In reviewing the success of past rides, we realized that the best events/rides occurred when someone took charge a few months in advance, scheduled the ride, got the announcement together to post on the web site and email to the membership, marketed the event at related/Ivy events, and then wrote the ride report afterwards for all to enjoy and inspire new ridership and participation. Here's a small snapshot of what’s involved:
In advance:
- Pick the ride and detail the route: The best rides have been those with some philanthropic, historical, or educational theme, not just great scenery.
- Total ride distance should fall in the range of 150 to 250 miles. Longer rides (i.e., 250+ or overnight) are best discussed at a monthly meeting in advance for stake-holder buy in.
- The route and schedule should be relaxed and comfortable, geared to the least experienced rider. “Rides” are not performance events – plan those separately.
- Arrange the ride logistics - i.e., assistant ride captains, pictures, lunch reservations, tickets, whatever.
- Write it up in the form of an announcement. It should be an upbeat sales pitch, not technical, listing the highlights and a brief route description.
- Pick a meeting place and time
- State the kickstands up and riding deadline time (i.e., We’re meeting at 9:30 with kickstands up at 10:15…)
- State when you expect to get back
- If there's a good mid-point for anyone to join or drop off, that might be helpful
- If anyone is meeting you half-way, arrange communications so you don’t miss them and leave them behind or notify them if you’ll be late to the meeting point
- Inform riders that they should arrive at the departure point with a full tank of gas
- Request RSVPs by phone and email to the ride captain and the club president so you know who to expect.
- Bring a camera and ask others to bring cameras
Ride details and the day of the ride:
- Take pictures, take pictures, take pictures
- Start at a place where everyone can get some breakfast and cup of coffee while people trickle in
- Make sure everyone attending has signed an IvyRiders waiver form, member or not.
- Go over the basic safety rules of group riding before departing
- Poll the attendees for riding experience. Plan on how you will manage less experienced riders for ultimate safety. Typically two options:
- Novice riders are put up front just behind the ride captain and the group rolls at a comfortable pace with everyone else behind.
- Novice takes up the rear, teamed with an experienced driver. Let the ride take off and make frequent stops for the novice to catch up. In this case, make sure the novice gets a rest at stops, too.
- Make sure everyone has enough gas to make it to the first gas stop
- Make sure there's gas within 100 miles on each leg – some bikes only get 100 per tank
- Plan on stops every hour or so
- Plan on a lunch stop
- Quietly poll the riders at lunch for comfort and concerns with the ride. Adjust accordingly. Remember, the ride captain is there to serve the group cause, not direct it.
- Discuss with the group how the ride will break up in the afternoon or evening
- Ditto all these details after lunch, after dinner, etc.
- If anyone will be leaving the group, let them take off on their own so others are not confused about whom to follow. For safety and comfort, it may be best to stop briefly and cover departures.
After the ride and within 10 days, write a ride report with pictures for the web page. Submit the ride report and photos to tjhart@ivyriders.com. People will know the route and ride from the announcement so play that down. Play up who was there, what they did and what they rode. While the ride report should state what we did and where we went, we've realized writing about the people who participated and their bikes creates a lot of interest.
Obviously, this is a quick guideline and not a directive, but it seems to be what works. ALWAYS RIDE SAFE. NEVER DRINK AND RIDE.
Need a sounding board? Contact Rick Woroniecki at 800-795-5598 or rworoniecki@ivyriders.com for assistance.
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