Ride Coordinators’ Guide

The information below is intended to provide information to assist Club members who have volunteered to become ride coordinators or for those who are thinking about offering their services.

The information, which is provided by way of a question and answer format, is to provide basic information and to answer the most commonly asked questions, however, the golden rule is to ask the advice of experienced ride coordinators if you are in any doubt.

Question:        What is a ride coordinator?

Answer:          A rider who represents the Club during a specified ride and acts just as the description suggests.  The coordinator chooses the precise route to be taken on the day, although the Ride Committee of the Club will have provided an outline of the route. He or she will also be responsible for ensuring that the chosen refreshment location is available on the day and will encourage riders to comply with the Club’s risk assessment and policy matters.

Question:       Does the coordinator have an increased legal obligation?

Answer:          The title has been specifically recommended by British Cycling in order that coordinators level of responsibility is merely that mentioned in the above paragraph.  In short, we believe and understand that the level of legal responsibility will be no greater than that of each and every member of the group with the same common law duty of care.

Question:       Do I have to know the route well?

Answer:          You should be familiar with the route to a reasonable standard in order to be aware of any aspect that should be brought to the attention of the group, such as a dangerous junction or potential road surface conditions.  You should also be in possession of the provided route plan in case the role of coordinator is passed to another member for reason such as mechanical breakdown etc.

Question:       Should I always be at the front?

Answer:          Ideally, the coordinator should be in a position to lead and direct, but in some circumstances, such as a long hill, you may allow others to take the lead, but in so doing, should nominate a re-grouping location.

Question:       What have I to do if there is an accident or someone is injured whilst cycling?

Answer:         You will find an INCIDENT REPORT FORM HERE that can be printed off and then completed and passed to the Club’s Safety Officer (John Spencer)

Question:       Do I need to be a mechanical expert?

Answer:          No.  Every rider is ultimately responsible for their own machine and should be capable of undertaking basic repairs and able to deal with punctures.  In the case of mechanical breakdown or puncture, the coordinator and other members of the group may wish to assist, but nobody has a greater level of responsibility than each individual rider.

Question:       What about young riders?

Answer:          The Club has a Young Persons’ Policy which can be found on the website and provides all the information that you require. In addition, each ride coordinator is to be provided with a credit card sized aid memoire to assist in the basic principals of ride coordination.

Question:       Are there any policies that I need to know?

Answer:          Just like every other member, you should be aware of the Clubs’ generic risk assessment which can be viewed on the website and gives clear and precise instructions to all Club riders.

Question:       How do I ensure that we stay together as a group?

Answer:          It is always a good idea to have someone to act as a back marker, usually someone who could ride ahead and make contact with the coordinator in the event of a rider falling behind due to fatigue, puncture or mechanical breakdown.  It is also a good idea to exchange mobile telephone numbers of coordinator and back marker prior to the start of the ride.

Question:       When does my responsibility start and end?

Answer:          In the case of the normal Club rides, the coordinator’s responsibility will commence as the group departs from the nominated start point and will continue until arrival the nominated terminal point.

Question:       Do I need to be at the start of the park and ride events?

Answer:          The official start for the park and ride events is within the car park of the Sports and Social Club, situated off Lancaster Road, Garstang.  Coordinators should either be there, or have made alternative arrangements with some other person who can make decisions in the case of inclement weather and then be able to make contact with the coordinator.

Question:       What happens if I am not able to act as coordinator on a ride?

Answer:          It is your responsibility to pass the role to some other coordinator and also to pass the route plan to them.  However, if you have any problems, contact any of the ride committee members or speak to any of the club officers.

Question:       Can I change bits of the route if I wish to do so, or if someone else recommends a particular section?

Answer:          As coordinator such decisions are yours, but even if following a route that someone else recommends, you will remain as coordinator unless you pass that role to another qualified coordinator; however, you may feel more confident in sticking to the route that you are familiar with.

Question:       What should I do if either someone cannot complete the ride or there is a change in the weather?

Answer:          In the case of a need to split the ride to deal with fatigue or breakdown etc, it is simply a case of using discretion and making common sense decisions which are in accordance with the Club’s policies and risk assessments. 

In conclusion:

The role of coordinator is not a precise science, but is a role of responsibility acting at all times in the best interests of the club and its members.  You are not alone in your task, but can seek guidance from others.  The role is vital to the future wellbeing of the club and your role is greatly appreciated.