League of Michigan Bicyclists

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Guide to Organizing a Bicycle Event

Organizing a great event means having a great support team. A planning committee involving people with various skills and connections is vital to running a smooth event. Your steering committee, subcommittees or individual volunteers (depending on the size of your event) can carry out the following functions:

 

 

Budget:

· Develop an event budget, expenses and expected income.

· Itemize income, including registration fees, community and corporate sponsors.

· Itemize expenses, including facility equipment rentals, permits and fees, printing, mailing, t-shirts, giveaways, entertainment and food.

Location & Routing of Event:

· State or local permission/permits as needed

· Safe and reasonable routing & distances- roads with little or no traffic, good road surfaces and shoulders

· Course marking (maps, paint on road (paint and stencils), signs

· Traffic control

· Rest stops, food & water (availability of restroom facilities or porta johns)

· Support And Gear vehicles (SAG)

· Bike repair support

· EMT support

 

 

Insurance:

· Single day, special event policy with limits and coinsured as requested by venue

· Not cheap, but a necessity

 

 

 

Event Sponsorship:

· Solicit to secure financial donations to underwrite the cost of your event.

· Local businesses & civic groups (Rotary Club, Lion's Club, etc)

· Cash or in-kind donations

· Secure donated items for prizes, food, beverages, entertainment, etc.

· Provide sponsors' recognition on brochures, posters, t-shirts and information packets.

 

 

Logistics:

· Create an event timeline with committee tasks and established deadlines

· Contact road agencies, local law enforcement and businesses along the route

· Arrange security, restrooms, barricades, parking, electrical, PA systems, rentals, facilities and EMS.

· When practical, stay with as few vendors as possible.

 

Rest Stops:

· Pop up tent, card table, chairs, cooler, Rest Stop Signs

· Snacks, garbage bags

· Tire pump, first aid kit, spare tubes, multi tool

 

 

 

Registration:

· Consider online registration

· Mail in registration forms

· Waivers

· Coordinate participant check-in the day of the event. Registration roster, waiver forms

· Arrange for late registrations: registration forms, cash box

Event registration fees for adults, children and families. Charge a late fee for registration after a certain date (usually 1-2 weeks before your event). The late fee generally coincides with the last date you can order t-shirts if they are included.

 

 

 

Roving SAGs:

· Identify number of SAGs needed and how they will cover the course

· Bike rack on car, tire pump, first aid kit, spare tubes, multi tool

· Accident report forms

· Communication - suggest cell phones

 

 

 

Food & Beverages:

Pre-Event:

· Contact local restaurants, grocery stores and vendors for donations/discounts.

· Included in your registration price or to purchase?

· Consider issues of how you serve food. Consult local health department.

During Event:

· Water is a necessity, food/ rest stops depends on your ride length

· Will you provide other snacks

Post Event:

· Snacks

· Sandwiches

· Cooked food

· Beverages

 

 

Entertainment and Kids' Activities:

· Arrange for local celebrities to attend or perform.

· Contact school bands and organizations, local radio stations, DJ's or live bands.

· Examples of kids’ activities: bike decorating, bike safety clinic, face painting, etc.

 

 

Publicity and Promotion of Event:

· Contact LMB to include the event in the annual Michigan Ride Calendar

· Press releases to local newspapers, radio & TV stations

· Flyers and/or mailers

· Email to local bike shops/cycling clubs

· Event website

· Begin communication at least two to three months prior to the event.

· Arrange photo coverage for the day of the event.

Note: To get attention, look as professional as possible with letterhead and an event logo


Ride Communications:

· Provide for communication between SAGs, rest stops and home base

· Registration roster with emergency contact information available

· Signage and banners

 

 

Giveaways:

· T-shirts, Jerseys, etc. – remember to budget these items if you are going to include them as part of the registration.

· Provide registration packet, bag or envelope.

· Secure donated items for participant registration packets (coupons, magnets, pens and pencils, etc.)

 

 

Clean up:

· One of the biggest mistakes an event organizer can make is underestimate the manpower needed for clean up and break down of your event.

· Arrange volunteers for trash removal during and after the event.

· Help with facilities cleanup and breakdown of tables, tents, etc.

 

 

Recognition and Event Evaluation:

Arrange a post event evaluation with key volunteers and the steering committee.

· Send out thank you letters and recognize sponsors and participants after the event.

· Ask for suggestions for future events.

· Discuss what was successful and what was unsuccessful.

· Establish contacts and volunteers for future events.

· Set the date of next years event

· Inventory signs and supplies

 

 

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Note: Registering and/or logging into the LMB website is for individuals seeking to submit (or edit) events to the Michigan Ride Calendar or for those interested in posting messages to our forum. If you are looking to renew your LMB membership or change your mailing address, please contact the LMB office at 1-888-642-4537. You can also join, renew, or donate using our secure website at: www.LMB.org/join