Ride Organiser Playbook
A step-by-step guide to planning and running group rides — from weekly club rides to 200-rider city events.
Weekly Club Ride (5-30 riders)
48 Hours Before
- Confirm route (share Google Maps link in group)
- Check weather — if rain predicted, post update: "Ride is on unless it's heavy rain. We'll confirm by 6 AM."
- Post reminder in WhatsApp group with meeting point, time, distance, pace
- Confirm ride captain and sweep rider
Day Of
| Time | Action |
|---|---|
| T-30 min | Ride captain arrives, checks meeting point is clear |
| T-15 min | Welcome arrivals, help with bike checks |
| T-0 | Roll call, safety briefing, group photo |
| T+5 min | Roll out — ride captain leads, sweep at back |
| Mid-ride | Regroup at planned stop (chai/water/shade) |
| End | Group photo, confirm everyone is safe, post ride stats |
| T+1 hr | Post photos to Instagram/WhatsApp |
Safety Briefing (Say This Every Ride)
"Good morning! Quick safety points:
- We ride single file on busy roads, two abreast only when it's clear
- Hand signals: left arm out = turning left, right arm out = turning right, hand down = stopping
- Call out hazards: 'pothole left!', 'car back!'
- If you get a flat or need to stop, wave your arm. The sweep rider will stay with you.
- Nobody gets dropped. We regroup at every junction. Let's ride!"
Monthly Event Ride (30-100 riders)
2 Weeks Before
- Plan route — must be recce'd by 2 people
- Identify rest stop(s) — need shade, water, toilets
- Create event poster (Canva template) with:
- Date, time, meeting point
- Distance and difficulty level
- "All levels welcome" or "Intermediate (must be comfortable at 20 km)"
- Registration link (Google Form)
- Post on Instagram, share in cycling groups
- Arrange water/bananas at rest stops (₹500-1000 budget)
1 Week Before
- Check registrations — plan marshal positions based on numbers
- Assign marshals (1 per 15 riders minimum)
- Brief marshals on route, junctions, emergency protocol
- Prepare numbered bibs or stickers (optional but helps with identification)
- Confirm first-aid kit carrier
Day Of
| Role | Responsibility |
|---|---|
| Event Lead | Overall coordination, makes weather/cancel calls |
| Registration Desk | Check-in, distribute route maps, emergency wristbands |
| Ride Captain | Leads the ride, sets pace |
| Marshals | Station at key turns, manage traffic junctions |
| Sweep Team | 2-3 riders at the back with repair kit and phone |
| Photographer | Capture moments for social media |
| Rest Stop Manager | Set up water/snacks, manage toilet breaks |
Post-Event
- Post highlight photos (within 4 hours)
- Send thank-you message in group
- Collect feedback: "What did you love? What can we improve?"
- Update member database with new riders
- Post ride stats: distance, riders, elevation
City Event Ride (100-500+ riders)
2 Months Before
- Get police permission (apply at local traffic police station — takes 2-4 weeks)
- Route approval from traffic department
- Insurance — check if your cycling body provides group ride insurance
- Sponsors — approach cycle shops, health brands, cafes for water/snacks sponsorship
- Design event branding: poster, social media kit, T-shirt (if budget allows)
1 Month Before
- Open registrations (Google Forms or Townscript for paid events)
- Media outreach — send press note to local newspapers, cycling blogs
- Arrange ambulance/first-aid vehicle to follow the ride (mandatory for 100+ riders)
- Recruit volunteers: 1 per 10 riders minimum
- Arrange barricades/cones for start/finish line
- Sound system for announcements at start/finish
1 Week Before
- Print route maps
- Brief all marshals and volunteers (in-person meeting)
- Confirm police escort details
- Test sound system
- Prepare emergency protocol sheet for all marshals
- Weather backup plan decided and communicated
Budget Template (100-rider event)
| Item | Estimated Cost |
|---|---|
| Police permission fees | ₹2,000-5,000 |
| Water + bananas (200 units) | ₹3,000 |
| First-aid supplies | ₹1,000 |
| Event posters (print) | ₹2,000 |
| Sound system rental | ₹3,000 |
| Photographer | ₹5,000 (or volunteer) |
| Volunteer refreshments | ₹2,000 |
| Miscellaneous | ₹3,000 |
| Total | ₹21,000-24,000 |
Funding: ₹200-300 registration fee per rider covers costs. Sponsors cover the rest.
Ride Categories & Pace Guide
Clearly communicate ride difficulty. Use this standard:
| Category | Distance | Pace | Who It's For |
|---|---|---|---|
| Petal | 5-10 km | 10-12 km/h | Brand new cyclists, children |
| Breeze | 15-25 km | 14-16 km/h | Beginners, casual riders |
| Tempo | 30-50 km | 18-22 km/h | Regular riders, fitness cyclists |
| Storm | 50-100 km | 22-28 km/h | Experienced, endurance riders |
| Century | 100+ km | 25-30 km/h | Advanced, trained riders only |
Always state the category in your event communication so riders self-select appropriately.
Emergency Protocol
For Any Incident
- Stop — marshal signals group to stop safely
- Assess — is the rider conscious? Can they move? Is the bike rideable?
- First aid — basic wound care from first-aid kit
- Call — Emergency: 112 | Ambulance: 108 | Event Lead: [phone number]
- Document — photos, location pin, time, witness names
- Continue or cancel — Event Lead makes the call based on severity
Medical Information
Collect in registration:
- Blood group
- Known allergies
- Emergency contact name and phone
- Any medical conditions (asthma, diabetes, heart condition)
Write this on a paper wristband or sticker on the bike frame.
Route Planning Principles
- Recce twice — ride it yourself on the same day/time of week to experience actual traffic
- Avoid right turns across busy traffic (plan routes with left turns or U-turns where possible)
- Identify bail-out points — where can a tired rider safely exit the route?
- Mark water/toilet stops — every 15 km minimum
- Note shade — long exposed stretches are dangerous in Indian summers
- Check road surface — gravel, broken patches, and construction zones should be flagged
- Cell coverage — ensure the route has phone signal throughout