A weekend trip is a CRW event of more than one day's duration (weekend or longer) that in addition to the rides involves lodging and meals. This document has been prepared to serve as a guide for the Charles River Wheelmen Trip Leaders
Pre-Trip Preparation
Where will the trip take place?
When will the trip occur?
Get a co-leader
What are the accommodations for each night (biker and bikes)
Camping
Hostels
Inns
Combination
Total estimated cost for trip:
Lodging
Meals
Happy Hour
Other transportation (ferries, rental van, etc.)
How much deposit is needed and is it refundable, if so, last date for refund? Deposits
should be made payable to the Charles River Wheelmen.
How are trip expenses to be handled?
Shared responsibility between trip leader and co-leader or just the leader?
How many people can go on the trip?
What are the arrangements for meals for each day?
(make sure ample food is available. This will need to be stressed to hotels and
restaurants. We are not normal eaters!!!!)
Breakfast
Lunch
Dinner
Where does the group first meet: instructions to get there
Will the trip have a sag wagon?
Plan routes
How many rides are going to be offered each day? Know the mileage and difficulty of the
rides
Make maps
Include written directions. Are any arrangements made in case people get totally lost?
Obtain release forms for participants to sign (see "Insurance")
Group equipment
First aid kit include dime and quarter for emergency phone call
Spare inner tubes
Pump
Tools
Axle
Trip Participants
When they call make sure they are aware of the difficulty of the trip. Explain the type
of terrain that can be expected, the number of miles a day and if applicable the miles per
hour they should be capable of doing. Make sure that they have done enough riding to be
comfortable on your trip. Generally it is a good idea to describe the possible worst case
scenario.
The trip leader can at their discretion refuse to allow a person on the trip for cause,
such as that they would be disruptive, are inadequately prepared for the trip, etc.
Are there any special health problems that we need to be aware of if someone were hurt
or unconscious that would be life threatening or would affect their care (allergies,
diabetes etc?). If so, you may want the participant to note it on their release forms.
Have a poop sheet available for the trip covering the trip details(accommodations,
directions to meeting place)
It can be helpful to send out a sheet of all the people who have signed up for the trip
with their phone numbers and addresses so people can car pool
Have a suggested clothing/equipment list
The Trip
The Night Before (if possible)
Have participants sign release forms
Shake down ride
Try to get all minor repairs and adjustments done the night before the ride
Pre-Ride Meeting
(night before or morning of ride(s) )
Trip leaders and co leaders meet with the group. Pass out maps and review the rides and
the agenda for the day.
Any specific or unusual safety hazards?
Bridges
Sand on roads
Congested roads etc.
What is the final destination for the day
Are there any good places to re-group
Any good lunch stops
Any sights worth exploring
Ask if anyone is familiar with the area and if they have any suggestions for enhancing
the trip.
What time is happy hour
What time and where is dinner
Ask for questions
Make sure everyone has the emergency contact phone number
Trip leader discusses safety, rules of the road
Explain how to ride as a group
Explain the format for the ride
Will there be a sweep for the ride
Are you to ride in a pack or is each rider responsible for their own navigation and
therefore free to travel at their own pace.
What to do in case of a break down
What to do if get separated from the group and lost
Have an emergency contact point. It can be the phone number of where you are spending
the night, a local police station. Just make sure everyone is aware of it and has the
phone number.
The Ride
Does everyone have water?
Are all bikes ready to roll?
Does everyone still have their maps?
Does everyone have their helmet?
If someone is sweeping the ride does everyone know who it is?
Final safety pre-ride speech:
Suggest people wear helmets (*)
Never ride alone
Obey rules of the road as an automobile must
Ride in single file at the edge of the road
Be alert on the steep downhill runs
If you have problems call the emergency contact point
Try to be aware of anyone having unusual difficulties
Will food help
Will water help
Should the person stop and wait to be picked up (if they continue to ride are they in
danger of hurting themselves?)
At appropriate times during the trip you should check that no one is lost or has
encountered a disabling mechanical failure.
In the case of a lost person call the emergency phone number and allow the rest of the
group to proceed to the day's destination. If there is enough daylight left, retrace some
of the route. If the person has not called or shown up by dark call the police and seek
instructions.
In the case of a disabled bike scrounge up a part, get someone to ride back and get a
car.
In case of bad weather: If it is warm(above 60 degrees) and riders have rain gear
encourage them to continue. If some riders cannot continue see if they can wait for one of
the riders to reach a car and come and pick them up. If all else fails, wave down a
motorist, but not if you are alone.
in case of injury: render first aid, if you've had training in proper first aid
technique. it is probably best not to atempt first aid if you don't know what you're
doing. generally, try to stop bleeding, and don't move the injured party unnecessarily.
Wave down a motorist to send for help if help has not appeared or send a rider to get
help(police and/or an ambulance). Stay with the injured party.
If you have access to a cellular phone, it might be useful to bring it along for
emergencies.
(*) As trip leader you can REQUIRE that all participants wear helmets.
End of Day
Food and cooking chores may need to be organized. Some form of evening entertainment
might be planned, such as a slide show, games, etc.
The Charles River Wheelmen policy on trips is that no individual is to profit
financially from running a trip. The CRW is a non-profit organization made up of
volunteers, the effort you put into organizing and leading a trip is expected to be done
on a volunteer basis. However you are not expected to incur out of pocket expenses. Any
expenses such as postage, copying, phone calls, etc. are to come out of the cost of the
trip. It is also acceptable for a leader and co-leader to include their lodging and food
expenses in the overhead for the trip - IF BY DOING THIS IT DOES NOT ADD MORE THAN 10
PERCENT TO THE COST OF THE TRIP.
If there is a case where a leader(s) cost will exceed the 10 percent
rule then approval must granted from the VP of Rides.
The ultimate goal of CRW trips is for them to break even financially. Should a trip actually come in under budget then the ride leader should use their best
judgement to equally redistribute the excess to all trip participants either
during or at the end of the trip. If a trip should generate a
nominal loss it may be possible to be reimbursed by CRW if an explanation is submitted to the VP of Rides within 30 days of the completion of the trip.
If a trip leader is required to pay a deposit for lodging, for example, the leader can
request that the CRW provide a check that will be repaid from the registration proceeds at
a later date. Contact the if this is required.
