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How do I organize an event?

Old 10-28-06, 06:40 AM
  #1  
tly
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How do I organize an event?

I was wondering about how to organize a benefit ride. As a member of our local Rotary Club we are looking for a fund raiser to help our local Track and Trail organization raise money for a new high school track and local walking/biking trail. I suggested that we have an organized ride to help with this project. We are a small community and the cyclists that live here are mostly pleasure riders. Only about 3 or 4 of us take it a more seriously so I would think that the event should be non-competitive. We have a nice "out and back" route of 30 miles that I have in mind. How do I set up something like this. By the way, this would be my first event as far as participation, so you can see that I need a lot of help. Some questions are:

Entry fee? Thinking $25 and giving a t shirt
Rest stops? How many
Refreshments?
Advertisement/Publicity
Pledges for miles ridden etc.
Is 30 miles long enough or too long?

I'm sure I'll have many more questions and any help/suggestions will be greatly appreciated.

Tom
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Old 10-28-06, 07:27 AM
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At the top of your list should be:

1. Insurance!!
2. Permits (from the town, county, and/or state/province)


You might start by consulting your local cycling association.
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Old 10-29-06, 12:05 PM
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This was dealt with a couple of weeks ago in the Long Distance forum, I think. Do a search on organising ride or something like that in the forum.

It contains a fair amount of advice, particularly mine as an organiser of events open to the general public. The emphasis on risk management for groups, and in particular protecting your butt and that of whatever group you are associated cannot be overstated.

The link (I've done the search for you) is here.

Last edited by Rowan; 10-29-06 at 12:10 PM.
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Old 10-29-06, 08:12 PM
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How many people do you expect?

If you expecting many people volunteer to work at one that is already going. You will have to coordinate with the police and DOT. Make sure you plan for accidents/medical, bike repairs, people who cannot complete the course. You should probably have a mechanic available before the event to work on peoples bikes to make sure the bikes are safe/functioning.
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Old 10-30-06, 04:28 AM
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Originally Posted by Machka
At the top of your list should be:

1. Insurance!!
2. Permits (from the town, county, and/or state/province)


You might start by consulting your local cycling association.
So far every suggestion made is great. I look at things as an insurance agent first and cyclist last. You have to do some pre event planning to see if the event is feasible or affordable. Being in the Rotary, I assume your local chapter has a GL, General Liability, policy. It should cover the officer/directors and all volunteers. It won't cover a special event like you want though. That is usually extra and can run from several hundred to several thousand dollars depending on the number of participants. Call your insurance agent first and get a quote on a "Special Event Policy." Machka is correct, insurance should be the number 1 thing you check on. All the event planning is USLESS if your group can't afford to host the event. Sorry to rain on your parade. Better to check on these things now than to call after the event is planned and scheduled.

Tim
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Old 10-30-06, 06:33 AM
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tly
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Great advice and many thanks. My co-chair just happens to be an insurance agent so he should have all the answers. Thanks again

Tom
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Old 10-30-06, 04:45 PM
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Originally Posted by tly
Great advice and many thanks. My co-chair just happens to be an insurance agent so he should have all the answers. Thanks again

Tom
Tom:

At my old job we wrote a lot of special events. As long as there is no Liquor Liability, I can't imagine your going to pour, it should be reasonable. Good luck and let us know how it goes.

Tim
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Old 10-30-06, 05:04 PM
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Just to echo. Insurance.

Look at sponsors for t-shirts and water bottles. A mass order for water bottles used to be less that $1 each including the 'custom' work.

I would find 30 miles not worth an entry fee. I also an not fond of out and back routes. But if you do an out and back you might want just one rest stop at mile 8 or 9. That would allow people to do about 18 or 30. Honestly at 30 miles you only 'need' one rest stop. In any case try for a nice spot over 'ideal' distance for the rest stop.

Have some plan for accidents, from 'trivial' to hospital runs. Someone falls, just skins a knee, but you have no plan and they feel abandoned. Be ready and have someone there with just some wipes and a helping hand and it can turn into a good experience.

Have route slips. Heck, go all the way and be ready to show people how to set up a route slip holder with just a clothespin and a couple of plastic ties.

Finally have a sag plan, just in case. 30 miles is almost nothing and it should not be needed, but it is still nice to know it exists.
Originally Posted by tly
I was wondering about how to organize a benefit ride.
...
We have a nice "out and back" route of 30 miles that I have in mind.
...
Some questions are:

Entry fee? Thinking $25 and giving a t shirt
Rest stops? How many
Refreshments?
Advertisement/Publicity
Pledges for miles ridden etc.
Is 30 miles long enough or too long?

I'm sure I'll have many more questions and any help/suggestions will be greatly appreciated.

Tom
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Old 10-30-06, 05:06 PM
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Oops forgot one.

Decide your helmet policy in advance. You might need to require them for insurance. If you do I would want to know up front. Same for any other rules like minimum age.
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