Ride leader checklist  

Here’s a suggested ‘to do’ list as a prompter and memory aid.
Every ride is different, so not all of these points will apply for every ride.

Preparing your route 

• Check online sources for road/trail/condition changes.  

• ‘Reccie’ or re-ride your route with club logistics in mind.  Take a photo to use for your Meetup event.

• Consider meal / snack / toilet / water stops and bail-out options.  

• Create a Ride with GPS route on the Club library and tag with your name.
  
• Include points of Interest, food and toilet locations.

• Choose a ride grading based on our club guidelines

Timing and Scheduling 

• Check other rides already scheduled on Meetup. Avoid clashes with similar rides (location/difficulty etc). 

• Check weather and wind direction (rides coming up within next 7 days or so).  

• Check for buses replacing trains via the Metro Trains and VLine websites

• Consider if major events, footy games, festivals could affect transport or logistics.  

• Send a heads up to the Rides Secretary for multiday rides or rides tied to immovable dates.    

• Make a rough plan for timings. Allow generous contingencies for a group ride.   

Variables and options for your ride event

• Group size.  

• Open to non-members or club members only. 

• RSVP close date – typically one day before. 

• Start time – from the point you’ll ride from, not including transport to get there.  

• Finish time – remember to allow more time for a group ride.

• Choose a Grading (Social, Beginner or Experienced) based on these Guidelines.
  
• Average kph pace (may help manage expectations).

Creating your event in Meetup

• All event need a photo, so have one ready!  

• Try to desktop rather than mobile device. 

• Use the MeetUp option to ‘create event based on past event’. Select the Template option as a base.  

• To avoid losing your work, use the ‘Save as Draft’ function. If possible, draft up your ride description text in a document separate to Meetup.
  
• Click ‘Publish’ when you are done
  
• A pop-up window will give you the option to ‘Announce’ the event. Choose this to ensure members receive an email and notification.

Pre-ride

• Re-check for challenging or extreme weather – any reminders / changes / extra stopping points needed? 

• Reach out to new or unfamiliar riders for a competency/ equipment check. 

• Consider any other critical reminder messages. (Don’t assume riders have read or remembered the ride description). 

• Check participants have completed the registration form and send out a reminder if needed.

• Transfer rider phone numbers from the Reg form to paper or a notes app on your phone. This will ensure ease and certainty of access, especially in areas with poor internet.

What to bring 

• First aid kit including hydrolytes. 

• Phone with downloaded route. 

• Power bank and charger cable. 

• PLB (Personal Locator Beacon) unit if traveling to a remote area.  

• Key rings (50^th anniversary) for any paid club members who don’t have them.  

• Your own snacks, hydration, spare tube and pump.  

On the day 

• Check Meetup for messages – e.g. has someone missed the train?  

• Meet the group Welcome people to the ride  

• Facilitate group introductions 

• Assess for risks including bikes and equipment.  

• Appoint a tail-ender.

• Establish whether any riders have first aid experience.  

• Establish which riders have navigation – they can assist to wait on corners.   

• Request riders let you know if they need to leave early.

• Allow for an initial warm up pace.  

Ride briefing checklist

• Risks or challenges to watch out for – e.g. loose gravel, steep section 

• Initial directions e.g. if riding in traffic.   

• Upcoming re-group point.  

• Critical reminders, e.g. water availability. 

• ‘Bail out’ points to be aware of, e.g. train stations.

End of ride 

• Encourage riders to upload their photos to Meetup or the club Facebook group. 

• If someone’s willing, encourage them to write a ride report for Spoke Notes.  

• Record details of any incidents on this form and send to the Club president (details on form)

• Acknowledge thank you messages on Meetup.  

• Return PLB if borrowed.  

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