Guidelines for Organizing an OVATVC Club Run
Rev 4, January 30, 2005
Purpose
To be used by anyone organizing an ATV run to ensure the event is well organized, safe, and fun for all involved. This document is intended to help members organize the three or four major runs we do each year.
Steps
1 Volunteer to organize a run by informing the club executive.
2 Form an organization committee. A couple of helpers will generate more ideas and spread the workload.
3 Meet with your committee and decide who will do what – plan the run, scout the trail, advertise, get prizes, organize special activities etc. If you need funds, please do a simple budget and submit to the executive for approval well in advance of the event.
4 For runs which are open to the public you should advertise 4-6 weeks in advance. This would normally include printing and distributing posters and you might want to place ads in local papers. Please consult the executive regarding printing. Don’t forget to publicize the run on our web site – contact the OVATVC webmaster.
5 Since we don’t have the clubhouse anymore most runs will start from Alice’s. Be sure to inform her of your plans and get her approval well in advance. Please leave lots of parking for her customers on the day of the run.
6 Plan your route at least two weeks prior to the event. You MUST submit a route plan to the Trails Master no later than one week before the run. This is to insure the route is suitable and make you aware of any changes, hazards or trail closures on your route. Normally this will be a phone discussion using the OVATVC trail map as a reference.
7 Run your route a few days before the event. If it is a "self-guided” run such as a Poker Run, the trail must be signed. (Contact the executive to get the signs) Signs are to be removed after the event by the last group running the course. For self guided runs it’s a good idea to distribute a route guide or a simple map to keep people on course.
8 Make sure all participants sign a sheet so that you can keep track of who is participating. Have a short meeting before taking off so everybody knows where they are going, the pace you intend to ride, stops, return time etc. If you have a lot of bikes you may want to split up into fast & slow groups. Make sure each group has lead and a tail rider.
9 Lead riders must do a bike count before leaving and make sure everybody is accounted for at every stop. If everybody in the group periodically waits for the person behind to catch up the group will stay together.
10 Do one last check on return to make sure everyone is accounted for. This is the time of day people tend to drift off in different directions, so please make sure nobody is left out in the bush to fend for themselves.
11 Above all, Have Fun and Ride Safely !