Guidelines for Ride Leaders

Note - it is not hard to lead a ride!

1. You must be a current Harpeth Bike Club member
2. You are responsible for calling off the ride if the weather makes it unsafe. All official rides are cancelled if it's raining at the start, the roads are wet or heavy rain is eminent.
   
3. You are responsible for getting the ride roster signed by any guest rider.
4. You are responsible for bringing a good cue sheet, map and/or directions to the ride (specifically Saturday rides.)
5. You are responsible for making sure no one gets lost, and that anyone with a mechanical problem receives help. If you don't sweep, you need to designate a sweep that understands what a sweep is. What is a sweep? They're a strong confident rider that is always last. No one gets dropped. The sweep is last to start, last to finish. The sweep has the lowest average speed on the ride.
6. You are responsible for coaching other riders if you become aware of any unsafe or uncourteous behavior. That includes failing to allow cars to pass, rolling stop signs, weaving or whatever. You are the person that has to say something and do it politely.
7. In the unfortunate case of an accident, you are responsible for reporting an accident to the ride chair.
   

Harpeth Bicycle Club

1. You can sign up to be a ride leader by checking the website and noting the dates that do not have a designated ride leader. At the present time, ride leaders are required for all Saturday and Sunday rides. The Sunday rides are the easiest since the routes are the same every week. The Saturday rides require a little more work, especially if you would like to create and lead a ride that has not been previously established. While it is a little more work, the club greatly appreciates the opportunity to keep our schedule fresh with new rides covering roads we have not used.
2. Email the HBC Ride Coordinator (ridechair@harpethbikeclub.com) the date on which you would like to be the ride leader. In addition to the date and your name, please also include your email and phone contact information. If you are signing up for a Sunday ride, that’s all we need. If you are signing up for a Saturday ride, please supply the information per the “Ride Submission Form” which is available on this website.
3. After receiving your information, the Ride Coordinator will post the ride with the information you supplied.

Pre-Ride

1. Check the HBC website to insure the information listed is correct, including your name and contact information, the start location and time, and the distances and descriptions
2. If you are leading a Sunday ride, all you have to do is obtain a copy of the Map/Route Sheet and the Ride Roster Form.
3. If you are leading a Saturday ride, you can use a route that has been done in the past that you enjoyed or you can create a new route. In either case, you will need to make or obtain a map that shows the route and other major roads. It may be helpful to copy a detailed map of the area. It is important that the map is readable and that other roads are depicted. It will be helpful in the event that riders take another route, miss a turn or an emergency arises. If possible, trace the route with a highlighter. Prepare a cue sheet listing mileage, turns and significant landmarks. Note: For long rides, it is desirable to have a shorter alternative if possible
4. Once the route is determined, the best method to establish a cue sheet with mileage and turns information is to drive the route with a partner to obtain accurate data. Note the rest stops and the availability of food and water. If possible make 2-sided copies with the map on one side and the cue sheet on the other. Make sure there are enough copies available for the expected number of riders. Note: With the advent of computer software, it is possible to create a route on your computer or have one of the ride coordinators assist you. While the accuracy of computer programs is getting better every day, it is still a very good idea to physically check the route to insure the roads are suitable for bicycle travel and there is no confusion during the ride. Many roads are marked differently than a mapping program may show. As any of us who has lived in Tennessee for any length of time knows, a road may be call one thing on one end but coming from the other direction, the street sign says something totally different.
5. Download and print copies of the Ride Roster from the club website, or contact the Ride Coordinators to obtain a copy.
6. If there is any question about the route, drive or ride the route no less than a week before the ride to note any last minute changes or road hazards.

Take With You

1. Ride Roster and pencil or pen. Maps and/or cue sheets for riders.
2. If possible, it is a good idea to carry a cellular phone on your ride for use in the event of an emergency.
3. Check the Weather report before leaving home. It is the Ride Leader's responsibility to call the ride off due to unsafe conditions. The club Ride Coordinators can help with this. It is best to call off the ride if there is any question about safety.
   

Day of the Ride

1. Arrive early, at least 30 minutes before the start of the ride so that you can have your bike, clothes, etc prepared to ride before everyone else arrives.
2. As riders arrive, you can then hand out maps/cue sheets, welcome guests and have them sign the Ride Roster, and generally be available for questions such as “how hard is this?” “are there any shorter options?” “can someone help me with . . . ?”, etc. For non-members, let them know they can join by visiting the website.

1. Approximately 5 minutes before the start, call the group together and introduce yourself and any guests. Briefly describe the route, the markings if any, hazards, tricky turns and rest stops. If you want people to “regroup” at any particular spot, point that out at this time. Explain that it is not a policy, but one of courtesy to sweep the ride. Participants should let others know if they need assistance or deviate from the ride course. Explain the level of support that participants should expect during the ride Ask if there are any questions, particularly from those new to the club or who may be new to cycling.
2. The best way to lead a ride is from the back of the ride. Select someone familiar with the ride to lead the group from the parking lot and everyone will follow.
3. The most important aspect is to not lose anyone which occurs in one of three ways:

• The riders in the front don’t pay attention, miss a turn and are off in the wrong direction – except for having clear maps, this is not your fault. The good news is that the riders in the front are generally very good riders and a few extra miles trying to find the route or their way home, will not normally be a problem.
• Medium skill level riders get isolated in the middle of the group and make a wrong turn because of some confusion or they followed a cyclist who was not on our ride. Again, this really is not your fault – at the beginning of the ride, point out that if someone is not sure of where they are going to stop and wait for the ride leader coming behind them.
• The last rider gets dropped or has a problem, and no one knows about it. This is your responsibility. Either you, or someone you have delegated, always has the last rider in sight.

Post Ride

To the best of your knowledge, insure all riders have returned. In some cases, with large groups, some may have taken longer routes and it is difficult to be sure who has returned and who has not. As a minimum, try to keep track of those riders who may be new to the club or cycling, ask others if they know where they are, and as a last resort, you may have to drive the route in the reverse direction to assure that everyone is ok.

Check the roster for completeness and email, hand deliver it to one of the HBC Ride Coordinators or snail mail the form to:

Harpeth Bicycle Club
P.O. Box 680802
Franklin, TN 37068-0802

If you are interested in writing a short story about the ride or any interesting events, please feel free to do so and send to the list.

IMPORTANT – The Ride Roster Form

1. Have all non-members sign the Ride Roster to acknowledge the waiver and liability release at the top of the form.
2. Non-member minors (those under 18) must have a Parental Consent Form signed by a legal guardian.

THANK YOU FOR BEING A RIDE LEADER!

Check List

One Week Before

Before Leaving Home the Day of the Ride

At the Start Location

Five Minutes before Start

Post Ride