2013-05-17 SOP for Road Captains

7/28/2019 2013-05-17 SOP for Road Captains

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Updated May 17, 2013

The Woodlands HOG Chapter #1420Standard Operating Procedures

For Road Captains2013

These Standard Operating Procedures are a guideline to help you, as a Road Captain,safely lead groups of riders. These are guidelines only. You should use common senseand sound judgment at all times.

1) Qualifications -

Note: All Road Captain appointments are subject to approval by the Sponsor, Director,Assistant Director, Head Road Captain, Safety Officer and the Senior Road Captains.

a) Complete the Motorcycle Safety Foundation Basic or Experienced RidersCourse (experienced preferred) within the last two years.

b) Have a current Motorcycle Drivers License.

c) Complete The Woodlands HOG Road Captain Course.

d) Must have ridden on at least 10 chapter rides in the last year.

e) Successfully lead a minimum of three rides under the supervision of a currentSenior Road Captain.

f) Lead at least one ride every 6 months to remain qualified. g) Any Road Captainnot leading at least one ride during a 6-month period will be placed on theinactive list.

h) To get off the inactive list, all the inactive Road Captain has to do is lead one

ride as per e) above.

i) Road Captains that are on the Inactive List for 12 months will be dropped fromthe Road Captain list.

j) Road Captains that are dropped from the Road Captain list must re-qualify asper items a-e above.

2) Pre-Ride -

a) At staging area, sign in as Road Captain.

b) Road Captains should make sure they have the Ride Host and the Head RoadCaptains cell number, if applicable. The Ride Host is the person who is in

charge of that ride and will generally be an officer.

c) Road Captains should make sure they have an Injury Report Form with them.One can be obtained from the Director, Assistant Director, Head Road Captain orSafety Officer.

d) The number of groups and the Lead and Sweep Road Captains for eachgroup will be determined prior to the Road Captains Meeting.


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e) At the Road Captains Meeting, announce the number of groups, and the Leadand Sweep Road Captains for each group.

f) Road Captains shall take an active role in positioning riders within their group.Make sure your Sweep knows and accepts the responsibilities outlined in Item 7.

g) For each group, the Lead Road Captain and the Sweep should exchange cellphone numbers, if applicable.

h) The Ride Host should make sure all riders are signed in on the Rider SignupSheet. Any non-chapter member riders and passengers must fill out a releaseform. There are separate forms for adults and minors. Make sure the minorsforms are signed by an adult (parent or legal guardian). Non-parental / or legalcustodial signatures are not valid.

i) All minors, including chapter members, must have a release form signed by anadult (parent or legal guardian) for every event / ride. Non-parental / or legalcustodial signatures are not valid.

j) The Ride Host should note the Road Captains that Lead and Sweep on theRider Signup Sheet, in order to track participation by the Road Captains.

3) Riders Meeting Before leaving on a ride, the Ride Host, Director, AssistantDirector, Head Road Captain,Safety Officer or a Senior Road Captain will hold a briefriders meeting. During this meeting the following points should becovered as aminimum:

a) Groups should be split up to have 5 to 8 bikes maximum.

b) Everyone will ride in a staggered formation. Side by side is illegal anddangerous. A staggered formation allows for maximum visibility and safety foreach rider. Try to stay in your staggered position and dont wander from side to

side. However, on curves, a rider does own the entire width of the lane, ifneeded, to maneuver. This is different from wandering.

c) Riders should not pass other riders within their group. Maintain the sameposition relative to the other riders. If a rider wants to change positions in thegroup, do it at the next rest break.

d) Allow a minimum of 2 seconds between you and the rider directly in front ofyou, and 1 second between you and the staggered rider in front of you. Thisspace cushion gives each rider room to maneuver and still maintains the ridingformation.

e) If the bike in front of a rider is a trike or sidecar, allow 2 seconds following

distance. The trike or sidecar owns the whole width of the lane.

f) Pass 18-wheelers in single file. This applies also when an 18-wheeler iscoming towards the group from the other direction, and is in the lane next to thegroup. Remember 18-wheelers may not see you when you are on their rightside.

g) On all but gradual curves, go to single file before entering the curve. UseOutside-Inside-Outside technique: Outer part of curve while approaching, go to


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inside at the apex of the curve, then back to outside while exiting the curve. Thegroup then goes back to staggered formation when safe to do so. This allowsmaximum visibility and the ability for proper handling of the bike during curves.

h) Let all riders know that cruise controls or throttle locks are not to be usedduring a group ride. The dynamics of group riding demand our highest level of

concentration and preparedness for emergency maneuvers. We must always beat our best and prepared to react instantaneously to events during the ride. Theuse of cruise controls or throttle locks endangers the riders in front, should theyneed to stop or decelerate quickly.

i) In the event members of a group are separated by traffic signals or otherconditions, the Lead Road Captain should pull over at a safe location and wait forthe remainder of their group. Emphasize that those that were separated shouldnot do anything dangerous to catch up. The lead group will wait for them.

j) It is important for each rider to ride his own ride. Just because the bike in frontof you crosses an intersection doesnt mean that the intersection will be clear for

you. You are responsible for your own safety and for obeying all trafficsignals and signs.

k) Alcohol, illegal drugs or a prescribed medication, which may temporarily impairriding ability, is prohibited.

l) Explain the basic hand signals that the Road Captains will use. Encourageeveryone to use these signals.

m) Each rider should hold their position in the lane, except to avoid obstacles, orwhen single file is in progress. You own the whole width of the lane if needed tomaneuver, however, drifting out of your track is discouraged.

n) During heavy traffic, a tight formation works best to keep other traffic fromcutting into your group, although keep in mind that safety comes before theintegrity of the group. On open roads, the group can loosen up.

o) If a rider has to pull over during a ride, they should do so safely and try tosignal the rider in front of them and behind them to let them know they are pullingover. The Sweep will pull over and remain with the rider who has stopped and isresponsible for coordinating the situation with the Lead Road Captain. The LeadRoad Captain, and the remaining group, will continue riding to a safe location,such as a parking lot or service station. The Lead Road Captain will either callthe Sweep, or send a rider back to assess the situation.

p) If there are any new riders or someone who hasnt done much group riding,suggest that they ride directly behind a Lead Road Captain. Try not to havemore than one new rider in each group. This position in the group reduces theamount of constant speed adjustment which will reduce the yo-yo effect whichrequires a rider to speed up to catch up.

q) Introduce the Lead and Sweep Road Captains for each group and go over theroute. Hand out maps of the route to the Road Captains and whoever wantsthem. Suggest places for rest stops along the route.


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r) Ensure that the specific ending location of the ride is defined and understoodby the riders. This determines the cessation of insurance and liability coverageby the Chapter.

s) Discuss any special conditions to be encountered on this route such as roadconstruction, rain, gravel, tollbooths, etc.

t) If anyone in the group observes any other rider riding in an unsafe manner,they should inform the Lead or Sweep Road Captain, or Chapter Officer at thefirst opportunity.

u) Explain the lane change procedure. The Lead Road Captain puts on his turnsignal, which is echoed by all the riders in the group. The group does not startchanging lanes yet. The Sweep will secure the new lane, and then the bikes willmove to the new lane, starting with the last bike before the Sweep, then the nextto last bike, etc. until finally the Lead Road Captain is the last bike to changelanes.

v) Suggest that bikes not leading or sweeping, turn off touring lamps so that theleader can quickly determine the location of the Sweep.

4) Poll Riders It is important that the Lead Road Captain knows who is in their groupand find out the answer to a few basic questions:

a) How many miles can you go before you need gas?

b) How soon will anyone need to go to the restroom?

c) Is everyone starting with a full tank of gas?

5) During the Ride

a) Each group must ride to the skill level of the least experienced rider in the

group.b) Road Captains must exercise care to avoid sudden or severe maneuversexcept when avoiding accidents or dangerous situations. This includes suddenstops, sudden changes in direction and/or turns to name a few. If a scheduledturn has been missed or you are just unsure of the route, proceed on yourpresent course to a safe location before stopping or turning around. Doeverything possible to get all the bikes off the road to a parking lot, servicestation or other safe site.

c) Some riders may want to stop in 30 or 40 miles for a restroom break. The firststop is a good time to check with everyone to make sure they are comfortable

with where they are in the group. If there are any problems, you may want toreposition riders.

d) Pulling out of formation, excessive speed and horseplay will not be toleratedunder any circumstance. If the Road Captain or Sweep observes this, theyshould safely pull the group over and the Road Captain should politely ask theperson causing the problem to stop or leave the group, explaining to them thatthis kind of behavior endangers everyone in the group.


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e) In extreme weather conditions like rain, heat or cold, stops should be morefrequent.

f) At gas stops and rest stops, the Lead Road Captain should review the nextsection of the trip with the group.

g) The Sweep should do their best to not let the group get stretched out.h) Be courteous to other users of the road.

i) It is mandatory for any rider leaving the group to notify the Lead or SweepRoad Captain.

j) If a rider has mechanical trouble, they should signal the Lead Road Captain orSweep and safely pull off to the side of the road. The Lead Road Captain shouldlead the remainder of the group to the first available safe place to pull off the roadand the Sweep stays with the rider. As soon as the Lead Road Captain has thegroup at a safe location, communications will be established with the Sweep andmaintained until the rider is able to repair the bike or other arrangements are

made and all involved are comfortable with the situation.k) Remember to scan your review mirrors.

l) DO NOT pull the group over to the shoulder.

m) If traffic is following too closely, find a safe place to pull your group completelyoff the road. For example a gas station, a school parking lot, etc.

n) On multiple lane expressways, (like I-45) avoid riding in the right lane. Useone of the left lanes to minimize traffic cutting through the group entering andexiting the freeway.

6) Accidents or Illness

a) The Lead Road Captain's primary role is to lead the group to its destination.During emergency situations, their role is to coordinate efforts to stabilize thesituation, and then continue with the remaining members of the group to thedestination.

b) If a rider or passenger becomes ill, you should get the whole group safely offthe road.

c) Ask the person who is ill if they need an ambulance. If they refuse, try to getfamily contact information from them and call someone to pick them up, takinginto consideration that arrangements have to be made to get their bike to a safelocation. Let the rider make this decision.

d) After arrangements are made, the Lead Road Captain should have two peoplestay with the sick person until help arrives. Remember to establish a means ofcommunication between the people staying and the Road Captain.

e) The Road Captain should proceed to the next scheduled stop with the rest ofthe group.

f) The Road Captain should contact the Ride Host and advise them of thesituation.


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g) All of the above also applies to accidents.

h) If an accident happens and a rider and or passenger are down, always remaincalm.

i) Try to communicate with the injured person. Do not move the injured person

unless leaving them where they are would cause additional injury or death.j) In the event of an accident, you should always call the police and anambulance. Sometimes the rider or passenger could be in shock and not realizethe extent of their injuries.

k) If the rider or passenger refuses to have an ambulance called, that fact shouldbe noted on the H.O.G. Injury Report Form, in the section for the Name, Address,

Age of the injured party, or on a separate sheet, as applicable.

l) The H.O.G. Injury Report Form should be filled out completely. Be sure to getall witness names and telephone numbers and briefly describe details of theaccident on the report.

m) Keep accurate records on the time that the police and ambulance were called,as well as their arrival times.

n) Let the Ride Host contact family members and advise them of the situation.

o) Turn the Injury Report Forms in to the Ride Host, who will turn them in to theDirector or Sponsor for submission to National H.O.G.

7) Sweep Riding sweep, the last biker in a group, is very important to group safety. Agood Sweep, who leads from the rear of the pack, has many responsibilities, including:

a) Securing the lane for all lane changes on multiple lane roads (passing, exiting,etc.).

b) Knows and understands the planned route of travel.

c) Makes sure anyone dropping out of the group is okay.

d) Communication with the Lead Road Captain. Make yourself visible.

e) Works with the Lead Road Captain as a team.

f) Anticipates the Lead Road Captains moves and responds accordingly.

g) Works to maintain proper gaps and space cushioning.

h) Observes the group for any unsafe rider actions and discusses this with theLead Road Captain at an appropriate and safe time.

i) Signals the Lead Road Captain to pull over in the event of dangerousconditions. Suggest using emergency flashers and horn.

8) Road Captain Equipment Check List If leading or sweeping a ride, each RoadCaptain should have the following:

a) First aid kit.

b) Cell phone.


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c) Maps of route and general area.

d) Emergency contact numbers of Director, Assistant Director, Head RoadCaptain, Safety Officer and Ride Host.

e) Laminated Safety / Group Ride Briefing Card

9) Ride Reports Each Road Captain should write a short email to the Head RoadCaptain and Safety Officer following each ride noting any problems, incidents, badroads, bad rider, good ride, good or bad stops or just nothing unusual. This will help usin planning future rides or dealing with any issues that might have come up.

10) Managing Risks All Road Captains should learn procedures to lower the risk forriders in their group. Below are a few suggestions:

Do not exceed the speed limit. It compromises the safety of the group andmakes some riders uneasy.

Always be sensitive to new riders in your group. Try not to make them ridebeyond their limits. We were all new riders at one time.

Slow down on wet roads or when it is raining.

Slow down when riding at night.

When the weather is extremely hot, take breaks every 50 or 60 miles in gasstations or stores with air conditioning. Drink plenty of fluids.

When the weather is extremely cold, encourage all riders to dress in layers andprotect all exposed skin. Stop every 40 to 50 miles.

The Head Road Captain and/or the Ride Host should plan rides where thetraffic is minimal and the roads are in good condition.

Always be safe minded, and RIDE AND HAVE FUN.

Documents

2013-05-17 SOP for Road Captains