Missouri Bicycle Federation



BikeMo Planning Manual

October, 2006

Table of Contents

1. Advance Planning 4

Details 4

Lessons Learned 4

2. Local Area Communication 5

Details 5

Lessons Learned 5

3. Sponsorships 7

Details 7

Lessons Learned 8

4. T-shirt Production 10

Details 10

Lessons Learned 10

5. Goody Bag and Raffle 12

Details 12

Lessons Learned 12

6. Roving Sag 13

Details 13

Lessons Learned 13

7. Sag Stops 15

Details 15

Lessons Learned 15

8. Registration 17

Details 17

Lessons Learned 17

9. After Dinner Ride 19

Details 19

Lessons Learned 19

10. Sunday Breakfast Ride 20

Details 20

Lessons Learned 20

11. Promotion 21

Details 21

Lessons Learned 21

12. Event Preparation 24

Details 24

Lessons Learned 24

13. BikeMo Event 27

Details 27

Lessons Learned 27

14. Event Wrapup 29

Details 29

Lessons Learned 29

Appendices 30

1. Advance Planning

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|1 | |Advance Planning | | | |

|1 |1 |Set the date |6/18/06 |2 years |Board |

|1 |2 |Confirm Location |6/18/06 |2 years |Board |

|1 |3 |Identify Planning Chair, Committee |6/18/06 |2 years |Board |

|1 |4 |Set registration prices |6/18/06 |2 years |Board |

|1 |5 |Create budget |6/18/06 |1 year |Board |

|1 |6 |Create Plan |6/18/06 |1 year |Planning Chair |

Details

There is a substantial amount of work to be done, but by breaking it down into several categories, as we have done in the past, the work becomes very manageable. Recruit volunteers to lead the following:

• Sponsors

• Route

• Publicity

• Registration/Raffle

• Sag Stops

• Volunteers

• Food/Other Supplies

A sample plan and budget is included in the appendices.

Lessons Learned

If we move weekend maybe 2-3 weeks earlier (than October 14) then the hotel will be more empty, they would keep the same rates as we got this weekend but could afford to give us a sponsorship. Then they are the official event hotel, a sponsor, and still have somewhat reasonable rates. And also have many more rooms available.

Also, we should have various registration fees for the ride...example:  a college student fee, a family fee, a MBF member fee, a non-member fee, a senior citizen fee, team fee, etc.  This will give all segments of the cycling community an opportunity to associate with a special registration fee.

2. Local Area Communication

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|2 | |Local Area Communication | | | |

|2 |1 |Contact county commissioner |6/30/06 |7 months | |

|2 |2 |Contact Sherriff Department |6/30/06 |7 months | |

|2 |3 |Contact Optimists Club |6/30/06 |7 months | |

|2 |4 |Arrange Porta-Potties |6/30/06 |7 months | |

Details

The Optimist Club is a great resource for bicycle rides because they have a connection with bicycling & bicycle safety. Here is the contact info for the Holts Summit Optimist Club:



Pat Stafford, President

telephone: 896-9162

email:stafford@

Their connection to bicycling is this:

We need to contact Callaway County Sheriff to let them know it's going on.

Lessons Learned

Contact the Holiday Inn Express located about 15 miles from Holts Summit, in Fulton. Your purpose is to book rooms for BikeMO 2007 and inquire about sponsorship from the hotel.

Here's what has happened in past years:

• MBF has 20 rooms reserved (some with 2 queens, others with 1 king bed) at $80 each for Friday night and 20 for Saturday night for same price. These rooms are reserved until September 13, then they will be released to the general public and individual reservations need to be made at regular rate (I forgot to ask what was the regular rate). There is no cost to MBF for "blocking" rooms.  All who reserve will have to use their own credit card. A contract for the rooms will be faxed to me tomorrow (Tues).

• Regarding sponsorship, they will review our proposal but the manager said it has to be in soon, because they have a limited sponsorship budget.  We need to set the rates soon. It is my gut feeling that Holiday Inn will take a "minor" sponsorship, and that is OK. But if we sell out, that will give us some leverage for 2008.

On the info pamphlet, those sponsors providing lodging info and food info can be listed with numbers to call etc....  This will be more "rider" friendly and promote our sponsors. A win-win situation...

Speak to JJ Gates with the Jefferson City Parks and Recreation Department to gain permission for bicyclists to camp at the North JC Pavilion on Friday night, October 13. He usually says yes, but you must complete a permit form.

Send letters and emails to groups in the area. Here is sample text that may be used:

Good Morning Callaway County Folks,

The Missouri Bicycle Federation is planning to hold their annual BikeMO ride in Callaway County on October 14, beginning at 9 am from Holts Summit Plaza. The ride will cover a good portion of Callaway County, including J, DD, HH, Z, D, O, NN, Hwy 54 Outer Rd and H.

For more information, please see .

Pedaling cheerfully, Caryn

Restaurants are good potential sponsors, and of course can be convenient for riders and volunteers. Restaurants close to the start/finish include:

This is the one right in the parking lot of Holts Summit Plaza:

Rosie's Diner

170 S Summit Dr, Holts Summit, MO

1.4 mi N - (573) 896-5872 ee19471.jpg

I would swear there is a pizza place in Holts Summit Plaza too. Maybe it is this one:

Pizza Works

140 S Summit Dr, Holts Summit, MO

1.4 mi N - (573) 896-5153 ee19480.jpg

Here are other nearby restaurants (maybe it is the Pizza Hut that is in Holts Summit Plaza):

Pizza Hut

152 Northstar St, Holts Summit, MO

1.5 mi N - (573) 896-9425

Mc Donald's

123 Northstar St, Holts Summit, MO

1.5 mi N - (573) 896-8606

I think this one is across the street from Holts Summit Plaza on the south side of the road:

Landshire Sandwiches

165 W Simon Blvd, Holts Summit, MO

1.5 mi N - (573) 896-6155

3. Sponsorships

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|3 | |Sponsorships | | | |

|3 |1 |Sponsorship Information Handout |6/30/06 |7 months | |

|3 |2 |Draft letter to potential sponsors |6/30/06 |7 months | |

|3 |3 |Mail letters |6/30/06 |7 months | |

|3 |4 |Secure Sponsors |6/30/06 |7 months | |

Details

Sponsorships levels need to be determined very early. Sponsorship levels in 2006 were:

Gold Sponsor (target 1 company title sponsor) - $500

• Title sponsor for event name part of event name

• Logo on front of shirt

• Recognized on front and sponsor page of flyer

• Prominently recognized on main page of website and sponsor page

• Opportunity to place banner at start/end of event

• Mentioned in all publicity

• Opportunity to put info or items in goody bags

Silver Sponsor (target 6 companies) - $250

• 2" logo on back of shirt

• Recognized on sponsor page of flyer

• Recognized on website sponsor page

• Opportunity to place banner at sag stop

• Opportunity to put info or items in goody bags

Bronze Sponsor (target 10 companies) - $100

• 1" logo on back of shirt

• Recognized on sponsor page of flyer

• Recognized on website sponsor page

• Opportunity to place banner at sag stop

• Opportunity to put info or items in goody bags

In Kind Sponsorships

• Recognized on website and on flyer

• If value $250, will get logo on t-shirt

Previous Sponsors & helpful businesses (see appendices for contact info):

• 4 C Convenience Store

• Beeline C-store

• Holt's Summit Plaza Shopping Center

• Holts Summit Community Betterment Association

• Walmart

• Mid-Mo Rental

• Ravine Street Bicycle

• Fireworks Supermarket

• Tonanzio's Cedar Lake Lodge

• Capitol City Cycling Club

• Whole Foods

• Trek Bicycle Corp.

• Rural Missouri Magazine

• RoadID

• Red, White & Green, Inc.

• Dogfish

• System Solutions

Other Potential Sponsors:

• coca-cola

• sprint

• American Century

• Imo's pizza

• BreakTime

• Columbia Regional Hospital

• Other convenience store chains

• Summit Plaza Inn, Holts Summit

• AMC

• Screenland

• Rosie's Diner

• Pizza Works

• Pizza Hut

• McDonald's

• Landshire Sandwiches

• Gatorade

Lessons Learned

Send the following documents to board members and ask them to solicit sponsorships. We need each board member to begin securing sponsorships. Samples of each document are in the appendices.

• Sponsorship Letter

• Fact Sheet

• Sponsorship Program

Sample email to board:

MBF Board members,

Just remember that the deadline for finding BikeMo sponsors is fast approaching--August 1st.

I'm doing a mailing to all our business contacts, about 160 of them, asking them to sponsor (partly just because we need to be in regular contact with them & we haven't recently). But I don't have very high hopes for the "mass mailing" approach--it really takes the personal approach of you asking people/businesses you know.

If nothing else, approach those same businesses that helped us last year (WalMart . . . ).

The materials you can use to lure in sponsors (slightly improved from last time) are attached again in case you can't find them. Everything you need to get started is attached--just substitute your own name in place of mine in the letter & send it off.

If each board member secures at least one paying sponsor, we will meet our goal. Hopefully we've given you enough information to approach potential sponsors and initiate a discussion about sponsorship.

As each board member is discussing potential sponsorship with a company, the first priority is to convince them to be a Gold, Silver or Bronze Sponsor. If they are reluctant to contribute money, discuss the possibility of donated goods, if this is applicable. This could be food, raffle prizes, goody bag items, etc.

In 2006, for the sponsors to be listed on the BikeMo publicity materials, we needed to have them signed up no later than August 1st, 2006. This deadline may need to be moved up.

Sponsors do NOT need to be bicycle-related businesses.

4. T-shirt Production

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|4 | |T-shirt Production | | | |

|4 |1 |Agreement with shirt producer |6/30/06 |7 months | |

|4 |2 |Develop Design |6/30/06 |100 days | |

|4 |3 |Estimate # per size |8/1/06 |100 days | |

|4 |4 |Identify/Confirm Sponsors |8/1/06 |60 days | |

|4 |5 |Order T-shirts |8/1/06 |50 days | |

|4 |6 |Verify T-shirts |10/11/06 |10 days | |

Details

Lessons Learned

Regarding T-shirts (info is also included in Section 11: Promotion):

• Laurie Chipman suggested something I had vaguely thought of, that the t-shirt, flyer, banners, etc. should have an integrated design--if we use a certain logo or drawing, font, etc., on the t-shirt it should appear on all the BikeMo materials.

• Laurie suggests that we want to make a t-shirt that is really good looking so that people will want it and wear it. She suggests min. 3 colors.

• She said there are these possibilities:

o She could design shirt, BikeMO flyer, & BikeMO bookmark. She could then send t-shirt design to, say, Joe's friend who could print them.

o Someone else could design t-shirt, then send the design to her so she could make the flyer, bookmark etc. with the same design.

o She could design flyer, bookmark, etc. then send the design to the t-shirt guy who would do his thing from there.

• She says she has the time this summer to work on it & would be interested in making it "good" if she does.

• Also are we going to pay the t-shirt designer or have we thought that side of it through? Do you know what kind of a deal you might be able to get from your t-shirt designing friend, Joe? Would he want to, be interested in, designing flyers, etc., as well as t-shirts?

• I would not promise logo on front of shirt. Many times it's on the back. I would just say logo printed on shirt and make it size related to the amount of donation.

In 2006 t-shirts were definitely too large, need more smaller sizes included. Probably mostly M & L, a few XL, and very few S & XXL.

In 2006, we ordered 124 white t-shirts for the event in the following sizes:

• 12 Med

• 50 Lg

• 50 XL

• 12 XXL

Should we make any adjustments in the order?

Other options:

• Have 125 made up & still advertise they go to the first 100 to pre-register (that way we can guarantee the first 100 will get their correct size etc.)

• Also I wonder if we shouldn't just do 100? Then we can advertise, t-shirts for first 100 who register & that way it is an incentive to register plus not so expensive. (But it might depend on cost of 100 vs 200.) (Also if we have extras we can use them as a membership premium . . . ).

Dogfish USA is involved with bicycling, does a twilight bicycle ride etc., and seem willing to be involved. They did a white, 4-color, dbl sided t-shirt for us for about 3.50 or so.

If you do try the dry cleaners for safety pins, offer to buy them right up front. I think a box of ten gross costs something like $15-20.

5. Goody Bag and Raffle

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|5 | |Goody Bag and Raffle | | | |

|5 |1 |Obtain sponsorship commitments |8/1/06 |7 months | |

|5 |2 |Obtain bags |10/10/06 | | |

|5 |3 |Collect goodies, prizes, flyres, etc. |10/13/06 | | |

|5 |4 |Stuff bags |10/13/06 | | |

Details

Bicycling Magazine (Rodale) will supply the bags if we agree to supply them registrant information.

Lessons Learned

People like having a list of restaurants in Fulton and have actually used it. We could also do the same for Holt's Summit.

Contents of good bag:

• Flyer for next year’s BikeMo

• Flyers from sag stop volunteers

• Flyers from sponsors

• MoBikeFed Membership Invitation

• List of local restaurants

Make goody bags ahead of time and hand them out at registration.

6. Roving Sag

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|6 | |Roving Sag | | | |

|6 |1 |Volunteers |8/15/06 |60 days | |

|6 |2 |Hours |8/15/06 |60 days | |

|6 |3 |Expectations |8/15/06 |60 days | |

|6 |4 |Route to patrol |8/15/06 |60 days | |

Details

2 roving sags in 2006:

1. Long Route - Follows the 100 mile route all the way through.

2. Short Route - Follows the 32-mile route, when it is done go back & check on the 62 mile people and 100 mile people, some of whom will be far ahead of sag #1 by now.

If both sags have cell phones then we can call them as necessary to rove & help people who call in with problems (have cell phone #s on the route map for people to call).

Plan to reimburse actual gas from a receipt and/or the standard mileage rate of $0.14, whichever driver prefers. Also we could pay for his lunch.

You might send drivers the overall schedule so that he knows when it will start/end, how long it will last, etc.

Sag Schedules are included in the appendices.

Lessons Learned

They generally drive sag vehicles in the OPPOSITE direction of riders. Two advantages:

1. easier to pass going opposite than continually passing riders going the same direction;

2. you see more people quicker because of the larger speed differential

Figure out where your mass of riders will be at a given time (work it out at 10 MPH whatever) and then drive so as to meet the most people.

Sag drivers bring water, tools, snacks for the people who are bonking, maybe even some tubes & even tires (says people will tend to attempt the ride with real clunker bikes & tires that are just worn out/cracked . . . )

Posted on our maps a SAG phone number for all to call with problems.

Stay in touch with the other vehicles so if someone is closer to a problem, they can be delegated.

Being flexible is key. As one rest stop closes, and if they have left over supplies, they need to determine if the other rest stops need their left-overs. Don't just automatically return food and drinks to the start/finish. We use the local ham radio club to help us figure this sort of stuff out - maybe cell phones will work well enough in your area.

Give each rest stop an envelope with 25 - 50 dollars in case of a food emergency. The idea is that they could slip over to a store and buy some needed chow.

Be sure to have food and drinks at the start/finish for the folks who need a little something after they have finished the ride - they tend to think that they are still your responsibility until they are all the way back home!

For a 600 person ride, have three to four vehicles. One with a six rider capacity and the others with three and four. We really only have a high SAG rate when the ride is very hot and/or very hilly. Most problems happen early or late on the route so a van near the start/finish is helpful.

For many events, the vehicles are all vans, one has only one bench seat left in it as that van goes out early to drop the water. It then can put bikes inside and later pick up the water coolers as it sweeps the route near the end of the ride.

7. Sag Stops

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|7 | |Sag Stops | | | |

|7 |1 |Hours |8/15/06 |60 days | |

|7 |2 |Volunteers |8/15/06 |60 days | |

|7 |3 |Food |8/15/06 |60 days | |

|7 |4 |Rentals (tables, chairs, etc.) |8/15/06 |60 days | |

|7 |5 |Where |8/15/06 |60 days | |

|7 |6 |Expectations |8/15/06 |60 days | |

Details

Talk to the Fireworks Store people & get their OK on using their parking lot & restroom.

Talk to Tonanzio's people (1st rest stop) & get their OK on using their parking lot & restroom. They are a bit hard, only there at very specific times. They had a conflict in 2006 and could not help us.

Talk to Eric of Ravine Street Bikes in Fulton. That's where we do the rest stop in Fulton. Last year we set up the stop as a "self serve" stop & someone kept an eye on it. Then Jan & Fred brought their extra stuff in to it when their rest stop ended. That really worked quite well so we can do it again if necessary. Also we can borrow a table from Eric (Rent-a-Center is in same building, they have piles of tables.) 573-642-7952 eric@

I know Laurie has talked to Ron Puett of KCBC about bringing their trailer with ride supplies like tables, water jugs, easy-ups.

Need someone to drive the route early Sat to make sure route markings etc. are all OK? Must bring insurance form & copies of insurance incident report form. Must send in insurance summary & payment @ end.

Lessons Learned

Being flexible is key. As one rest stop closes, and if they have left over supplies, they need to determine if the other rest stops need their left-overs. Don't just automatically return food and drinks to the start/finish. We use the local ham radio club to help us figure this sort of stuff out - maybe cell phones will work well enough in your area.

We also give each rest stop an envelope with 25 - 50 dollars in case of a food emergency. The idea is that they could slip over to a store and buy some needed chow.

Also, be sure to have food and drinks at the start/finish for the folks who need a little something after they have finished the ride - they tend to think that they are still your responsibility until they are all the way back home!

Announcer should talk to riders about being kind & polite to the CStore people, keeping the bathroom clean etc. They also talk to CStore people so they know to expect the large group of cyclists.

They do have gatorade powder or something similar to go with water for some stops on long routes like the century; they feel it's pretty much a necessity on the long routes.

Could get community groups like oddfellows in Fulton to help. Esp. to man a sag in their own town. Fulton is bigger than Holts Summit plus the ride is more centered there. Also Callaway Cty CofC, , based in Fulton. Also Holts Summit Optimist Club.

Sample supply lists for the sags are included in the appendices.

2 people at each sag is enough generally, except maybe the very earliest sags.

Notes from 2005:

• At the beginning we divided up the food and supplies for the SAG stops. Left some food/water for the roving SAGs. We left 15 min before the start and never found the first port a pot so that means we were lost a little but we got set up in time at Tonassio's. I believe the first riders got there about 9:30. Many passed us by. I think we should put the SAG at the intersection of H. The port a pot looked like it was used often.

• Next we went to Fulton and set up the self service SAG at the bike shop. Eric was very helpful. We left at 11 am and went to the intersection of N. Outer Rd and D.

• At Outer Rd. and D the first cyclists showed up about 12:30 but no one stopped until the ninth cyclist passed. We were a little too far back from the road so we moved closer so they could see us better. I tried to wave at all of them so they would see us. There were a total of 20-25 cyclists and the port a pot was used by some of them. We left at about 2 pm and went to Fulton, driving along the official route so we could observe the cyclists.

• At Fulton we tried to keep track of all the cyclists so we would know when the last one came through. We gave some food to Eric the bike shop owner, and left about 4 pm. Several roving SAGs came through.

• We followed the official route back to Holt's Summit.

8. Registration

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|8 | |Registration | | | |

|8 |1 |Volunteers |8/15/06 |60 days | |

|8 |2 |Confirm Rentals (tables, chairs, etc.) |8/15/06 |60 days | |

|8 |3 |Develop Procedures |8/15/06 |60 days | |

|8 |4 |Arrange Food |8/15/06 |60 days | |

Details

Registration information needs to include maps, lodging options, restaurant info, list of sponsors, celebrity, special guests, etc   This needs to be rider-friendly.

Need cash boxes, sound system.

Lessons Learned

Open registration early – 2 hours before the start time.

Have 2 separate tables (maybe one for pre-registrants and 1 for payers).

Have chairs & "stations" like "turn in insurance form here", move along, "sign clipboard here", move along, "pay here", move along. The line gets stuck when one person is standing in a spot trying to do all things in one spot. Also bring lots of extra pens to have people fill out forms while standing in line. Would help to have all things like maps, restaurant lists pre-collated into a packet so you could just hand it out.

People like having list of restaurants in Fulton & actually used it. Could also do same for Holt's Summit.

Need system for attaching checks and cash to registration form and insurance form.

Another idea we had was to streamline a bit by including needed registration info on the insurance form so that only one form was needed. Since the insurance form also indicated who pre-registered vs didn't pre-register that gives all the information you need (or anyway, all the info we ever had). I still think that is generally a good idea though we might want to alter the form a bit to make sure we're getting the info we need.

Have someone make a computerized list of all participants before the ride, and use it to check people back in.

Other random suggestions to be considered (with Brent’s comments italicized):

1. Only those who register 7 days before the event get a t-shirt. This will allow us to obtain the exact number of shirts we need, and the correct sizes. It also provides additional incentive for pre-registration.

2. Pre-registration should be closed at least 1 day before the event. If someone missed the deadline, they must register the day of the event.

I thought about this, but one thing I like about pre-registration, even the night before or morning of the event, is then the person has made a commitment to be there. Otherwise it is all too easy to say, well I haven't paid so I'll just lie here in my bed for another hour.

This would allow us to have an accurate list of pre-registered participants, and compile the goody bags for the pre-registered participants in advance. At the event, we would have a separate table for pre-registered participants. All info, including that needed for insurance, needs to be required in advance.

The trouble is we won't ever be able to do this as long as we're using PayPal. I'm working on the alternative but it may also have limited functionality (just in a different way).

3. Insurance forms for those registering the day of the event need to be reviewed carefully to ensure all information is captured, and is readable, before giving them their race # and goody bag.

4. If we can compile the goody bags in advance (per Joe's suggestion), I think we should hand them out at registration. The need for volunteers after the start of the event would then be reduced.

5. Can we somehow eliminate mail registrations? Not sure this is feasible, but several people indicated they mailed their registration in. We are at the mercy of the postal service, and it is difficult to implement the above suggestions if we have registrations "in the mail".

Introduce sag drivers/vehicles @ ride send off so people know who they are

Fire engine leading out riders was very good.

Consider doing a swap meet esp if on Sunday. May attract many more local people (even those who might not necessarily ride). Even better if local place could be found, indoors (then it is a bit weather proof).

Have plenty of pens and clipboards on hand, and plenty of room for people to fill out paperwork.

Have enough people on hand to verify all information collected.

I suggest this scheme for registration:

A. Person fills out insurance form

B. We give them ride # (the ones Eric got; we will need safety pins or something to put them on)

C. Write ride # on corner of Insurance Form, put insurance form in "Rider Out" folder

D. Take money or check that they are pre-registered and tick them off the pre-registered list if so (this is important--we need to know for sure which of the pre-registered riders actually showed up & which didn't)

E. Give rider route map

F. Tell rider they must come & check in at the end--so we can track any "lost" riders and also to get their goody bag, t-shirt, and any prizes they have won

G. Rider is now checked in.

For check-out, this is the scheme:

A. As soon as the riders are gone we order all the insurance forms in the "Rider Out" folder by rider #. And/or someone can enter the info into Excel & do it via computer.

B. When the rider checks in we find their form, check off "returned" and move it to the 'Rider in' folder

C. Give them goody bag

D. Give them t-shirt

E. Give them any prizes they won in the drawing

F. Give them feedback form & ask them to fill it out right then.

G. Give them MBF membership brochure + envelope with end-of-year fundraising appeal info

One problem with this is if we, say, have 100 t-shirts but 200 riders it becomes a problem to know who to give t-shirts to. Usually it would be pre-registered people plus the first people to show up at the event for any left over.

I put a column in the insurance form to indicate pre-registered or not & asking their t-shirt size. So we can sort out t-shirt sizes etc. @ the registration table after the riders leave & before they return. Then we'll know who to give t-shirts to and which size.

We could say, if there is more than some certain amount of rain that day, so 5/100s of an inch, then the ride will still go (rain or shine!), but anyone who doesn't want to ride in that weather can automatically have their BikeMO pre-registration converted into a one year MBF membership extension.

9. After Dinner Ride

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|9 | |After Ride Dinner | | | |

|9 |1 |Volunteers |8/25/06 |60 days | |

|9 |2 |Confirm Rentals (tables, chairs, etc.) |10/1/05 |60 days | |

|9 |3 |Develop Procedures |10/1/05 |60 days | |

|9 |4 |Food |10/1/05 |60 days | |

|9 |5 |Pick up rentals and food |10/13/06 | | |

|9 |6 |Set up registration area |10/14/06 | | |

Details

Lessons Learned

10. Sunday Breakfast Ride

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|10 | |Sunday Breakfast Ride | | | |

|10 |1 |Confirm Rentals (tables, chairs, etc.) |8/25/06 |60 days | |

|10 |2 |Develop Procedures |10/1/05 |60 days | |

|10 |3 |Food |10/1/05 |60 days | |

|10 |4 |Course |10/1/05 |60 days | |

|10 |5 |Ride Leader(s) |10/1/05 |60 days | |

|10 |6 |Pick up rentals and food |10/14/06 | | |

|10 |7 |Set up registration area |10/15/06 | | |

Details

Lessons Learned

11. Promotion

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|11 | |Promotion | | | |

|11 |1 |Prepare Twice Monthly Emails |6/30/06 |90 days | |

|11 |2 |Mailings |6/30/06 |90 days | |

|11 |3 |Press Releases |6/30/06 |90 days | |

|11 |4 |Entry Forms/Brochures |6/30/06 |90 days | |

| | |Send a PDF "one page flyer" about BikeMo to bike club newsletter |4/30/06 | | |

| | |editors. Resend by Sept. 15. | | | |

|11 |5 |Send entry forms and brochures to bike shops, including plastic |8/15/06 |90 days | |

| | |brochure holders | | | |

|11 |6 |Update MoBikeFed Website |6/30/06 |90 days | |

|11 |7 |Websites - save the date |6/30/06 |90 days | |

|11 |8 |Phone Campaign (e.g. past participants) |6/30/06 |90 days | |

|11 |9 |Visit Bike Clubs, Bike Stores, other clubs |8/15/06 |90 days | |

|11 |10 |Register event with Bicycling Mag (Rodale) |8/15/06 |90 days | |

|11 |11 |Register event with RoadID |8/15/06 |90 days | |

Details

Lessons Learned

All events are fund raisers therefore, it is not necessary to mention to members and everyone signing up that this event is a "fund raiser".  When organizers mentioned it and mentioned it often, it turns people off. They feel used and that they aren't getting their monies worth. All good and great events make money and lots of it, but they don't tell people it is a fund raiser. They sell other components of the event like the good time, good route, scenery, and other perks associated with the event. Auxiliary components like a raffle, registration fee incentives, attendance prizes, advertising, souvenirs, etc.

 

What is the real purpose of the event? Why are we having it?  ETC.....  I think our purpose is for MBF to sponsor a bike ride good enough to attract cyclists from across the state, to promote the cause, promote MBF goals and objectives, etc. But I agree with you....we need more than just a bike ride.  What can be included?

A bike expo, a walk/run event, a bike race event, food and refreshments, music, souvenir sales, etc.  It has to be fun for the participant. If it is fun, they will come!

 

We need good marketing campaign. Who is our target group? Seems like StL and KC is obvious targets, but what about the colleges in the area?  I would like to see a special registration rate for college students from Westminister, Lincoln, Mizzou, Stephens, William Woods, Central Methodist, Central Mo State, and what ever other colleges are close.

How can we market this event? It will take a gorilla marketing drive with lots of personal contact.  I hate to hear some people around the table try to compare BikeMO to MS 150, Hilly Hundred or any other event that has a long history.  There is no comparison, unless we look at the first year of those events and compare. Example: the first year of the Moonlight Ramble only the founder showed up. 30plus years later 10,000 plus attend the event.

Seek out publicity opportunities. The following is a series of emails from 2006 which preceded a newspaper article:

On Sep 25, 2006, at 10:28 AM, Angie Hutschreider wrote:

Ms. Giarratano -

I am trying to work on a story to pre-view the upcoming Bike MO event in Jefferson City/Holts Summit. If you could please get me info on whom to contact abut registering and maybe some quotes abut what all goes on and into biking this event let me know!

Angie Hutschreider

Health and Food Reporter

News Tribune

If anyone or anyone you know has an interesting or funny story about the BikeMO last year in October. I would really like to hear it. I want to write a press release with some human interest in it. This person could be you! So think about what you liked or saw. It doesn't matter how short or how long. I want to hear it!

Greetings Angie,

Please see for lots of info on this fantastic ride. The Executive Director of the Missouri Bicycle Federation is Brent Hugh. The Director of BikeMO this year is Dave Schieffer. I have copied both. Please see for more information.

Pedaling happily, Caryn Giarratano

Random thoughts about mailings from 2006:

• 125 bike shops X 25 (?) = 3125. Have these sent directly to midwest mailing & I will send them the bike shop address list. They will only arrive about 3 weeks out at best so maybe we could trim this to 15? That would be 1875.

• Need to send something to our own members/regular contact list. We have about 800-900 last I checked. Last time we just sent a postcard. We could sent the brochure, or the flyer (fold in half & put an address sticker on it?) or make a postcard.

• Also I found the participant list from BikeMO2005. We can just add it to the above mailing, it will only add maybe 50 more.

• I just talked to Paul Corcoran of Hogback Ridge & arranged to join in on their address list sharing plan. So they have like 2600 KS bicyclists on the list. Astonishingly about 2350 of those are from the KC area or really close, like Leavenworth, Lawrence, Atchison. In addition there are 706 from MO. So altogether that is 3058 that I want to send membership invitations to, also include BikeMO brochure or flyer, time it to arrive about Oct 1st.

• So adding all those up I'm getting 6983 if we send brochures to all and do 25 to each bike shop.

• 6183 brochures plus 800 postcards if we do postcards to our own members.

• Another option saving a bit of money, would be just do the one-page flyer in the membership mailing.

• In that case it would be:

o 3125 brochures

o 3058 one-page flyers

o 800 postcards (or flyers?)

• Most economical of all would be only 15 to each bike shop:

o 1875 brochures

o 3058 one-page flyers

o 800 postcards (or flyers?)

Consider getting BikeMO on SportKC’s list. A friend has offered to help with this if we need her help. You can get pledges and donations through the sports commission. Their website is . In 2006, we chose not to pursue this. We are small potatoes and don't have money to invest in ads. At this time, we need to exhaust all the grassroots avenues of advertising and marketing. We surely don't have funds in a budget to have a funded campaign. Maybe in a few years, if BikeMO takes off and we begin to get great corporate sponsors, and membership reaches 1,500 etc. The cost is $100 per month.

Try to get 1 or 2 positive quotes from past participants. We used the following quote in 2006:

Let me just say that if you're even thinking about doing this ride . . . then you have to do it. Last year's ride was absolutely beautiful. The weather was perfect, there was still plenty of colorful foliage left and the route was great. I did the 62 mile route and there were no killer hills and traffic wasn't a problem at all. I joined a very friendly group of riders from Jeff City along the route and couldn't have had a better time. Hope to see you there!

—Chuong Doan

Ask for event to be put on MARA calendar.

Address the website ( early.

Please remember to send Morgan Bearden anything that you would like him to distribute at TOTO: MBF info, BikeMO info, etc. I think that 250 copies will be all that is needed.

Regarding T-shirts (info is also included in Section 4: T-shirt Production):

• Laurie Chipman suggested something I had vaguely thought of, that the t-shirt, flyer, banners, etc. should have an integrated design--if we use a certain logo or drawing, font, etc., on the t-shirt it should appear on all the BikeMo materials.

• Laurie suggests that we want to make a t-shirt that is really good looking so that people will want it and wear it. She suggests min. 3 colors.

• She said there are these possibilities:

o She could design shirt, BikeMO flyer, & BikeMO bookmark. She could then send t-shirt design to, say, Joe's friend who could print them.

o Someone else could design t-shirt, then send the design to her so she could make the flyer, bookmark etc. with the same design.

o She could design flyer, bookmark, etc. then send the design to the t-shirt guy who would do his thing from there.

• She says she has the time this summer to work on it & would be interested in making it "good" if she does.

• Also are we going to pay the t-shirt designer or have we thought that side of it through? Do you know what kind of a deal you might be able to get from your t-shirt designing friend, Joe? Would he want to, be interested in, designing flyers, etc., as well as t-shirts?

• I would not promise logo on front of shirt. Many times it's on the back. I would just say logo printed on shirt and make it size related to the amount of donation.

What educational and/or historical landmarks can we include in the tour, either on the route or as an added attraction? Example: a ride perk may be a coupon to Fulton and the Winston Churchill Memorial exhibit.

Contact the Missouri Department of Tourism? They might be a possible sponsor, or at least add us to their calendar of events.

Consider dividing up the list of last year’s participants and have board members give them a reminder/invitation call. Making calls like this is a good way for us to connect with the membership anyway.

12. Event Preparation

|Task |Subtask |Name |Complete By |Lead Time|Owner |

|12 | |Event Preparation | | | |

|12 |1 |Develop Agenda/Timeline for the Day |10/13/06 | | |

|12 |2 |Develop route map |10/13/06 | | |

|12 |3 |Arrange for fire engine |10/13/06 | | |

|12 |4 |Arrange for sound system/music |10/13/06 | | |

|12 |5 |Attempt to arrange an "official" hotel |10/13/06 | | |

|12 |6 |Attempt to arrange an "official" restaurant |10/13/06 | | |

|12 |7 |Arrange guest speakers |10/13/06 | | |

|12 |8 |Compile volunteer cell phone #s. |10/13/06 | | |

|12 |9 |Arrange for porta-potties |10/13/06 | | |

|12 |10 |Collect goodies, prizes, flyres, etc. |10/13/06 | | |

|12 |11 |Stuff Goody Bags |10/13/06 | | |

|12 |12 |Pick up rentals |10/13/06 | | |

|12 |13 |Pick up donated food/materials |10/13/06 | | |

|12 |14 |Purchase additional food/materials |10/13/06 | | |

|12 |15 |Mark Route |10/13/06 | | |

|12 |16 |Volunteer Orientation |10/14/06 | | |

|12 |17 |Set up Sag Stations |10/14/06 | | |

|12 |18 |Set up registration area |10/14/06 | | |

Details

Apollo Porta Potties And Pumping Services Llc (Apollo Sanitary Toilet Rentals)

23922 Audrain Rd 416, Mexico, MO 65265, United States  (Map)

Phone: (573) 581-6306

Schrimpf Management--to get permission to use Holt's Summit Plaza. They will need a copy of the insurance certificate.

Ravine Street Bicycle in Fulton--Eric. He will host a sag stop if you ask.

Lessons Learned

Need at least 2-3 - 8ft tables for registration, plus 6 chairs. Plus registration stuff like pens, clipboards, stapler, tape etc. 

 

Need 2 10x10 pop up tents for registration.

 

The sound system is still being coordinated.

 

Last year KCBC brought 5.

We will probably need 3 for registration plus 2 for sags (Fulton Bike Shop can supply one there, so we just need 2 more). So that takes care of the KCBC tables.

I've got at least 4 displays myself that would each need a table. And I've only got two tables.

In addition to the 4 displays I've got, we've got at least:

• MoDOT bike/ped

• PedNET

• Columbia parks & rec.

• KC Bike Fed

• ACME Bicycle Co.

• Kansas City Bicycle Club

• St. Louis Bike Fed TrailNet

• Jeff City Tourism Bureau (bringing own table/chairs)

• Save the Katy Bridge committee (will bring own)

• Holt's Summit Fire Dept (will have own fire engines)

Put up signs warning cars there is a bike ride, esp. on Hwy Z.

Occasionally mentioned, not enough markings for some people, esp. from Fulton on in to the end. Some people mentioned the idea of using signs in addition to markings (KCBC does that & if we are borrowing their stuff perhaps they have the signs among the other stuff, so it is a thought). I doubled the number of arrow turn markings at each corner from two to four and added a few more words.

KCBC will have signs we can use. I saw then being use last Sunday for Bike for the Brain. I'm sure the signs are in with their equipment. Might want to put SLOW bicycles ahead sign on sag vehicle Laurie

You already know how I spent about four hours of my next-to-last-day of vacation, marking the 30-mile portion of the BikeMO route. Now it's time to hear the story of how I spent my last day of vacation. Ready?

On Friday, I finished marking the BikeMO route (the metric and century, including through Fulton). During this thrilling six hours of vacation, I used most of two 18-ounce cans of water-based white marking paint (water-based white to keep our engineer friends happy). Each turn has four arrows, three directional and one confirmation. I stopped at the c-stores in Readsville and Millersburg to alert them about the ride. Kevin, who works at the Millersburg store is from Seattle and said that he may ride with us. John Labelle, the new owner of Kallahan's (formerly 4 C), was very nice. He has camping spaces, breakfast, lunch and pizza (6867 State Road D, Readsville, MO 65067, 573-254-3070). The section of Route O between Fulton and Reform was unusually busy (Callaway Nuclear Plant must have had something going on--maybe shift change).

I called Rosemary Augustin (573-544-4232), a New Bloomfield city official (I think the mayor), to inquire about the torn up road in her city. The city is connecting residents to utilities and will eventually repave the right (east) half of the road. She offered the possibility that the Civic Club may be willing to sweep the left half of the block that is still paved prior to our ride to allow us smooth gravel-free pavement on the left side. She asked me to call her tomorrow (Monday) at 9 am.

I called the portapotty guy (I think he lives in Mexico) to thank him for suggesting such a good location for the toilet in Guthrie. He was very nice.

Note: Contact info: Apollo Porta Potties And Pumping Services Llc (Apollo Sanitary Toilet Rentals)

23922 Audrain Rd 416, Mexico, MO 65265, United States  (Map)

Phone: (573) 581-6306

Yesterday, I bought three more 18-ounce cans of paint at 6.99 + tax a piece ($22.38). I have two left. Shall I keep them or take them back? My mileage was 144 miles.

So ... if anyone wants to keep track of real expenses including donated ones (like mine) here's my breakdown:

• Mileage for marking three routes (30, 62, 100) was 198 x .415 (MoDOT reimbursement rate) which results in a donation of $82.17.

• Paint costs for three cans of 18-ounce paint was $22.38.

• Lunch at Readsville was $5.

• Time spent was ten hours ($24 per hour) = $240.

In case anyone is interested, the BikeMO 30-mile route took about 20 ounces of white, water-soluable marking paint and three hours. I put four arrows on each turn, three directional and one confirmation. My mileage was 54 miles. The 18-ounce cans cost 6.99 plus tax.

We have two portable toilets reserved from Apollo Portable Toilets, Don Feger, 1-800-403-6306, $130/two. One goes in Guthrie at the Fire Protection District garage on Route J across from Tonanzio's (I painted SAG on the road with an arrow) and the other on the century route at the intersection of North Outer Road and D, north of I-70.

One block of street in New Bloomfield (Elm Street/Country Road 367) has been torn up due to road construction. I have ridden this block and though it is rough, it is doable.

At last I spoke to the manager at Tonanzio's. He was very nice but does not want a portapotty on his property. A wedding reception will be at his place Saturday afternoon and I cannot argue with his reasons. He suggested that we locate our stop at the intersection of J and Y. He said that the old store that was there is gone now and is public property. I'll check it out in the next couple of days and get back to you. Caryn

Just to clarify, the three spots we talked about needing porta-potties are

• Start line

• Sag @ Tonanzio's

• Sag where D crosses I-70

if people are using the toilets at other businesses we should warn them before the event and give them something in return, even if it's extra TP.

13. BikeMo Event

|Task |Subtask |Name |Complete By |Lead Time |Owner |

|13 | |BikeMO Event (Sat) |10/14/06 | | |

Details

Lessons Learned

Remind people about good group riding skills, practices, etc. (We're telling others to do this but forgot to do it ourselves!) Probably handle it by putting some tips on the map and then also mentioning them during the welcome.

Have ALL riders actually wear their numbers, it really helps the sag people. Have a specific place they should be worn (ie visible from the back).

How about getting a group to do a lunch in Fulton?

Next year it might be nice to save some of the food at the starting/finishing point, both for volunteers spending the day there and for riders to have a little something when they return.

Pamela Murray, who is one the Holt's Summit Board of Aldermen and also secretary of the Holts Summit Community Betterment Association, has agreed to come and speak to people as part of our little "send off" ceremony, and also greet the Attny General or his representative on behalf of Holt's Summit. Her contact info 573-896-8810.

Also I contacted the Police Dept with some updates about the Attorney General, etc. Just so they know what is going on. With a "fair", speeches, and maybe 200+ people there it is going to look a little different than it did last year.

WrIte to a few of the most interested cities. In 2006 Brad Vandris of Greenwood suggested they could come out to BikeMO with a booth promoting Greenwood.

Other ideas from 2006:

1. Attorney General or at least a rep. from the AG's office to give a 5 minute speech to kickoff BikeMO. Also we will present him with the 2000+ emails people have sent in support of the complete Katy Trail.

2. Cities (Raytown, Lee's Summit, Windsor, Pleasant, Hill, Greenwood, KCMO, etc.), organizations (PedNET, Osage Trails Assoc, American Heart Assoc, Missouri Parks & Rec Assoc, etc etc.), bike shops, Katy Trail businesses, etc. come and set up displays in the registration area. The idea is to get those organizations/cities/etc. with a high interest in getting the Katy Trail connection on the ground.

3. Press/media to cover the AG/Katy Trail Connection issue (we already have some people interested in covering the ride itself, but the AG is a bit different)

4. I invited the Attorney General to come to the BikeMO kickoff. The plan is I can present him the 2000+ emails plus petition signatures people have sent in support of the Katy Trail extension to Kansas City. Then he will give like a 5 minute speech.

5. Also we can invite the press, etc. (though we have already invited them, just for BikeMO, but we can also do a little press release about this special presentation).

I think we should make some notes about what to say in the "send-off speech", including, but not limited to:

1. If in trouble call one of the cell phone #s on the route map.

2. When the speeches are being made at the beginning the speaker needs to say what a great organization we are and in the goody bag is a memberhship form and we encourage everyone to join that day. At the end when they pick up the bag this message needs to be repeated. Our brochure doesn't have a form for using a credit card. I can make one if you want just for bikeMO.

3. There might be a shift change at the Nuclear plant we can inform people about. Only affects Century riders. I'll try to track details down.

Find a celebrity to lead the ride.  For obvious marketing purposes. The celeb can ride the short distance or just announce the start of the event. A photo opp with celeb may be possible. Use of name on all promo material.

 

Non-partison Legislative Peloton.  Special invite to our legislative cyclists, our lobbyist, Jetton and Blunt, DNR, MoPARKS, MoDOT, etc to join the short ride. We give them special shirts and give them recognition as special friends of MBF. Give these guys special perks (souvenir T, lunch, dinner). If they don't ride, maybe a hospitality tent prior to start of event with coffee and donuts for cyclists to meet with special guests etc. Also lets include the Mayor, City Council, State Rep and Senator from the area on list of special guests. eetc. 

14. Event Wrapup

|Task |Subtask |Name |Complete By |Lead Time|Owner |

|14 | |Event Wrapup | | | |

|14 |1 |Clean up registration |10/14/06 | | |

|14 |2 |Clean up Sag Stations |10/14/06 | | |

|14 |3 |Return Rentals |10/14/06 | | |

|14 |4 |Thank you notes to volunteers |10/21/06 | | |

|14 |5 |Thank you notes to sponsors |10/21/06 | | |

|14 |6 |Document Lessons Learned |10/31/06 | | |

|14 |7 |Update Event Manual |10/31/06 | | |

|14 |8 |Send list of participants to Bicycling Mag. |10/31/06 | | |

|14 |9 |Return excess Race numbers to RoadID |10/31/06 | | |

Details

Lessons Learned

Hey Board,

Would it be possible to put a different return address on the survey?

If Brent is to receive them, could we use his address? We need to think about this carefully since we do not wish to violate the privacy of our members. That is one good use of a POB. I feel guilty being the bottleneck of the mail process. It may be time to take a serious look at our process. Caryn

We should probably put

Mobikefed

0000 Arlington

Raytown, MO 00000

Appendices

Project Plan

Budget

Logo

Entry Form

Brochure

Flyer

Bookmark

Letter to Potential Sponsors

Sponsorship Program

Fact Sheet

Sponsorship Agreement

Title Sponsor Agreement

Sponsorship Invitee List

Sponsor Contact List

Sample Email to Board - Sponsorships

T-shirt Design

Template – List of Participants

Letter to Bike Shops

Letter to Clubs

Press Releases

Sample Email

Poster

Route Map

Cue Sheet

Sample Schedule – Day of Event

Volunteer Schedule

Insurance Form

Participant Survey

Sample Meeting Agenda

Fulton Restaurants

Signs

Sag Stop Schedule

2006 BikeMO Survey Results

Sag Stop Supplies

Press Releases

PRESS RELEASE

For immediate release

Contacts:

Brent Hugh, Executive Director

Missouri Bicycle Federation, Inc.

5916 Arlington Ave

Raytown, MO 64133

816-695-6736 director@

Caryn Giarratano

4904 Sharon Dr

Jefferson City, MO 65109

573-636-4488 cgcyclist@

BikeMO

A Celebration Ride for the Missouri Bicycle Federation's Successes of 2005

Who: Bicyclists from around the state

Where: Holt's Summit, MO, 5 miles north of Jefferson City on Hwy 54

When: 9 a.m., Sat., Oct. 15, 2005

What: Bicycle ride with 35, 62 & 100 mile routes

Web: (including route map) Pre-registration is encouraged--riders can pre-register online starting August 30th.

Bicyclists from around Missouri are invited to celebrate the Missouri Bicycle Federation's recent successes with us on BikeMO, a new ride that features the fall foliage and beautiful roads of central Missouri.

BikeMO starts at Holt's Summit Plaza, Holt's Summit, MO (north of Jefferson

City) and follows routes in Callaway County.

The ride is fully supported with periodic rest stops and sag vehicles.

"One of MoBikeFed's biggest successes this year is the Bicycle Safety Bill," says Executive Director Brent Hugh. The bill, recently signed into law by Governor Matt Blunt, "makes it crystal clear that bicyclists have the right to use public roadways and that motorists must pass bicyclists safely." Motorists who pass bicyclists dangerously can be convicted of a Class C misdemeanor.

Ride pre-registration is only $20, ride day registration $25.

Participants can pre-register online at bikemo or by sending name, address, phone, email, and $20 to Missouri Bicycle Federation, P.O.

Box 104871, Jefferson City, MO 65110-4871

BikeMO details:



Bicycle safety bill details:



Sponsor Contact List

|Sponsor Name & Contact Info |Description of Donation |

|The Beeline C-store |Permission to use exterior outlet |

|Manager: Nicole |Donated a free case of water bottles |

|Owner: Gary | |

|Holt’s Summit | |

|573-896-9360 | |

|Rural Missouri Magazine | |

|4 C Convenience Store |1 dollar off coupon |

|6867 State Rd D | |

|Portland, MO 65067 | |

|573-254-3070 | |

|Holt's Summit Plaza Shopping Center | |

|Holt's Summit | |

|Walmart | |

|Columbia | |

|Mid-Mo Rental |table |

|Fulton | |

| | |

|Ravine Street Bicycle |sag stop |

|Fulton Sag | |

|Fireworks Supermarket |sag stop |

|Kingdom City | |

|index.cfm | |

|Tonanzio's Cedar Lake Lodge |sag stop |

|New Bloomfield | |

| | |

|Capitol City Cycling Club |2 ten-gallon water jugs |

| | |

|Red, White & Green, Inc. | |

|on The Hill | |

|St. Louis MO | |

|Trek Bicycle Corp. | |

|Jeff Chattin (state rep) – Columbia (he is an MBF member) | |

|jeff_chattin@ | |

|573-442-3019 (H) | |

|573-489-0534 (W) | |

|Rosie's Diner | |

|170 S Summit Dr | |

|Holts Summit, MO | |

|Summit Plaza Inn, Holts Summit | |

| | |

|Pizza Hut | |

|152 Northstar St | |

|Holts Summit, MO | |

|Mc Donald's | |

|123 Northstar St | |

|Holts Summit, MO | |

|Landshire Sandwiches | |

|165 W Simon Blvd | |

|Holts Summit, MO | |

|RoadID |$2 coupons |

| |$15 gift certificates for their ID bracelets |

| |RoadID numbered bibs |

| |listing in their event calendar |

| |250 flyers for registration packets |

| |8 gift certificates for the RoadID bracelets |

|John Merli | |

|Dogfish USA sportswear | |

|P.O. Box 190107 | |

|St. Louis, MO 63119 | |

|866-968-5499 | |

| | |

|team@ | |

| | |

| | |

| | |

Sag Stop Supplies

Here's what we've got coming from Whole Foods (from 2006):

• 40 2.5 gallon Water jugs

• Trail Mix

• 2 cases Bananas

• 2 Cases Gala Apples

• 2 Cases "2 bite" Oatmeal Cookies

• 2 cases "2 bite" Chocolate Chip Cookies

Here are SAG guidelines from KCBC

SAG ONE

• Table

• Water Jugs (2)

• Small water Jug

• Cooler (1) for fruit

• Extra TP

• Ziplocs

• Trash Bags

• Clorox Wipes

• Paper Towels

• Knife

• Extra Maps

• Sag Info Sheet w/ phone Numbers

• Food

SAG TWO

• Table

• EZ Up

• Water Jugs (2) Square Ones

• Cooler (1) for fruit

• Ziplocs

• Trash bags

• Clorox Wipes

• Paper Towels

• Knife

• Extra Maps

• Sag Info Sheet w/phone Numbers

• Food

SAG THREE

• Table

• EZ Up

• Water Jug (1)

• Small Jug (1)

• Cooler (1) for fruit

• Ziplocs

• Trash bags

• Paper Towels

• Knife

• Extra Maps

• Sag Info Sheet w/phone Numbers

• Food

• Fruit

o 1 case of Bananas

o 2 bags of Oranges (SAM's)

o 2 bags of apples

• Bread Store

o 8 loaves of bread

o Fig bars

o Fruit Figs

o Twinkies

o Cookies

• Powdered Gatorade

• Peanut Butter and Jelly

• Trail Mix

• PB Crackers

• 4 dozen bagels

• Supplies

o Paper Towels

o Paper Plates

o Paper Cups

o Cutting Boards

o Handy Wipes

o Trash Bags

o Ziploc bags

o 1st aid

o Windex Spray Bottle

o Knives to make Sandwiches

o Rubermaid containers for sag food

o Baggie covers for fruit bowls

• Water Jugs/Ice

o 5 10 gallon jugs

o 2 5 gallon jug

SAG FOUR

• Water Jugs (2)

• Small Jug (1)

• Cooler (1)

• Ziplocs

• Trash bags

• Paper Towels

• Extra TP

• Knife

• Cutting Board

• Extra Maps

• Sag Info w/ phone Numbers

• Food

SAG 5

• Water Jugs (2)

• Cooler (1) Fruit

• Ziplocs

• Trash bags

• Paper Towels

• Extra TP

• Knife

• Cutting Board

• Extra Maps

• Sag Info w/ phone Numbers

• Food

END

• Table

• Water Jugs (From SAG 1)

• Extra TP

• Watermelon

• Left over Food from SAGS

ROVERS

• Water

• Route Map with SAG Information

• Phone Numbers

• Small container with food

• First Aid Supplies

SAG ONE ( all routes)

• 3 Cantaloup

• 1 case of Bananas

• ½ case of grapes

• Divide muffins up for them – gave people each package of 6 so they ran out early Give possibly more muffins Trail Mix More Bread – probably 3 loaves 72 Cookies Kleenex SAG TWO (70/100) Bananas: 1 case Grapes: ½ Case Cantaloup: 1 Case (6) 4 loaves of bread More Crackers Power Bread More Twinkies SAG THREE (100) Bananas: ½ Case Cantaloup: 3 2 Loaves of Bread More Power Bread Twinkies Lose the animal crackers replace with cookies SAG FOUR (70/100) Banana: 1 Case Cantaloup: 1 Case (6) Grapes some and maybe Oranges 4 loaves of bread More Trail Mix SAG FIVE More Bread and PB&J – They went through 7 loaves of bread Banana: 1 case Cantaloup: 3 Watermelon: 5 Maybe oranges instead of grapes Trail Mix More Figs Vanilla Wafers Cookies Twinkies Twinkies went over well. Maybe do animal crackers at some stops one bag divided would be plenty. Weather was cooler so not as much fruit was eaten. Maybe lighten up on grapes and add oranges instead. Divide up all food the way you want it. The sags won't do it.

From KCBC (2006)

As for equipment, I don't see why we would not provide access to everything we have if they need it. That would be enough for five sag stops.

• 15 10-gallon water jugs

• 6' tables

• 5 tubs for food; 5 for sags, 2 for roving sags

• 5 tubs with knives, trash bag, zip locks, first aid kit, insurance forms, cutting boards, etc.

• 5 collapsible trash cans

• 2 Ezups

• 1 Trailer

They do have gatorade powder or something similar to go with water for some stops on long routes like the century; they feel it's pretty much a necessity on the long routes.

No "rest stops" per se. They just use convenience stores spaced about every 10 miles apart. They DO stock the C-Stores with water out front (keeps freeloaders out of the store making everyone happier). Formula is 10 gallons of water supplies 100 riders. They use large water coolers/containers & come around & refill as necessary OR ask the C-Store people to keep an eye out & refill.

2 people at each sag is enough generally, except maybe the very earliest sags.

Potential Sag Stop volunteers

• Trailnet

• St. Louis Bike Fed

• KC Bike Fed

• Team in Training

• MS Society

• KC Bike Club

• JoCo Bike Club

Being flexible is key. As one rest stop closes, and if they have left over supplies, they need to determine if the other rest stops need their left-overs. Don't just automatically return food and drinks to the start/finish. We use the local ham radio club to help us figure this sort of stuff out - maybe cell phones will work well enough in your area.

We also give each rest stop an envelope with 25 - 50 dollars in case of a food emergency. The idea is that they could slip over to a store and buy some needed chow.

Also, be sure to have food and drinks at the start/finish for the folks who need a little something after they have finished the ride - they tend to think that they are still your responsibility until they are all the way back home!

Could get community groups like oddfellows in Fulton to help. Esp. to man a sag in their own town. Fulton is bigger than Holts Summit plus the ride is more centered there. Also Callaway Cty CofC, , based in Fulton. Also Holts Summit Optimist Club.

Other miscellaneous comments:

• Bought about 16 bags of apples @ $2.80/bag and had lots left over, like12 bags. Probably one bag/sag plenty.

• 1 jar of peanut butter/sag plenty.

• Bought 4 boxes of crackers, used about 1 or less. One "tray" per sag would be plenty.

• Cookies, one tray per sag stop is about right.

• Nilla wafers were popular, one box per sag was plenty.

• Bananas were most popular. Bought 50 lbs and actually used most of them (maybe 40-45 pounds). Don't cut them up ahead of time at all as they go rotten.

• People like Fred's sag items of baby carrots, cherry tomatoes, cut up peppers, etc.

• Formula of 10 gallons water supplies 100 cyclists is almost right on the money. Maybe only 90 cyclists just to be conservative.

Advocacy item/petition at each sag stop.

I have not taken account of how much we need but the food and water took up the whole back end of my Matrix and the front passenger seat.

2 cases each apples and bananas

2 big tubs of trail mix--cheerios, cashews, raisins, chocolate bits, banana chips case of small cookies lots of spring water in boxes

I would suggest some peanut butter and more cookies bread? and knives for pb sandwich--what do you think?

granola bars?

ice

paper towels

hand sanitizers

>40 2.5 gallon Water jugs = 100 gal. too much

>>

>Trail Mix = 6 boxes toasty O's, 5-6 boxes raisins, 2-3 lb.

>chocolate drops, 2 lb banana chips, 3 lb or more nuts makes one big

>tub

we had twice this much and it was waaaay too much sandwich bags for trail mix cup to scoop it

>>

>2 cases Bananas

>2 Cases Gala Apples

>2 Cases "2 bite" Oatmeal Cookies

>2 cases "2 bite" Chocolate Chip Cookies

gatorade

peanut butter med jar --three total

6 boxes nilla wafers

sanitary gel

This is my estimate for my estimate of about 150 people, I don't really know the total number of people 25-30 gal water Trail mix --3 box toasty O's, 3 box raisins, 1 lb chocolate drops, bag banana chips, 1-2 lb nuts sandwich bags for trail mix and cup to scoop it, don't let people scoop their own to reduce chance of disease---there was a big gastro disease breakout at Bike Across KS this year.

2 cases bananas

1 case apples

2 cases oatmeal cookies

2 cases chocolate chip cookies

may not need nilla wafers or at most 3 boxes sm. jar gatorade per SAG med Jar peanut butter, 3 jars sanitary gel per SAG paper towels may need sm plastic bins if we have sliced food or PB sandwiches I thought the PB with cookies worked well and I think a PBJ sandwich would be a mess unless made ahead even a little bit

KCBC has a great system worked out with their trailer loaded with supplies. They have figured this out really well.

5 six foot tables

19 10-gallon water jugs

2 ezups

12 tubs 7-empty 5 with sag supplies, see below Registration clip boards, pens, signs waivers

5 expandable trash cans

200 route signs

SAG basic supplies (tub 1):

5’ Hose for filling water jugs

Faucet key to turn water on

Two rolls toilet paper

First aid kit

Two rolls paper towels

Facial tissues

Two knives-sharp-fruit

Two knives-dull-peanut butter

Two cutting boards

Two bowls – for cut fruit on top of ice

Two tubs for PBJ’s

Four trash bags in zip lock bag

One collapsible camping trash bag holder Sterile wipes Zip lock bags Windex Bug spray – for sag staff, you can thank us later Plastic gloves Insurance forms 10 to 20 extra route maps for those that left them in their car, go figure Cell phone numbers of roving sag – should be on route maps

hand sanitizer for each station. or sanitary wipes for every station.

We intend to wash the fruit. We will not be placing the fruit into bowls with ice. The fruit will be bananas, grapes, and oranges (but no apples).

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