Why Lead Rides?
You’re the boss!
Leading rides means you get to do the kind of ride you like, including start location, pace, distance, destination, theme, social activities, etc. You can choose to lead a group at a specific pace or have people ride on their own, pick a great spot for lunch, arrange for ice cream or other treats at the finish, and find other creative ways to make your ride interesting.
It’s a Chance to Give Something Back to CRW
We have all benefitted from others who are willing to organize, post rides to the calendar, and lead rides for us. CRW has more riders than leaders and it is a challenge to fill every weekend day with one or more rides.
Whether you wish to start a ride from a location that is not often used, begin a new ride series, or support a current ride series, this is your chance to contribute to the club.
Recognition and Camaraderie
There are great events on the calendar for CRW Ride Leaders, including the Spring Kick-off and the Fall Thank You Party. The club takes care of its Leaders and there is often a thank you gift exclusively available to Ride Leaders. There is a special satisfaction that comes from helping a new ride rider learn the ropes. Plus, leading is a great way to meet others in the club and make friends.
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How to Become a Ride Leader
There are four steps to becoming a ride leader:
1. Attend Ride Leader training
You can either attend the live Ride Leader Zoom presentation or watch the Video.
2. Read the Ride Leader Handbook
Yup, that is this thing you are reading right now...
3. Co-lead 3 rides
You need to co-lead three rides. To make this worthwhile, do not just pick rides with your ride leader buddies. Reach out to leaders you do not know and ask if you can assist. Check out a ride on the website calendar and send a note to a leader. They might say no, but that is okay – it might take a few tries to find an experienced leader.
At one of these rides, you need to give a safety talk.
For another ride, you need to lead a no-drop group, and try your best not to drop anyone.
The third ride is anything of your choosing. The Ride Leader you are assisting can help figure this out. Perhaps you can welcome and check-in riders, lead a pace group, or practice giving the safety talk again.
If you want to lead specialty rides (gravel, women’s, etc.) it is strongly suggested that you do one of your co-leads with that group. Rides can be found on the calendar or you can contact the coordinator through the Leadership Team Page.
If you want to lead an Adventure ride, you must contact the Adventure Coordinator or VP of rides (rides-vp@crw.org) to understand the additional requirements that are beyond the scope of this handbook or the training video.
Does three rides sound like a lot? It is not. How many times a week do you ride? You could easily knock this off in a week or two if you ride frequently. You will be glad you did and will appreciate the practice and guidance you get from an experienced leader.
4. Submit a letter of request
Once you have led three rides, send an email to the VP of Rides (rides-vp@crw.org ), describing the rides you co-led, the ride leader you assisted, and your responsibilities. The VP of Rides will respond quickly and let you know when you have been approved.
Once approved for leadership status, you will be tagged in our member database as a Ride Leader. You will then begin receiving exclusive emails announcing Ride Leader information and events. In addition, you will have access to the Ride Leader Forum on the CRW website under the Members > Ride Leader tab. This is a good place to post ride leading-specific questions or concerns.
Most importantly, once you are officially a Ride Leader, you will be able to post rides to the calendar and have access to the Club RwGPS Premier account. It is recommended that you download the Wild Apricot for Admins app for your phone. There, you can easily take attendance, register a member who has not registered, and find member emergency contact information if someone gets hurt on a ride.
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Types of Rides
CRW offers a huge variety of rides and it is important to understand the options. When posting a ride, be sure it is a ride type you are trained for and comfortable leading. Registration by all riders (including ride leaders) is required for all ride types. If you have questions about a particular ride type, or for guidance about creating a ride of that type, contact the current program coordinator listed on our Leadership Team page.
Adventure
Adventure Rides are single or multi-day trips that start at less traveled (by CRW) destinations. Routes may include gravel/bike trails or roads. Single track is discouraged. Rides are self-supported and SAG services can be offered at the Leader's discretion. These rides are led by CRW Leaders and they are no-drop rides. Participants will be responsible for their own expenses and registration is required.
You must have permission from the Adventure coordinator to lead these rides.
Centuries
Century rides are typically run 2-3 times a year (spring, summer, and fall) and involve distances of 100, 62, 50 and where possible 30-35 miles. The rides require prior registration and are fully supported by over 50 volunteers with led rides at various paces and start times, rest stops, port-o-potties, police details, etc. CRW has a Centuries Committee that organizes these rides.
Devo
Devo (Development) rides are performance-oriented virtual and In Real World (IRW) events focusing on road cycling fitness, disciplines, techniques, and skills. Each season may have a specific theme such as climbing or improving your power output. The Devo program includes challenging rides climbing iconic mountains throughout New England, recurring time trial rides, virtual rides, and participation in organized events such as B2VT and Crank the Kanc. The Devo group also helps plan and support the Climb to the Clouds Century.
Diversity
The purpose of diversity rides is to find a way to make CRW more welcoming and open to all. The Diversity Committee is looking to create rides that are especially welcoming to people of color. In 2021, two themed rides are planned, a Marshall “Major” Taylor ride and a Kittie Knox Ride. In addition, the committee will look for opportunities to host several rides starting in or near Boston.
Led Rides
Led rides are typical CRW weekday or weekend rides that involve one or more Leaders taking out a group at a specified pace. Led rides may have the Leader in the front, or another rider with GPS in the front, setting the pace. Human arrows can be used to help with navigation. There will usually be a sweep on these rides. We encourage Ride Leaders to be explicit about leading at specified paces.
Gravel
Fun on mixed terrain is the objective of gravel rides. They may follow gravel roads, double track, and rail trails, with surfaces that are primarily stone dust, packed dirt, or other soft materials. Single track, bike portage, roots and rocks are avoided. Mountain bikes are not required to participate. Wide 32 – 35 mm tires will be most suitable.
Hub/Neighborhood
Hub/Neighborhood rides regularly start at the same location and time. Multiple routes may be available to accommodate more riders. The goal is to have more opportunities for members socialize with other nearby cyclists and to have confidence that they will have other people with whom to ride.
Recurring
Recurring rides as those that run on a regular schedule, either weekly or monthly. Most follow the same route each time though some vary the route and start location from week to week. Some recurring rides are led by Leaders, use human arrows to ensure that no one is dropped, and have a sweep. Others are Show and Go. Examples of Recurring Rides are: Bike Thursday, Wednesday Wheelers, TGIF, The Norwellian, and the South Shore Coastal Ride.
Show and Go
The traditional style of CRW rides is Show and Go. Rides are published in the club calendar; members assemble and listen to a safety talk and are then sent on their way to follow a GPS route on their own or with friends.
Women’s/Non-binary Rides
The Women's/Nonbinary Program's goal is to invite more women, nonbinary, and female-identifying folks onto the road, foster connection with other women in the club, and act as an on-ramp to other co-ed areas of the club. The program offers monthly, themed no-drop rides and weekly developmental and social rides at specified paces. Ride leaders interested in creating or helping on a Women’s/Nonbinary ride should contact the program coordinator listed on the Leadership Team page.
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Ride Leader Responsibilities
As a Ride Leader, there are things you must do, things you can do, and things you are not expected to do (but still could if you would like!). All will make for a more enjoyable experience for both the rider and you, the Leader.
Ride Planning
Route Development
When you lead a ride, you ride for the group, not for yourself. As you plan your route, be aware of your responsibility to the club and all the other riders depending on you.
Plan your ride as if you have never been in the area before and have no idea where you are. Remember, you know your route, but others do not. If possible, have another rider test your GPS route before the date of the ride.
Plan for large groups – some of your favorite routes may be fine for a small group of riders but may not be safe for large groups.
Things to avoid:
Poorly paved roads or roads with lots of potholes
- Dirt roads
- Excessive left turns
- Construction areas
- Steep descents with sharp turns, intersections or stops at the bottom
- High volume traffic roads, especially if they have inadequate shoulders
- Bike/recreation paths, especially at the beginning of the ride and on weekends
Route Selection
This is a good time to take your favorite route and share it with club members. One advantage is that you are probably intimately familiar with all the intricacies of the route, which will help you in describing it and leading others.
If you are not sure of a good route, the CRW Town Collections are an excellent place to start. You can find them on the CRW RwGPS site and there are many rides listed that start in different towns. These have all been curated by club members so you know they will be terrific, but you should also check them out to make sure they fit with your parameters of a terrific ride.
Weekend rides typically have a short ride of 25-30 miles and a long ride of 50-60+ miles. Here are a few things to consider:
- Keep the short route on easier terrain
- Consider a clockwise route as right turns are easier to make than left
- Avoid left turns off busy, main roads
- Be aware of intersections at busy roads
- Choose a rest stop between 1/2 and 2/3 of the way into the route
- When planning a rest stop, have the same stop location for all ride distances
- Determine if and where food, water, and toilet facilities are available and note them on your RwGPS file and in your route description
- Remember, you will have riders of varying abilities so having both easier and harder routes is ideal
Start Times
In the past, summer rides have started around 9:30 or 10:00 am. Colder or warmer weather start times are adjusted as necessary. Riders have become accustomed to morning rides on the weekends. However, as the Ride Leader, the start time is your decision. If you would like to run an early morning, afternoon, or evening ride on a weekend, feel free to do so. Be sure to specify the start time in your ride description.
Start Location
- Be aware of local community activities the same morning as a ride, such as a pancake breakfast, parade, road race or other biking event, church bazaar or a local fair. If necessary, change the location of the start site to avoid conflicts. Consult the calendars found on town websites or contact local officials to assist your planning.
- Ensure there is enough parking for the number of cars you expect. In the summer months, plan for adequate parking for about 75 cars without affecting local parking and community activities. Avoid town centers without a large municipal lot. Avoid small shopping centers with stores that are open on the day of your ride. In early spring or late fall, you can expect and plan for fewer cars.
- Plot a safe and legal entrance onto the roadway for bicycles at the ride start.
- Make sure you are aware of local ordinances and town parking restrictions. Try to avoid a left turn out of a parking lot at the ride start. You may need to act as traffic cop and limit the number of riders leaving together so as not to impede traffic.
Start Location Approval
Many start locations require prior approval before using them for parking. If you are running a ride in early March and only expect about 10 people, you may be able to operate under the radar. For a July ride with 75 participants, having proper permission is crucial for maintaining good relationships within the communities where we ride.
When asking permission, be sure to explain that this is a club ride and not a race. Give a reasonable estimate regarding the number of people you expect to attend. Emphasize that the parking lot will have people and bicycles for about 30 minutes during the ride start and will then trickle back in as they return. Some people, when hearing about a bicycle ride, immediately think “race” or PMC and insist on police details, port-o-potties and more. Do what you can to allay their fears.
How do you know if you need permission? Use your best judgement. An empty Park and Ride lot on a Saturday is probably fine. A public school or private commercial lot generally requires permission. If you are not sure, post a question in the Ride Leader Forum or in the CRW Slack #ride-leader chat room, or check with the VP of Rides. Others have probably used your start location and can give you more information.
NOTE: Many public and private entities require a Certificate of Insurance before allowing use of a parking area. This is a common request and easily satisfied. Contact the VP of Rides vp-rides@crw.org to get one. See more information below in the Insurance section.
Here are some general guidelines:
Public or Private School - Contact the school directly. Information can usually be found on the website.
Public Lots - Check with the town public safety officer or local Police Department.
Commercial Lots – Obtain permission from the facility manager or store manager.
State Parks – You can apply for a permit at https://www.mass.gov/how-to/apply-for-a-state-parks-special-use-permit
Town Parks - Check in at Town Hall; information can often be found on the town website.
Ride with GPS
All CRW club rides must have an associated RwGPS route. For details on how to do that, please go here. Note that many people have a personal RwGPS account. CRW also has a club account that you can use for free and ride leaders can sign up for the Premier account. Any ride posted to the website calendar must be on the club account.
RwGPS will automatically generate a cue sheet for your ride. It is helpful to proofread the cue sheet to make sure there are not any errors or spurious turns. RwGPS also allows you to review the cues on a ride you develop – this is very important to make sure your cues are correct, there are no unplanned U-Turns, the route going on the sidewalk, etc.
If you do not know how to use RwGPS, you may find this video on the RwGPS club page useful.
For additional help using RwGPS, you can send an email with your questions to RwGPS@crw.org. Note that RwGPS help is NOT available on an ‘emergency’ basis (e.g. night before/morning of your ride). A volunteer will get back to you as soon as they are able, and may need to schedule a call to get you sorted.
Social Activities
Activities that encourage social interaction between riders contribute directly to an enjoyable ride experience.
Proven approaches include:
- Have new or non-CRW members identify themselves at the start of the ride.
- Ask riders introduce themselves to others standing nearby that they may not know.
- If your group is small, have everyone introduce themselves to the group.
- Pick a specific place to meet for a break.
- Have a picnic or coffee stop after the ride – pick a nice spot near the parking lot or near the town center. It is great to have places where people can purchase food.
- Organize a post-ride party. Funding from CRW is available. Contact the VP of Rides at rides-vp@crw.org for more information.
Alcohol may be served at CRW social events but there are a few rules based on our insurance policy:
- Having a ride finish at a location that serves alcohol, where riders are responsible for buying their own, is allowed.
- If a Ride Leader is going to buy a round (with prior approval for funding), it must be available to all ride participants.
- Having a picnic or BBQ at the end of a ride is great. Serving alcohol and asking everyone to chip in to pay for it is not allowed.
Leading a Pace Group
Leading a group of riders at a specific average pace is highly encouraged, though not required. It is a great way to make new friends and build camaraderie among club members. You can include a note in your ride description that you will be leading a group or you can make an announcement at the start of the ride.
- Specify a pace that you are sure you can maintain. Keep the speed range reasonably narrow. For example, 14 – 15 mph is a good range, while 14 – 16 is too broad and you will surely have faster riders at the front with slower people falling off the back of your group.
- Stop with some frequency to regroup. If possible, specify ahead of time where the regrouping stops will be.
- Know how many riders are in your group, and make sure everyone is accounted for at regrouping spots.
- Explicitly state whether this is a no-drop group; i.e., the sweep will stay with the last rider on the road. If you are running a show and go ride/group, make sure participants know this and everyone has navigation.
- For no-drop groups, when possible, appoint a sweep. If you do not have a co-Leader to do this, ask a volunteer from the group and rotate others into this position. It helps to pick someone with distinctive clothing, making them easier to spot. Make sure the sweep has your phone number (and you have their phone number) in case there is a mechanical issue or other event that needs to be relayed to the leader or you as the leader need to relay something to the sweep.
- Consider using human arrows even if a sweep is available. This helps to keep the group moving and reduces the necessity to regroup frequently. With this technique, a person, usually the rider immediately behind the leader, stops at the turn and points the riders in the right direction until the last rider in the group or the sweep comes along. The ‘arrow’ then rejoins the group.
- Keep the group size to about 10. Anything more than this makes it difficult for traffic to pass.
Social Activities Funding
Having a social activity tied to your ride is a surefire way to ensure a good time, make new friends and encourage camaraderie among club members. It could be as simple as offering coffee/donuts or granola bars at the start of the ride, including a lunch or ice cream stop along the route, having a swag raffle, or setting up snacks at the finish of the ride. CRW has funds budgeted to help you do this. For more information, contact the VP of Rides, or one of the Ride Coordinators.
Read the CRW Spending Guidelines for Ride Leaders here and General Policy here for more detail.
Other Considerations
While the Ride Leader has many important responsibilities, there are a few things you’re not expected to do (although lending a hand if you can is always appreciated).
Ride Leaders are NOT required to:
- Provide RwGPS technical support at the start of the ride. There’s rarely enough time and this is not the place to debug or download routes. It is helpful if you have one or two cue sheets in your pocket.
- Act as sweep for the ride or to ride with the slowest rider. Set expectations clearly in the ride description. However, if you do dedicate your day to the slowest most unprepared rider, these people are always grateful and will learn a lot from you.
- Act as a domestique (provide supplies). Riders are expected to carry sufficient food and water.
- Be a bike mechanic, or even know how to fix a flat (although we encourage everyone to learn this skill!). If someone is broken down and you can help, you should do so. Other riders can also lend a hand. Otherwise, let the rider phone home or call a ride service. (Note: Bicyclists with AAA membership can get up to 2 service calls a year. They will transport you and your bicycle up to 10 miles at no cost.)
- Wait for late arrivals at the start. Use your best judgement, but starting the ride at the advertised time is advised.
- Perform First Aid. In case of serious injury, call 911 and follow the Accident Management guidelines in this handbook.
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Insurance
CRW insurance covers 3 areas:
- General Liability – This covers you as a Ride Leader in the unlikely event that you are sued for leading a CRW ride.
- Medical Coverage – This is supplemental to a rider’s own insurance and provides members with secondary medical coverage if they are injured on a CRW ride.
- Director’s and Officer’s Liability Coverage – Covers the Board and officers of the club if they are sued.
For more information, contact the VP of Rides at rides-vp@crw.org.
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Ride Posting and Promotion
The more you do to promote your ride, the more riders you will have in attendance. The one requirement is that your ride must be posted to the CRW website Ride Calendar. Posting to any other social media sites is optional.
Posting Your Ride on the CRW Website Ride Calendar
For instructions on how to post to the Ride Calendar, please visit the step-by-step instructions for single rides here and recurring rides here.
Your ride description should include the following (where applicable):
- Ride theme, if any (this can generate excitement)
- Parking and ride start details
- An outline of the route
- Details about the terrain
- Ride leaders with contact information
- What pace group(s)/skills level(s) are supported
- Regrouping plan (if any)
- Food/water/rest stops
- Cancellation policy
- Points of interest
- Any club-hosted food/drink or swag
- Special rider requirements, e.g., recommended bike/tire type (gravel vs road)
- Any other pertinent information
General Information on posting a ride:
- Once you save the ride listing and make it Public, the event will appear on the Ride Calendar with a registration link.
- Test it. As noted above, Ride Leaders are required to register for their rides, so it is a good idea to test the ride listing by registering as soon as you post it on the calendar
- Regarding cancellation policy: Stating “rain cancels” is not sufficient. If there is a chance of inclement weather, cancellation is your choice but please be specific. A good approach is stating something like “Check here after 7:00 p.m. on the night before the ride for any cancellation information.” Then, be sure to update your listing by that time.
- If you cancel the ride: You should alert registrants that the ride is canceled. The best way to do this is to edit the ride listing to include #cancel anywhere in the ride description. The ride will then appear on the Ride Calendar as “Canceled-Ride Name” and registrants are automatically notified via email.
Social Media
CRW uses a variety of social media sites to promote club rides. Ride Leaders are encouraged but not required to post to these sites, although doing so can generate greater participation in your ride. Remember you MUST post your ride on the CRW Ride Calendar.
If you choose to post, please be sure to monitor your postings for any chatter or questions and be prepared to update multiple sites if you make any changes in the calendar listing. Alternatively, keep your social media postings brief and link back to the calendar listing for all the details.
Facebook - https://www.facebook.com/groups/676488229753395
Strava - https://www.strava.com/clubs/crwheelers
Slack – Use your existing Slack account to join CRW Slack or go to https://crw.org/slack for more information
Instagram - https://www.instagram.com/crwheelers/
Ride Day Management
Before you leave home, and preferably the night before: View the registration list online or via the phone Admin app. You can view details on the website as follows:
- Go to Admin View, click on Events.
- Under Event List, sort on upcoming rides or sort for your ride by name, date, or both.
- Click on the desired ride.
- You can view the list of registrants by selecting the Registrants & Invitees tab.
- To get more information (including contact information, ride speed and distance) and select the Export Registrants button at the top of the page and choose the fields you want exported. An Excel spreadsheet will be downloaded to your Download folder.
Alternatively, you can view registrant information on your phone with the Wild Apricot Admin App as follows by selecting the Registrants tab for the event. If you click on a registrant’s name, you can view their selected pace and distance, as well as contact information.
On the day of the ride: Plan to arrive early to coordinate pre-ride activities. Here are other points to consider:
- Be sure enough parking is available. If necessary, designate someone to direct riders where to park if it is not immediately apparent.
- Be available to answer questions about the ride, mileage, lunch stops, food, bathrooms, etc.
- Point out bathrooms and trash receptacles if they are on the site.
- Leave yourself "space" and time to formulate your pre-ride speech and safety talk. Preferably, prepare it in advance but update it with any late-breaking information such as the latest weather forecast or information about construction along the route.
- If there is a large turnout, and if you recognize other Ride Leaders in the crowd, ask if they are willing to lead a group on whichever route they are doing. Keep it low key, no pressure.
- It is helpful to have with you a few cue sheets for those without navigation.
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Rider Registration
All riders, including the Ride Leaders, are required to register for all CRW rides and can do so on the CRW website or the Wild Apricot Member App. Leaders need to verify that riders are registered and you can handle this in several different ways:
- Take attendance through the Wild Apricot Admin App or ask someone else to do this. This is a great way to meet people and answer questions.
- Print the participant list from the website and bring it with you. This works in dead spots where you cannot get internet access.
- Wander the parking lot at the start of the ride and introduce yourself as the Ride Leader. Ask riders if they have registered and check them in using Wild Apricot Admin App. If not, ask them to use their phone and go to the website or Member App to register. If they do not have the Member App, suggest that they download it to their phone and register on site. If there are problems registering, a ride leader can register people through the Admin App. This is a good task to delegate to a co-Leader.
Ride Leaders are not the registration police. Explain that registration is required by our insurance carrier (yes, blame the insurance company, everyone will understand) and we want to ensure medical and liability coverage for everyone. After that, these are public roads and you cannot stop an unregistered rider from joining.
Waitlist: It may happen that more people want to participate in your ride than there are slots available. Those people will be entered on a Waitlist which you can view when logged into the Website Admin View and open the specific Event details. You can also view the Waitlist on the phone Admin app. Ride Leaders have the capability to move an individual from the Waitlist to the Registered list, if the situation warrants. You can also increase the number of participants you are willing to have on a ride through the “event registration limit.” Do not feel obligated to add riders from the Waitlist if you do not feel you are able to support a larger group than originally planned.
Waivers
As part of the registration process, riders are asked to agree to a Release and Waiver. If a rider has registered, there is nothing further the Ride Leader needs to do.
Non-Members
Non-members may participate in two CRW rides per calendar year. Non-members must register for the ride on the CRW Website Ride Calendar which requires them to agree to the Release and Waiver. There is a separate link for guest registration. Make it clear to non-members that they can only participate in two CRW events, after that they need to become a member of CRW.
Minors
Participants must be 18 years or older to join CRW or participate in/register for any CRW ride.
Getting Ready to Go!
As you prepare to start your ride, you will want to ask members to gather around. Verify that everyone has registered, then provide a description of the route and do a brief safety talk. The whole process should take no more than 10 minutes.
Route Description
Spend a few minutes describing the route to riders
- Be brief. No one will remember more than 3 things.
- Inform the group how far it is on each route to available food and bathroom breaks. Indicate distances to ride splits.
- Emphasize any dangerous spots such as a turn at the bottom of a downhill, a road with bad pot holes, or areas where riders should ride single file.
Safety Talk
A pre-ride safety talk is required by our insurer for all CRW rides.
- This link contains both long and short safety talk examples. Read and familiarize yourself with these points. You may want to have the page open on your phone or print it out for reference.
- Select the top three or four points you think are most important to get across in your talk and focus on those.
- Be familiar with the other information so you can answer questions or give pointers out on the road.
- Finish up by asking if anyone has any questions about safety or the route.
- Note: it is a good idea to familiarize yourself with Massachusetts laws related to bicycle riding. Mass Bike has a good recap here.
Familiarize yourself with CRW's Rider Safety Guidelines prior to formulating your safety talk.
Rider Safety Guidelines
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Ride Start
Once you complete your safety talk, if you have a large group (30+ riders), have them assemble into groups based on average pace. Riders signed up with the following options: 10-12 mph, 12-14 mph, 14-16 mph, 17+ mph. Place groups so that the fastest group has the simplest egress. If these are led rides, be sure to have a place for these riders to gather and meet up with the group leader.
How you start a ride is dependent on the number of riders, the nature of the start location and whether these are led groups.
Number of Riders
With a large group, stagger the start. Let your fastest riders go first and allow at least 3 – 4 minutes between group releases. A longer gap may be necessary if there are traffic lights that will delay groups.
Nature of the Start Location
If your ride start calls for a right turn onto a rural road, you can send out groups at shorter intervals than an urban location with more traffic, stop lights immediately after the start, etc. Use your best judgement as to how much time to allow between groups.
Led Groups
Led groups will follow the same guidelines, with the Leader taking the group out. Be sure you know how many people are in your group and you can identify the last rider or the sweep. Led groups need to be sent out as their own block. Otherwise, they will quickly be infiltrated by other riders and it will be difficult to know who is and is not in the group.
If this is a “Led Ride” and there is a leader and a sweep who is either designated beforehand, or a volunteer from the group. Both the leader and the sweep should share phone numbers in case of an emergency.
There is no requirement for a Leader to provide a lead or sweep. However, it is always a good idea for all riders to be helpful to each other. Ride Leaders are encouraged to leave the starting point a few minutes after the last group to check on and chat with slower riders as you pass them.
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Manage the Ride
During the ride, it is impossible for a Ride Leader to be everywhere and see or speak with everyone. However, it is helpful to be friendly and collegial as you encounter other riders and you should certainly check in with any rider you see stopped by the side of the road. This is a day you are riding as a volunteer for CRW, so try to do more than just hang with your friends.
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Problem Management
There are too many possible problems you can encounter on a ride and too many variables for us to give you a solution to all of them. Examples include mechanical problems; riders without proper navigation, equipment, food, water, and fitness; slower riders, injuries; adverse weather conditions and more. Use your good judgement, common sense, resources available, and the assistance of others to the best of your ability.
A few things to remember
- In case of injury or medical emergency, call 911
- In case of mechanical problem, the participant should call Uber/Lyft/Cab or family/friend to get picked up or AAA to be picked up and transported home or to a bike shop
- Others nearby can provide assistance as they are able.
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Accident Scene Management
Although we all try to ride safely, accidents will happen.
It is not unusual for an accident to happen on a ride you are leading, and for you to not know that it happened. This can be because it is somewhere behind you or on a different route. If you learn of it later, please contact the VP of Rides: ridesvp@crw.org.
If you are at the scene of an accident, follow this coordinated emergency response, which should cover all the essentials. Ideally there will be 4 people, each prepared to take on one of the following roles so they can be done simultaneously. Otherwise, some may have to be done in sequence. You as the Ride Leader should take control and assign tasks.
- Crowd Control. Get other riders and bicycles off the road and away from the victim. Make sure other cyclists are not blocking traffic and there is access to the victim for emergency personnel. If there is someone else who can lead the ride, have them continue the ride.
- Protect the victim. If the victim is on the road, protect them from traffic. Do so without risking your own safety. If possible, position yourself or another bike between the victim and oncoming traffic, directing traffic around the victim. If there are others available, position them along the road so that they can alert oncoming traffic to slow down.
- Call 911. The most important information is location. Try to provide the name of the town as well as cross streets. If possible, give information about what happened and the condition of the victim(s). Often, passing cars will see that an accident has occurred and call 911 before you get to it. In addition, these drivers can be of assistance if you are not sure of your exact location.
- Attend to the victim. If there is anyone who knows first aid or has more advanced training, they should take this role. If you do not have any training, just keep the victim from further harm:
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- Do not move or allow the victim to move their head or trunk unless necessary (moving can contribute to paralysis if there is a spinal injury).
- Do not remove their helmet.
- Do not give food or water.
- If they are conscious, talk to them. Make sure they don’t nod or shake their head in response.
- Let them know help is on the way.
Other points to consider:
- If the victim is being transported to the hospital, call their emergency contact, and let them know that an accident has occurred and where the victim is being taken. Their emergency contact information is on their member tag (if they have one) or you can usually find it on their phone (e.g., in contacts under “ICE”), on an ID wristband or necklace, or through the Wild Apricot Admin App.
- Arrange for someone to take their bike. Often, the police or a bystander will take it. Get their contact information.
- If the victim had a car parked at the ride start, get their car keys, and arrange to have the car transported, if possible.
- If the victim was riding with a friend or family member, they may not be the best person to stay with the victim, especially if they are despondent. If necessary, move them away from the victim and have someone stay with and reassure them.
- Let the police do their job and get the name of the reporting officer.
If an accident has occurred during your ride, contact the VP of Rides at rides-vp@crw.org as soon as possible after the ride. All accidents must be reported to our insurance provider. We will gather information from you (and others, as appropriate), and do the reporting on your behalf.
There is a myriad of additional issues regarding personal insurance claims, legal charges in case of negligence, etc. that are beyond the scope of this document. A plethora of resources are available online and a good place to start is https://www.massbike.org/if_you_crash
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Additional Safety Considerations
Below are additional things you can consider to ensure a safe ride for all. These points are especially important if your ride takes you to remote locations, but all Ride Leaders are encouraged to keep these in mind.
Clusters
- Divide participants into groups, likely by speed. The last group will not drop riders as de facto sweep.
- Instruct all the riders that when dropped by their starting group, they can wait until the next group (presumably slower) arrives. The last (and slowest group) will sweep.
- A group functions better with 3 or more members in it.
- The ride safety talk should emphasize the group aspect of group rides.
Drop
- There may be cases when someone needs to drop from the ride.
- Medical help: When the member needs medical help due to illness or injury, the group will assist in requesting such help, wait until medical help arrives, and follow up with other steps as needed.
- Fatigue or lack of interest to continue: the group will remain together until a safe location where there are services, lodging, restaurant, and mobile phone signal. The member can use that location to rest or find alternate transport. The group may continue the ride separately, with occasional contact with the member that left the group.
Communication
- A mobile phone signal may not always be available. Here are some options to compensate:
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- One or two others in the group look around the area for houses, businesses, or services that can help with emergency contact. Churches are another good option on the weekend.
- Request help from passing drivers.
Weather
Watch weather reports for severe adverse weather conditions (rain, storm, heat advisory, etc.) and either cancel or postpone the ride or warn riders accordingly.
Escape Route
Devise an escape route or shortcut:
- Use Ride with GPS or other map Apps (google map, apple map, Waze) to determine alternative routes.
- Use paper maps to determine alternative routes.
- Create alternate routes in advance as part of ride planning for those who decide to go a shorter distance.
- Download maps to use offline without mobile phone signal to the phone. Maps.me app works well on multiple platforms.
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Gravel
Gravel rides may have remote start locations There are a few things you should consider when planning a gravel ride:
- Scouting is very important for gravel, as is watching the weather, including precipitation in the days before the ride. Riding in the mud can damage trails, create conflicts with other trail users, and make for more mechanicals/accidents.
- Be mindful of local rules/regulations/attitudes about bikes on dirt trails. If you are not sure if bikes are welcome, do your research to determine if it is OK to ride there, and get permission if necessary.
- Some gravel rides may be in iffy-GPS/cell coverage areas and an accident out in the woods may be inaccessible to EMS help. Safe riding and staying together is therefore very important on gravel rides
- More information about gravel riding safety is included in the document here.
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After the Ride
- Leaders are not expected to wait until the end of the ride to make sure everyone has returned.
- Check the area after most of the riders have returned; make sure no trash is left behind and pick up any lost belongings so that they can be returned to riders.
- If any issues have occurred on your ride or there have been problems with a particular rider, contact the VP of Rides.
- We encourage you to post photos of the ride or a ride report on any of the club social media sites. If you would like to submit a blog post for inclusion on the Member Blog, contact communications@crw.org. It is a great way to generate interest in your rides!
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Additional Information
- For even more information about leading rides for CRW, go to the website and click on the Ride Leaders menu item under the Members tab.
- Post your questions on the Forum in the Ride Leader section (under the Members tab) of the website, the Slack channel #ride-leader. This is a great place to go and ask questions, look for co-leaders for your ride and more.
- If all else fails, contact the VP of Rides.
- Please send comments or feedback on this Handbook to the VP of Rides, rides-vp@crw.org.
Last updated April 5, 2024
