the briefing.
- Offer to answer individual's questions after the briefing, rather than take everyone's time during the pre-ride talk.
- Be Brief, no one wants to hear about every pot hole and every traffic light. Cover only major points of interest and major problem areas.
- Show a sample of the arrow so everyone will know what it looks like. Make note of any problem areas where arrows may be hard to see.
- Inform the group of exact route distances and how far it is on each route to the sag stops. You will make enemies if you are not accurate!
- Be sure to emphasize any danger spots; such as a turn at the bottom of a downhill.
- Have an emergency Cel phone number that riders can reach you in case they are having any problems.
- Welcome everyone, and introduce yourself and anyone else who will be speaking.
- Safety Talk
Pick and choose the points you want to cover, riders will loose interest if you take to long.- BE LEGAL - On bikes we are subject to the same laws as motorists, including observing red lights, stop signs and one-way streets. Obey all traffic laws: stop signs, traffic lights, pedestrian crosswalks, blocking "right turn on red" traffic lanes, etc.
- PAY ATTENTION to all road conditions, traffic, other riders
- SIGNAL YOUR INTENTIONS - Use hand and voice signals for all your moves. Yell out "stopping", "slowing", "passing", "left turn", etc. Let other riders in your group know what is happening.
- CALL OUT CONDITIONS - Gravel, Sand, Runner up, Dog, Horse, etc. Use hand signals as well whenever it is safe to do so. Point out road hazards to riders behind you.
- OVERTAKING AND APPROACHING CARS - In a group call out, "Car back!" or "Car Up!" to let other riders know of cars on the road. Be courteous to motorists and relinquish the right of way. On a narrow road, when you can see it is clear ahead, slow down and move to the far right side of the road to let the car or truck by.
- RIDE SINGLE FILE - Stay in single file when there is automobile traffic, not two and three abreast. Communicate with other riders in your group to also do so. Long pace lines are very difficult for motorists to pass. Break up the line if necessary, let the car pass, then rejoin. The Massachusetts state law says that bicyclists must ride single file.
- DISPLAY SAFETY AND COURTESY - Pass other riders on the left only. Ride on the right side of the road, not in the middle. Call out, "On your left!" to let riders ahead of you know you are behind them and about to pass.
- BE CONSCIOUS of blocking intersections when stopped to look at a map or rest or make repairs. Move off the road and be sure to look back before entering the road again.
- DISPOSE OF TRASH PROPERLY. Use receptacles for all trash or carry plastic bags to contain trash you generate on the road. Please do not litter roadways or town greens with trash. Designate someone to help be sure all our trash is picked up and placed in a proper receptacle. We cannot control other groups but we can clean up after ourselves.
- HELMETS - Wear one! 90% of all reported bicycle related accidents are head injuries; off road as well as low volume traffic areas. REMEMBER, in any accident with an automobile, YOU LOSE!!
- CLOSING - "We can be an overwhelming presence on the road and in the small communities we pass through. Please help with our community relations. Make an extra effort to be courteous to one another and to local citizens. Thank you and have a great and safe ride."
- STRESS THE FOLLOWING - Most accidents happen because someone is not paying attention to his or her surroundings. Be constantly aware of cyclists and motorists behind, in front and beside you. If there are riders behind you and you do something without warning, you may cause an accident.
- BE LEGAL - On bikes we are subject to the same laws as motorists, including observing red lights, stop signs and one-way streets. Obey all traffic laws: stop signs, traffic lights, pedestrian crosswalks, blocking "right turn on red" traffic lanes, etc.
Ride Start
If the group is small, announce the start and let riders filter out. If the group is large (100 or more), avoid congestion at the start by having riders leave in groups. Those who will average 20+ m.p.h. first, then 15-20 m.p.h. second, and finally under 15 m.p.h. Allow several minutes between groups.
After the Ride
Have a sag wagon "sweep" the ride. DO NOT LEAVE RIDERS STRANDED
Police the area after the riders have returned. Remind your Sag stops to do the same. You don't want to create bad will by being a slob.
First and foremost, consider the ride a success if no one was hurt. Safety is the most important factor in running a ride like this and everything else is small change.
Remember this saying "You can't please everyone". Whenever you run an event, there will always be complaints. Accept those complaints, try to learn from them, and make your next event better. Most people had a great time, but will not tell you so. Silence is golden, so don't get so hung up on making everyone happy that you forget to appreciate what you just pulled off!
Congratulate your volunteers and pat yourself on the back, you have done a GREAT job!
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