Guidelines for Ride Organizers

First, on behalf of Houston Randonneurs, thanks for volunteering to organize a brevet!  Without the commitment of members and friends like you, our schedule of rides and other activities would be much shorter.

It takes a little effort to handle a brevet, but spread out over a few weeks, it can be done without too much stress.  Below is a general outline of the necessary steps:

2-3 Weeks Before the Ride

At this point the route is pretty much established, but needs to be verified.  The organizer should first get a copy of the tentative cue sheet(s) from the RBA and compare it carefully with maps.  If there are no obvious problems, the next step is to either drive or ride the route.  If driving, it is helpful to have someone along. 

First, the cue sheet should be checked to make sure turns are accurate and complete and mileages are at least close.  Second, any road construction or changes in traffic patterns that might make the ride unsafe should be noted.  Any problems with either the cue sheet or roads should be communicated to the RBA as soon as possible. 

Note:  If you are organizing multiple brevets on the same day, it is not necessary to drive each one separately.  Usually a large part of the routes will coincide.  Also, if you have ridden or driven part or all of the route(s) fairly recently, you can just concentrate on verifying those parts you haven’t seen lately.  Note your mileage while driving the route and you will be reimbursed by the club.

1 Week Before the Ride

By this time the route will be finalized.  Let the RBA know what phone number you want to use for rider DNF notification so this can be indicated on the cue sheets and brevet cards.  The RBA will email waiver forms and the final cue sheet(s) and brevet card(s) to you for printing, along with the number of copies to make based on feedback from riders. 

Copies should be made at Kinko’s or similar.  Keep a receipt for reimbursement.  Waiver forms and cue sheets should be copied on white paper, two sided if appropriate.  Brevet cards should be printed two-sided on card stock, using the following colors based on the ride length:

·         Populaires – light gray

·         200K – yellow

·         300K – pink

·         400K – orange

·         600K – light blue

Please note that most brevet cards are printed two per sheet, so you should only need to print half as many as for the cue sheets and waivers.

The RBA will also email a copy of the following, which you should print out to have on hand at the ride start: 

·         RUSA Rules for Riders  (2-3 copies)

·         List of current Houston Randonneurs members

·         Rider check-in sheet (make at least two copies for each brevet distance, more if a large number of riders is expected)

·         Member application form (make at least 2-3 copies)

Day of the Ride

At the start

By now everything should be ready to go.  You should plan to arrive at least an hour before the official start time.  Be aware that you will probably be busy helping riders to register and may not have much time to take care of your own pre-ride activities. 

Set up some place to handle registration and lay out your materials.  This can be a small folding table or the trunk of your car.  Riders should come to you, rather than you having to roam the area. 

Note:  For rides expected to take place at least partly at night, riders will have to show that they have the proper lights and reflective gear before receiving a card and cue sheet.  This includes all rides over 200K and any shorter rides run at night.

Registration

Riders register using the steps listed below.  Make sure to monitor the process carefully to make sure all steps are followed for each rider.  If there are a lot of riders, it may be necessary to have them form a line and handle them yourself one by one.

1.      Sign and turn in a waiver, indicating the ride length.

2.      Sign the check-in list.

3.      Show required lights and reflective gear if required.

4.      Receive cue sheet and card.

If you are riding, you should expect to leave a little late.  Once all riders present are registered, you should insert a blank rider check-in sheet and a few cue sheets and cards for each distance in a zip-loc bag and leave it under your windshield in case anyone shows up late. 

Except at the first brevet of the year, riders are expected to already be members.  However, non-members often show up planning to ride.  In this case, if there are enough application forms, they will need to fill out the membership form and pay the $25 fee.  If they refuse to join or you do not have enough forms, do not give them a card or cue sheet.  RUSA applications are not accepted except at the first brevet of the year.

Important Note:  If there are brevets of more than one distance being run at the same time, riders must choose one and only one ride and sign the correct check-in list.  Signing more than one list will be cause for disqualification under RUSA rules. 

At the finish

Regardless of how fast or slow you ride, someone is likely to finish before or after you.  For this reason, you will need to have somewhere for riders to leave their completed cards.  This may be a zip-loc bag under your windshield wiper.  You could also arrange to leave a coffee can with the store clerk at the last control.  Make an announcement to the riders at the start so they will know what to do.

Once you arrive at the finish, mark off the riders who have arrived or called in a DNF on the check-in sheet.  Try to account for any remaining riders.

Note:  Under some circumstances, it may be necessary for the ride organizer to take a hotel room in order to carry out his or her functions.  Houston Randonneurs will reimburse the organizer for such expenses with prior approval of the RBA.

After the Ride

It is important to complete this last stage quickly, since results must be posted soon after the ride is finished.  Go over all of the cards turned in after the brevet and verify that they are signed and that all controls are accounted for.  Receipts are not needed unless they document an unattended control (such as an ATM in the middle of the night).  Verify that you have a card for every rider that finished on each check-in list.

Once you have checked all the cards, arrange with the RBA to return them and the check-in sheets.  You should also turn in copying receipts and note any gas mileage for driving the route and whether you used the motel.  The club treasurer will mail a check for these expenses.

At this point, your work is done.  Thanks again for your hard work!