Organise 'On Your Bike'

A family cycle ride in aid of local charities organised by Sonning Common Primary School PTA

History

The idea of organising a family cycle came about in 2006. The concept was to create an enjoyable ride which the whole family could achieve, exploring the local countryside and promoting the benefits of healthy activity and positive fitness. It quickly became a community event, as the local health centre, local businesses and the largest local newspaper group became involved in its promotion and organisation.

Do not be daunted. When we first staged On Your Bike we did so with 4 months planning and no resources. It is quite amazing how people are prepared to help and how much support local business will give if asked. This is especially the case with providing the basic requirements of the event. For us, the event has become something everyone is really proud of. It has been staged regardless of the weather (we have had sun, rain, thunderstorms before the ride). It is immense fun.

Fundamental Principles

The ride is affordable and accessible to all and is not a race.

It is staged on a weekend day, ideally in Spring but could also be early summer or autumn.

100% of the entry fees charged goes to the charities.

Each year a charity is nominated to receive a percentage of the monies raised, the balance going to the school PTA (also a charity).

The event is funded entirely through donations, sponsorship and volunteer support.

The event is organised and staged by a sub-group of the PTA.

The route ideally starts and finishes at school and uses quiet roads avoiding busy routes and junctions. It is fully marked and marshalled on all key junctions. It is pre-checked by local police. Route options offer a simpler, shorter route for younger cyclists and a longer more challenging option for those more experienced. Ideally routes interconnect.  If possible, a supervised playground cycle enables those on stabilisers to practise safely.

 

A half way point offers refreshments to riders.

 

All under 16s are under the supervision of an adult.

 

All bikes must be roadworthy so a bike clinic is held one month before the ride where bikes can be safety checked.

 

First aid, bike recovering and technical support to be in place.

 

Insurance and risk assessment are carried out. Note that PTAs who are members of the NCPTA are covered by the NCPTA insurance cover of £10,000,000 public liability for events organised by the PTA. Bike Week also provides a similar level of cover for those rides which register with them.

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It is advisable to create a dedicated sub-group of the PTA (assuming the PTA is accepting responsibility) for the event. The Organising Committee can include representatives of the School PTA, the local community, local business, the nominated charity. If there is a local Bikeability co-ordinator (the new name for Cycling Proficiency) it is very useful to include this person on the team. The Committee only needs to meet 4 times between November and April (assuming the ride is in April) with all other communication via e-mail or phone (or school playground!)

Roles and responsibilities can be distributed as follows:

Chair	Calls and minutes meetings, general overview, funding Creates master forms All contacts with sponsors, donors etc Registers with Bike week for insurance, contacts police and traffic authorities, sets up first aid and medical back up Manages production of all signage, printing of numbers Organises photographer Ride timetable, playground layout, provision of bike racks, massage Liaison with PTA Treasurer Organises and advertises Bike Clinic (or delegates to another committee member)
Route Master	Establishes route, carries out risk assessment, puts up route signage on the day of the ride Produces route map Liaises with local cycle stubs, SUSTRANS, CTC, other cycle organisations
Marshal Coordinator	Recruits and briefs marshals Works out marshal points Coordinates marshals on the day
Entries Coordinator	Receives and processes entries Sends out confirmations and numbers Maintains database of contacts Produces master list for check in on the day Co-ordinates registration and check in on the day Co-ordinates end of ride goody bags, certificates, stickers (if provided)
Publicity, PR	Sets up relationship with local media Writes and distributes all press releases Produces and sends out adverts to regional magazines and other local opportunities Co-ordinates communications to school Promotes registration Produces, puts up and removes local advertising board
Refreshments	Organises on the day refreshments and kitchen support including provision of lunches for marshals
Website Manager	Designs and updates website
Charity representative	Helps with Marshal recruitment Promotes ride via charity channels
Playground cycle coordinator	Organises all aspects of playground cycle including staffing

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The timeplan below assumes the ride is in April and planning starts 5 months before. However, it is possible to shorten the timeplan considerably depending on the size of the ride and the level of sponsorship etc. This checklist is intended to be an overall guideline but should not dissuade potential organisers of staging smaller events.

We hold committee meetings in November, January, end Feb/beg March and 2 weeks before the ride.

5 Months Before

• Confirm Committee and hold first meeting.
• Confirm date (check out other events, availability of school, other possible cycle rides or use of roads etc).
• Inform head, caretaker and confirm access and facilities required.
• Outline route and estimate marshals required. Decide if a health walk will be held alongside the ride and if so, who will organise this.
• Contact area police operations department and Highways dept to advise of event and contact local police station to enlist specific support.
• Decide on the charity to be supported and contact representative.
• Make a checklist of everything required for the event and source funding (eg: local businesses, local media group, local / district council, bike shops, etc).
• Organise production of the following (either via sponsors or using self- made resources):

• Route signage (ideally A3 correx signs but can also be made with A3 laminated paper / card)
• Advertising signs/posters (A1 correx ideal but if costs prohibitive or sponsor not forthcoming, explore all free advertising options eg visible notice boards, shops etc)
• Numbers (estimate £50 for 500 numbers)
• Printing of advertising fliers (these can be photocopied if necessary to keep costs down)
• Printing of laminated route maps (can be done in house but is time consuming. Only need 1 map per family)
  

• Agree entry fee, conditions of entry and finalise entry procedure (paper based or on line) and agree entry form
• Contact local media partner and establish support
• Schedule monthly meeting dates
• Draw up outline activity plan to include:
• Event Launch
• Bike Clinic
• Activities for local newspaper
• When adverts need to go in local media (including free magazines)
  
• Set up and launch website
  
• Establish insurance requirements and put cover in place
  
• Print route map (or later if not finalised)
  
• Contact MP’s office to enlist support. Consider and contact celebrity starter
  

3 Months Before

• Finalise detailed activity and publicity plan including:
• Announcement date and how to launch
• Assembly at school (very useful to promote to all pupils)
• Letters to parents including entry forms (also consider other schools)
• Bike clinic – date and format
• Safety demonstration to children (very useful in promotion of safe cycling and why helmets should be worn.
  
• Meet local newspaper editorial team and outline plan.
• Contact other local schools to invite participation.
• Distribute fliers
• Start to recruit marshals.
• Contact local bike shops to enlist support.
• Set up playground cycle format (if possible)
• Decide on other fundraising items (eg raffle)
• Decide if riders will receive anything at the end of the ride, and how to gather items (eg chocolate bar, certificate / sticker, drink).
• Decide whether bike racks needed to store bikes and if so, contact local scaffolding company to produce temporary racks.
• Contact Red Cross / St John’s Ambulance and put first aid in place.
• Register for Team Green Bike Week.
• Source the following:
• Start / finish balloon arch
• Water for riders at half way point (can alos be poured from jugs)
• Provision of fruit for half way point (oranges and bananas)
• Other donations to reduce outlay on refreshments (eg rolls, bacon etc).
• Raffle prizes (if holding a raffle).
  
• Contact SUSTRANS, National Trust, etc – other organisations who might benefit from association and help promote the ride.
• Finalise and advertise bike clinic.
• Organise safety briefing for school.
• Source photographer (parent from school, newspaper photographer?). Consider whether pictures can be displayed in time for riders returning.
• Confirm Health Walk details (if included).

6 Weeks Before

• Produce route signage and confirm who will put up and take down and when (usually need to be done the morning of the ride, so it is not defaced).
• Put up posters (check where they will be put up and sizes required).
• Agree with sponsors what publicity activities they may undertake
• Confirm and source additional help needed:

• Playground cycle – 2
• Entries and check-in – 4-6
• Refreshments – 4
• Starter – 1
  

• Confirm marshals. Ensure backup vehicle and recovery truck. Send maps and instructions.
  
• Source dayglo jackets for marshals and entry staff
  
• Check equipment needed for playground cycle and source (eg cones, notices)
  
• Assess entry numbers and additional promotion needed.
  
• Agree refreshments, confirm provision of food for volunteers, book ice cream van if required.
  
• Finalise on day technical support and bike sales items (if appropriate, eg pumps, water bottles, etc)
  
• Confirm all requirements with school caretaker, kitchen staff, headteacher
  
• Finalise marshal positions and send out briefing
  
• Decide on first aid kit provision (if required) and source
  
• Finalise layout of playground and access to and from school, gate closures, etc.
  
• Work out where to take main start photo and if tall ladder is needed (if so, source).
  
• Confirm registration and check-in procedures
  
• Agree start procedure, crisis management procedure, accident procedure.
  
• Assemble master contact list for on the day (useful to laminate small copies for volunteers). Remind everyone to charge mobiles.
  
• Confirm half way supplies (bin liners, tables, cups, water, oranges, bananas, biscuits)
  
• Print large route map for display (if possible)
  
• Confirm all on site manpower required, plus on the day roles and responsibilities.
  
• Confirm type of PA system (eg loudhailer) and ensure working.

 

1 Week Before

• Door drop local residents to remind of ride.
• Purchase all refreshments.
• Ensure end of ride items delivered and, if using, pack goody bags.
• Organise raffle and ticket sales, produce master list (if doing a raffle).
• Collect dayglo jackets, First Aid Kits.
• Ensure signage ready for display in playground and en route
• Check how to fix – cable ties / stakes / Velcro tape.
• Charge PA system.
• Decide how to thank sponsors (logos on a board, presentation running through screen in school hall etc) and load up all logos.

Day Before

• Mark playground to show key zones.
• On site signage up.
• Scaffolding for bike racks erected (if using).
• Ensure tables, chairs, ladder, PA system available (or loudhailer).

On The Day (assuming 10.30am start of ride)

08.00    Site open

            Refreshment preparations

            On site vehicles / displays set up

            Registration and check-in set up.

09.30    Brief marshals, issue jackets, First Aid Kits, lunch, get to positions.

09.45    Rider welcome and briefing.

10.15    Group photo

10.30    Start

All riders checked safely back in after ride.

Post Ride

• Issue press release and photo including total rider numbers, money raised.
• Organise team debrief, and produce summary of ideas for next year.
• Thank you notes to sponsors and donors with monies raised.
• Analyse entries (where from, ages, which routes cycled).
• Update database.
• Finalise money.
• Organise cheque presentation to charity and invite media.
• Ensure contact list updated for forthcoming year.
• Gather copies of all press cuttings.
• Upload photos onto website.

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Establishing an attractive route is the most crucial aspect of the event.  For the route we use please see ‘Events’. Sustrans or local cycling groups may be able to help. We would suggest that:

1. Length – routes of different length should be offered, ideally interconnecting for ease of management, signage and marshalling. Suggested lengths would be 5 miles for youngest riders, 10 miles for the older primary age, 20 miles for the more experienced and those with greatest stamina.
2. Hills – ideally route should avoid hills where the children would have to dismount and push their bikes.
3. Traffic – choose roads where there is the least amount of traffic and where there are the least number of major roads to cross. By cycling the route in an anti-clockwise direction, riders will not need to come into the centre of the road to make a right turn.
4. Draw up a clear map of all routes. Note that permission needs to be sought to re-print OS maps, though local authorities often have a license to do so. Reduce the size of the map to a manageable A5 format so that it can be copied and laminated for the riders.
5. It is also possible to upload the map onto the website but the element of surprise adds to the marketing of the ride.
6. Cycle the route a few times with different groups to establish whether the road surface is suitable, noting potholes and other hazards which could be a problem for the riders.
7. Notify the County highways department about the ride as well as the local police and ask their advice on the chosen route. Where possible, take in the Sustrans route network.
8. Decide where route signage is required to make absolutely clear to the riders where they should go. Include this on the master map, together with the marshal points.
9. The route should start and finish at the same point, ideally school. Ideally an inflatable archway should denote the start and finish point, though balloons can work as well.

Signage

Well positioned route directional signage is vital. It should be simple, clear, weatherproof, hard wearing and well displayed. A3 size is normally sufficient on fluorescent correx board with black writing and arrows. Note where the fixing positions are and the amount of equipment needed to fix the signs (eg: cable ties, nails etc). Other materials could be laminated card if you need to make this yourself.

Signage is also needed to warn oncoming traffic of the ride (“WARNING CYCLE RIDE” is sufficient). These signs should be on the approach roads to the ride and in areas where traffic is likely to be fastest/heaviest.

Agree a team of 2-3 people to put up all the signs on the morning of the ride and ensure they have all the equipment to do so and the master map. They should have cycled the route with the route designer so they are in no doubt as to where the signs should be.

The half way point should be clearly signed so riders know where to put their bikes if they stop as this can otherwise provide a road hazard.

The signage needs to be collected as soon as possible after the ride, but no later than the following morning. All signs should then be stored for the next event.

Note: it is worth checking what other rides are planned in the area on the same day so that signage is different and riders do not become confused. Show the riders what the signage looks like at the start of the ride so they know what they should be following.

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We decided to marshal the whole route when we began OYB as we felt this would be safest for the young children and their parents. As we have expanded the routes, we do not fully marshal the longest route, but each route interconnects with a shorter route which means that riders are never far away from help.

In return for offering to pay 50% of all proceeds over to a charity, we ask the charity to help with providing the marshals. Many of them have come back year after year to help, which means we now have a knowledgeable group of individuals who need little briefing.

To start, draw a clear map of the route noting all the turns where riders could potentially go the wrong way, and any major road crossing points. Marshals must be located at all of these points, especially the junctions where riders could take the wrong route.

Then calculate the total number of marshals needed and see whether any of the early marshals could be re-positioned to a later point on the route once all the riders have passed through. Assume people would like to work in 2s so double the number. We do not allow anyone under 16 to marshal on their own.

Depending on the route length it is advisable to have a tailing car which drives behind the last rider. When he passes each marshal point, the marshals can then return to base.

We also position a car and driver at the half way point and at the furthest point on the route from the start/finish (assuming they are in the same place).

Each marshal position is equipped with a first aid kit. Each marshal is provided with:

• Dayglo jacket
• Snack and drink
• Map
• Contact numbers

The marshals arrive in time to attend a briefing 1 hour before the event starts. They are then given coffee and a bacon sandwich, pick up their snack, jacket and map, and head for their position. They are advised to bring a chair to sit on, suitable weather gear, a mobile phone and they receive the briefing sheet in advance (see Appendix ....)

The marshals need to return to base to check back in and return their jackets and First Aid Kits.

The marshals are also asked for feedback on the event and any suggestions for improvement.

Half Way Point

We increase the number of marshals at the half way point so that we can offer water, cut up fruit and biscuits to the riders. These marshals can also note which riders have gone on the longer route(s) and then check them back when they pass the half way point en route back to the start. It is advisable to have the half way point in a good mobile reception area in case of difficulties.

The half way point needs tables, chairs, bin liners, cups, water, fruit, pen and clipboard for recording rider numbers. It potentially also needs a bike rack for riders to store their bikes if they stop.

Marshal sign up and confirmation

When each marshal has signed up their details are recorded on a central database and they receive a confirmation / information letter and a copy of the route map.

Sample Marshal Confirmation Letter

First of all thank you so much for agreeing to help marshal this event. Here is some information for you.

You will need to bring with you a mobile phone (please e-mail your number if you have not already done so to [insert marshal co-ordinator detail] who is our marshal co-ordinator this year) and we recommend a folding chair if you want to sit down! Waterproofs might be advisable if the weather requires.

We will supply a small pack of light refreshments to help you through lunch and we will distribute basic first aid kits (plasters and antiseptic wipes) for any emergencies.

The ride this year starts earlier at [insert time]. Therefore, on [insert ride date] please come to [insert location] and park in [insert details] Note to organiser – make sure the marshals can quickly move from the briefing point to their marshal position and are not blocked in by other vehicles. Please be prompt.

We will have a quick briefing, provide you with your refreshment bag, first aid kit, course map and dayglo jacket, as well as contact telephone numbers. We will also run through the ride procedures and any questions you may have.

We intend to finish the briefing by [insert details]. We will then ask each of you to drive or cycle to your designated marshal points which are shown on the attached map. There is sufficient parking at or close to each of these points. We will arrange the transfer of tables and refreshments to the half way point.

The ride will begin at [insert time] from [insert location]. Riders will be set off in batches and there will be a back marker who will let you know as he/she passes each marshal point. Once all riders are through, you no longer need to remain in position. The trailing vehicle will advise you that all riders are through. Please would you come back to school to return your jacket and first aid kit. We anticipate that it will take [   ] hour for riders to compete the short route, [   hours] for the mid length ride and [    ] hours for the long route.

Emergency Contact

We will nominate a Ride Director and Assistant based at school, each of which will have a mobile phone. You will be provided with these numbers on the day in case of emergency. At school there will be Red Cross representatives and an ambulance. We will also have vehicles available to transfer bike and rider back to school in case of emergency. You will be given the appropriate numbers on the day.

Route Direction

A copy of the route is attached at the end of this sheet for your advanced information. The route will be well marked with directional signs. Please note that we have added a third route this year. We also have a health walk but this will not be marshaled. Your role as marshals is to direct the riders and not to stop the traffic. We have positioned you on the trickiest junctions where the greatest care is needed by the riders.

Half Way point

The half way point of both rides coincides at the point where we will have refreshments (water, oranges and biscuits). The marshals designated to this point will be responsible for preparing and handing out the refreshments. We need to encourage riders not to stop for too long to avoid congestion on this corner. Bike racks will be erected to avoid congestion. There is space opposite the junction where the refreshment tables can be set up.

Queries

If you have any questions at all, please contact [insert detail]. IF FOR ANY REASON YOU ARE UNABLE TO MARSHALL AND YOU CANNOT FIND A REPLACEMENT, PLEASE CALL [insert detail].

Once again thank you for helping to make this event another memorable occasion.

 

REMEMBER TO THANK ALL MARSHALS AND LET THEM KNOW WHAT YOU HAVE RAISED.

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When we started On Your Bike, we felt that we should not only fund raise for our school but also for a local charity. This has had the following benefits:

1. The charity has helped to provide marshals
2. A greater number of participants have been attracted to the event
3. It gives the opportunity for school to be seen to be actively doing something for the local community and for those less fortunate than themselves
4. Charity representatives come into school to help launch the event and tell the pupils about the work they do, as well as providing photo opportunities for post event cheque presentations.

In our first year we linked with Leukaemia Research, as one of our pupils has successfully recovered from this disease.

The second and third years we raised funds for the Thames Valley and Chiltern Air Ambulance Trust. Due largely to the profile of On Your Bike, their own fund raising swelled by £5,000 in the week after the ride in the local area alone, with many residents joining their weeky prize draw.

The fourth year (and for this coming year) we linked with Sue Ryder Care, Nettlebed Hospice who run their own cycle ride in September. We have also helped them with their links into schools and they have been of great assistance with manpower and marshals as well as providing 1,000 T-shirts for the participants. They also helped us draw up our new logo.

We therefore strongly recommend that a local charity is ‘adopted’ and that a charity representative joins the organising team. They have many resources and networks which can be utilised to full effect, as well as being very used to organising events.

Furthermore, our PTA is a registered charity, which we make clear on all our literature.

Our policy has been to share 50% of all funds raised with the chosen charity.

Finance

We set out to organise this event at no cost and we have been almost 100% successful in achieving this aim. This is how we did it:

General Organisation

All correspondence is by e-mail

Meetings are held either at school or a home of one of the committee members

As far as possible documents/numbers etc. are distributed via school

Items required and how we pay for them

We produced 2,000 fliers which in the first year were photocopied but have since been printed free of charge by our local newspaper group.

We produce posters via our own home printers and this year our local district council produced larger ones for us at no cost as they could also do this in house.

The laminated maps are produced by our local newspaper group free of charge, from artwork we create.

Numbers for all riders are printed and paid for by our local estate agent in return for his name being on top of the numbers.

A1 correx advertising boards are also printed by our local estate agent and paid for by him. He also puts them up and takes them down and stores them after the event.

Route signage was simple laminated A3 arrows on fluorescent card in the past, produced in house, but last year our local council paid for signs to be produced on correx. These will be useable for a few years.

We have a local community charity fund which paid for correx signage for the playground (check in, registration, toilets, refreshments etc) – see later list. This will last for a few more years.

The Community Care Fund paid for the cost of the Red Cross and provided basic first aid kits for each marshal point. They have not yet been called to use so will last for a few more years.

A local butcher supplies bacon, chicken and cheese for the rolls and sandwiches and this year we approached Hovis to supply all the bread we needed.

Dayglo jackets are provided by the charity, school and if needs be by Biffa (via one of the school parents).

A keen amateur photographer who is a parent of the school takes photos of the event which we supply to the media via e-mail and the internet.

A local scaffolding company provides the cycle racks which is paid for from the proceeds we receive from the ice cream van which attends the event.

A parent of the school creates a balloon arch for the start/finish using balloons supplied by the charity and by Bike Week (see list of contacts). The helium was supplied by BOC via a parent with a contact there – and remaining from other PTA events.

Certificates were given at the end of the ride in the first two years, printed by the local newspaper group, but we decided in the past two years to give stickers which we do pay for from funds (£100).

Water was supplied this year by the IT company who sponsored the ride and in the past years Powerade was supplied free of charge.

All the cost of refreshments is more than covered through the food and drink sold.

The website was created free of charge by a former pupil and has been re-designed by a volunteer whose wife organises the health walk element of On Your Bike.

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Sponsorship

Establish what benefits are available for a company or individual being involved with On Your Bike; for example:

• Company logo can appear on the numbers worn by each rider
• Company logo can appear on all event materials (posters, leaflets, adverts)
• Company logo can appear on the OYB website, the school website link (via PTA section)
• Trade stand and exhibition space at the event
• Product sampling
• Leafleting participants (subject to there being no mess left)
• Banners displayed at the event
• Presentation of awards, donation of raffle prizes, Presentation of fund raising cheque by company representative
• Direct access to all participants, volunteers, children at school (via promotion leaflets), parents
• Media exposure through major regional newspapers, village magazines, school newsletters
• Logos to appear in event programme

We have secured local sponsorship at £200 per company from the local estate agent, local garage (Vauxhall dealership), a local furniture shop, local IT company who has supplied the school, a local bike shop.

We also asked local companies to sponsor us for the total number of miles cycles by everyone, at 1p per mile. So 3,500 miles cycled = £35.

Other local companies agreed to provide marshals.

It is important to ensure that you do not incur additional costs through sponsorship so sponsors need to provide their logos in jpeg or pdf format which can easily be used on documents and materials. Also, any banners to appear should be provided by the Committee. We have asked sponsors to provide balloons to be included in the balloon arch which we create for the start/finish line.

It is wise to allocate one person on the committee to look after the sponsors.

Sponsors can also be helpful in sourcing celebrities to attend, running promotions and helping with marketing ideas, as the event grows.

Media Partnership

Through a close partnership with the largest regional newspaper in the area, we have secured excellent coverage (minimum 4 promotional articles, post race 2 page summary with pictures) as well as funding to pay for pre-event fliers, post event stickers and laminated event maps.

It is important to give the media partner as much information as possible, in readily useable formats and to have individuals available to provide quotes for the press. Facts and figures are also very helpful (eg: total number of riders, oldest and youngest, total miles cycled, total funds raised).

Where possible, ask the media to mention the other sponsors. This is often difficult but repeated requests will bear fruit. Also, utilise sponsor branded pictures to promote the event (eg: branded bicycle ridden by someone wearing a sponsor t-shirt etc). This helps to achieve some exposure for the sponsors without whom the ride would not take place.

Meet with the Media partner early on (we usually start in November 5 months before the ride) and agree a general publicity schedule so they know what to expect.

Other funding

Most of the funding we receive comes in the form of goods given instead of cash but this saves a huge cost. For instance:

• Manpower
• Food for refreshments (rolls, meat, fruit)
• Scaffolding for bike racks
• First Aid kits for the marshals
• Goodie bags for the participants
• Printing (fliers and posters)

 

What we have avoided spending money on

 

Medals

Certificates

Advertising

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The entry form we use is available on line for downloading, but prior to setting up on line registration this year, the form was widely distributed in paper format. This is done in order to push people to enter prior to the event day which massively eases the administration on the day. It also means that the money is already in the organisers’ bank account whether or not the person turns up. We have a strict no refund policy as all the money is being donated to charity.

The entry form we use can be found on this website under Register and Pay. All those who enter must agree to the terms and conditions of the ride (see Terms and Conditions on this website).

Paper entries are submitted to one nominated entry manager who maintains in spreadsheet format the details of all entrants. On-line entries which come in via the website are also manually recorded in this way so as to create an overall spreadsheet of all entries.

Entries are processed as soon as they are received to minimise postal costs in distributing numbers and information. Where possible (and as most of the entries come via school) the numbers are distributed via the school children. All entrants receive a rider number (see bottom of this information) and a confirmation of entry letter (see end of this information).

2011 will see on line entry implemented. This has been done by setting up an PayPal account into which the money will be received from on line registration. The account will be in the name of Sonning Common PTA who administers On Your Bike. A separate On Your Bike bank account has also been set up by the PTA. The on line entrant’s names are matched with the payment details in the PayPal account before being processed. The entry manager then sends a confirmation e-mail to the entrant. In the future this can be automatic, but for the first year of on line registration this is being done manually.

To boost pre-ride entry a local bike company donates a bike which all those entering prior to an agreed date are eligible to win. (This doubled pre-ride entries from when we introduced this for the first time in 2010). The draw is made at school a reasonable time before the ride so the winner can pick up their prize and ride it during the event.

On the day registration

On the day of the ride a separate registration area is set up away from the main check in area for those pre-registered. On the day entrants complete a form which they collect from a separate desk before queuing to register and receive their rider numbers. Typically we process about 100 riders in this way. The riders do not then have to check in at the check in desk, as they are listed as participating by the registration officials.

The separate check in desk confirms that the riders are present and will start the ride.

We dissuade people from registering on the day but increasing the entry fee by £2.

Check In at the end of the ride

All riders are required to return to the Check In desk to confirm they are back safely. If a rider needs to retire part way round the ride, they must inform a marshal who will relay the information back to the Check in officials.

In this way all riders are accounted for at the end of the ride.

The efficiency of the registration and check in process is critical especially if the weather is poor, to avoid children and adults getting cold and the start of the ride being delayed.

We encourage only one person to register on behalf of the group and encourage the others to purchase raffle tickets, refreshments etc.

Database

All entrants are maintained in a database. As much as possible is communicated by e-mail and the web site so e-mail contacts are key.

All past participants are e-mailed in advance of each event as well as after the event to thank them and let them know how much money has been raised.

Sample Rider Number

Sample Entry Confirmation Letter

Welcome to On Your Bike [insert date].  Please find enclosed your rider number(s) which should be pinned to the front or back of your clothing, so that each rider has a visible number when participating. DO NOT FORGET YOUR SAFETY PINS!

Check in - Please check in at school from [insert details], when you will be given the route map. The check in desk will be located [insert details] and will be clearly signed.

Start –The ride will start at [insert time]. Riders will be set off in groups of approximately 10, at 1 minute intervals. We will endeavour to start all riders as soon as possible to minimise waiting around. Please therefore be prompt.

The route – will be clearly signed. Marshals will be positioned on major junctions. The route will be marshalled until [insert time]. If you are in trouble for any reason, please try to make your way to the next marshal point to call for help. You will be given an emergency contact procedure when you check in.

Finish – All riders MUST check back in at school. If for any reason you cannot continue the ride, you must inform a marshal. When you finish the ride please return to the check in desk at [insert detail]. This is imperative so that we know all riders have safely returned.

Checklist - A helpful pre-ride checklist and all up to date information is available on our website [insert details]

Parking – [insert details]

Fund raising – All proceeds will be shared between [insert details]. Anyone who wishes to make additional donations will be welcome to do so. Every penny from your entrance fee will go toward the charities.[delete if this is not the case]

Photograph – There will be a group photograph of all participants at [insert details].

Refreshments – insert information

PLEASE ENSURE THAT YOU RE-READ THE TERMS AND CONDITIONS FOR ADDITIONAL INFORMATION WHICH ARE AVAILABLE ON [insert website details]. FOR ANY QUERIES PLEASE CONTACT....[INSERT DETAILS]. THANK YOU FOR YOUR SUPPORT.

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A publicity plan should be set out which starts 3-4 months before the ride, the key components of which are:

1. Event launch (usually at school assembly) with photo opportunity if possible for local press
2. Fliers to all school children and to all local schools within 5 mile radius
3. 2 feature articles eg: with local doctor about health benefits of riding, feature article on ride committee/organising team, what the funds are being raised for; etc.
4. Press releases in the build up – number of riders signed up; promotion of bike clinics and safety checks etc;
5. Safe Cycling workshop for school (can be delivered by local authority Bikeability team)
6. Bike Checks and cycle safety training at school
7. Win a bike (or other) promotions for all pre-registered entrants one week before the ride (to encourage pre-registration sign up)
8. Event information to all past participants by e-mail (if event has been held before)
9. Win a bike prize draw and picture of winner

The media partner is encouraged to print the entry form and to carry the website address in all articles.

Free adverts should be placed wherever possible eg: in village magazines; local facility fliers; school newsletters etc and wherever event listings are published (eg: Families Magazine).

All sponsors are encouraged to advertise the event, either by displaying event posters in store, using pre-paid advertising space to promote the event (eg: estate agency advertising) or undertaking their own promotions.

Free family entries can be offered as prizes for other fund raising events (eg Christmas Fair, School Quiz etc) to increase publicity.

Advertising in local event programmes should be taken up especially where it is free.

Posters should be put up on local village display boards, in the health centre, local shops, library.

Local businesses printing leaflets/pamphlets (eg estate agents) should be approached to print the event advert on the back of such leaflets, especially if they are distributed to the local area.

A list of press contacts for local radio stations, TV, written press etc. should be assembled so that press releases can be sent to them electronically on a regular basis. The local authority press department should issues press releases to their network of contacts, as should the partner charity.

All press releases can also be sent to all sponsors for onward distribution.

It is always helpful to include quotes and stats in press releases as well as a photograph.

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To minimise paper, we set up a comprehensive website www.onyourbikesonningcommon.co.uk which carries all event information, on-line registration and links to sponsor sites.

The website is regularly updated and at the end of the event all the ride pictures are displayed there in a format which enables downloading. Those taking the pictures are invited to make an on-line donation to the ride which is then shared with the charity.

The photographs are also displayed on a screen in the refreshment hall immediately after the ride.

It is critical to ensure that the website is kept up to date and the website URL is promoted widely.

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Ride Management

On the day of the ride clear roles and responsibilities need to be established as follows:

1. Overall Ride Director who remains at the start/finish throughout the ride and is the contact point for enquiries. He/she is overall supervisor for making sure everyone is checked out and back in, goodie bags handed out etc. The person who has managed all the entries usually fulfils this role as he/she is familiar with the names of entrants.
2. Marshal Co-ordinator – briefs all marshals, issues jackets, lunches, first aid kits and ensures all marshals are in position before ride commences. Liaises with half way point and tail vehicle.
3. Starter – ensures riders start in groups approx 1 minute apart to avoid congestion.
4. Refreshment Supervisor – organises all food, drink, kitchen staff
5. General Organiser – supervises playground layout (day before) and all signage; co-ordinates volunteers, Welcomes riders, liaises with VIPs if attending, co-ordinates mass start photo, liaise with first aid, ensure raffle is drawn, sets up thanks board and any other signage eg start/finish arch
6. Route Managers – put out route signage morning of the event; ensure no obstacles or route problems; gather signage in at end of ride
7. Playground cycle co-ordinators – set up playground route, check in and check out young riders, supervise all matters of playground cycle
8. Health Walks leader – all check out and back in of health walkers, co-ordinates walk leaders.

First Aid

The attendance of the Red Cross/St John’s Ambulance with ambulance and paramedics is considered to be an insurance policy for the event. They are located at the start/finish with clear maps of the route and contact with the Ride Director. In the event of an emergency requiring hospital transfer they act in unison with 999 emergency services.

Insurance

This is provided via the NCPTA as the event is organised by the PTA whose NCPTA membership provides insurance cover for all PTA organised events. Additional insurance cover is provided via Bike Week with whom the ride is signed up. This gives £10,000,000 public liability and event organiser cover.

Risk Assessment

This is carried out by our route designer and local GP who carries out a complete risk assessment and supplies a report.

Management of incidents

We have a comprehensive incident management system as follows:

1. Emergency mobile number on the back of all riders’ bibs
2. Ride Director back at base has the mobile numbers of all marshals
3. Any incident is reported to the Ride Director who alerts the marshal at the halfway point, or the closest marshal. If the individual needs medical help the ambulance is deployed or in the event of a serious accident 999 is called.
4. If riders have become detatched from their parents, all marshals are alerted by SMS and if necessary a vehicle is deployed to explore the roads off the main route.
5. As soon as the incident is over, the Ride Director is informed.

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Setting up a café is a good way of swelling funds, especially if the food is donated. For OYB various menus have been tried, including:

Bacon Baps 

Sausage Hot Dogs  

Freshly Baked Filled Baguettes  

Homemade Muffins

Cake selection

Fruit Selection  

Drinks - Tea, Coffee, Hot Chocolate

Cartons, Squash, Bottled Water

The food is always excellent quality and appealing, but this year we are trying only bacon rolls, hot dogs and hot drinks as the ride is being held on Mothering Sunday and we are not sure of the take up of a lunch type fare.

Suggestions of a BBQ have also been made.

Marshals

Packed lunches comprising the following are prepared for all marshals:

Sandwich, Drink, Fruit, Chocolate bar – individually packed in plastic bags

Half Way Stop

The cafe volunteers prepare oranges and bananas for the half way point; fill water containers, provide cups, biscuits and bin liners for rubbish and ensure all food and equipment is transported to the half way point.

Staffing

For 500 riders and 30 Marshals it is estimated that 7 members of the kitchen team are required.  Their roles are as follows:

2 x helpers preparing filled rolls and Marshals packed lunches

2 x helpers arranging refreshments for half way point

1 x cooking bacon for pre-ride snack

1 x serving and preparing counter

1 x serving and making hot drinks

Extra helpers could be recruited to engage sales in playground before the ride starts.

After the Marshals have left and the ride has started the main sales counter can be set up for the sale of food and drink. The short ride takes as little as 1 hour to complete if it is 5-6 miles, so riders can be expected back 1 hour after start time. During the hour refreshments can be served to volunteers (eg hot drink and biscuit).

Food Shopping List (for the full range of food described above)

1 catering size pack of back bacon (to fill approx. 80 rolls/baguettes)

2kg cheddar cheese

2.6 kg sausages (approx 60)

4 packs of sliced ham

30 chicken supremes

1 x 1.2kg tin of tuna

2 x large jars mayonnaise

Margarine

Slices of cucumber, tomatoes and shredded lettuce

Suggested menu for filled baguettes:

Coronation Chicken, Tuna Mayonnaise, Honey Roast Ham, Grated Cheddar Cheese.

Signage from the main playground to the café is key to boosting sales. Consideration should be given to setting up a refreshment area within the main playground/ registration zone to increase sales.

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