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BOOMER’S BIKE RIDE Set up Manual November 2012 Boomer’s Legacy Foundation 1417 Sabre Court Comox, BC V9M 2X2 250 8907523 [email protected] Charitable # 85075 8988 RR0001 This manual has been created to provide instructions and suggestions to assist you in hosting a successful Boomer’s Bike Ride Campaign in your area. It is a work in progress so please let us know what works and what doesn’t.

Boomer's Legacy Bike Ride Manual

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This document is the official Boomer's Legacy Bike Ride Manual.It was composed from the lessons we have learned over the years while organising and orchestrating a 100+ person bicycle ride from Courtenay to Victoria, BC (214 km). The information contained inside is aimed at being helpful when organising a similar event in other areas.Find out more at: http://boomerslegacy.ca

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Page 1: Boomer's Legacy Bike Ride Manual

 

BOOMER’S  BIKE  RIDE  Set  up  Manual  

 

 November  2012  

       

Boomer’s  Legacy  Foundation  1417  Sabre  Court  

Comox,  BC  V9M  2X2  

 250  890-­‐7523  

[email protected]    

Charitable  #    85075  8988  RR0001    

 

 

This  manual  has  been  created  to  provide  instructions  and  suggestions  to  assist  you  in  hosting  a  successful  Boomer’s  Bike  Ride  Campaign  in  your  area.      

 It  is  a  work  in  progress  so  please  let  us  know  what  works  and  what  doesn’t.  

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TABLE  OF  CONTENTS  

 

Introduction  ………………………………………………..…………………………………….Page  2  

Minimum  Criteria……………………………………………………………………………….Page  3  

Bike  Ride  Chairperson    ………………………………….…………………….…………..…Page  6  

Web  Support  ……………………………………………..………………………………………Page  9  

Public  Relations  …………………………………………………………………………….……Page  10  

Military  Liaison………………………………………………………………………….………..Page  12  

Accommodations…………………………………………………………………….………….Page  14  

Ride  Registration/Admin……………………………………………………….……………Page  15  

Bike  Ride  Marshall………………………………………………………..……………………Page  18  

Transportation  ………………………………….……………………………………………….Page  20  

RCMP/City  Police  Liaison…………………….………………….………………………….Page  22  

Bike  Ride  Food  Committee…………………………………………………………………Page  23  

Sponsorship……………………………………………………………………………………….Page  25  

Treasurer………………………………………………………………………..…………………Page  26  

Secretary……………………………………………………………………………..……………Page  27  

End  of  Ride  Committee………………………………………………………………..……Page  28  

Pre-­‐Ride  Ceremony………………………………………………..…………………………Page  31  

Registration  Night  Committee…………………………………………………………..Page  32  

 

 

 

 

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BOOMER’S  LEGACY  NATIONWIDE  BIKE  RIDE    

Philosophy:      Boomer’s  Legacy  exists  to  Help  Our  Soldiers  Help  Others.  This  concept  has  too  many  benefits  to  list  in  an  exhaustive  fashion,  but  the  core  benefits  that  Boomer’s  Legacy  aims  to  achieve  are:  

• Helping  victims  in  war  torn  or  impoverished  locations.  • Enabling  our  troops  to  make  a  dramatic  difference  for  those  they  are  supporting,  and  protecting  

as  well  as  greatly  increasing  their  sense  of  mission  and  Canadian  pride.  • Raising  the  image  of  our  Canadian  Forces  personnel  so  that  they  are  seen  as  caring  humanists  as  

well  as  courageous  fighters.  

Boomer’s   Legacy  will   operate   under   the   same   guiding   values   that   have   shaped   our   Armed   Forces.     As  outlined  in  Duty  with  Honour:  The  Profession  of  Arms  in  Canada*,  our  governing  values  are:  

• Duty:     First   and   foremost,   duty   entails   service   to   Canada   and   compliance  with   the   law.    While  serving  our  troops  and  the  great  humanity  in  the  world,  Boomer’s  Legacy  will  act  with  dedication,  initiative  and  discipline  in  the  execution  of  fundraising  operations.  

• Loyalty:      Those  involved  in  Boomer’s  Legacy  must  comport  themselves  with  personal  allegiance  to  Canada,  and  faithfulness  to  all  other  members  of  the  organization.    All  volunteers  must  foster  a  mutual  trust,  especially  as  fundraising  efforts  become  more  widespread,  both   in  terms  of  the  scope  of  operations  and  geographic  locations.  

• Integrity:     To  have   integrity   is   to  have  unconditional   and   steadfast   commitment   to  a  principled  approach  to  meeting  one’s  obligations  while  being  responsible  and  accountable  to  one’s  actions.    Accordingly,   being   a   person   of   integrity   calls   for   honesty,   the   avoidance   of   deception   and  adherence  to  high  ethical  standards.  

• Courage:    Courage  entails  willpower  and  the  resolve  not  to  quit.    It  enables  us  to  make  the  right  choices   during   difficult   times.     Boomer’s   Legacy   volunteers  must   have   the   courage   to   involve  themselves   in  the  activities  of  our  deployed  troops  while  assisting  them  with  helping    others   in  the  most  troubled  locations  on  the  planet,  including  places  in  Canada.  

These   pillars   form   the   philosophical   values   by   which   Boomer’s   Legacy   will   operate.     Any   and   all  fundraising   activities   will   ensure   these   values   are   upheld,   and   at   all   times,   those   donating   funds   to  Boomer’s  Legacy  will  be  ensured  that  their  contribution  will  be  treated  with  respect.      

Using  the  funds  in  our  “grass  roots”  style  will  have  the  important  spin-­‐off  effect  of:  

• Supporting  the  morale  of  Canadian  troops  as  they  recognize  that  they  can  make  a  difference  on  a  very  personal  level.  

• Improving   the   perception   of   the   Canadian   Forces   in   the   eyes   of   the   national   and   international  community  so  that  they  may  recognize  Canadian  troops  as  caring  individuals.  

 

*Duty  with  Honour:  The  Profession  of  Arms  in  Canada,  c.  2009  Her  Majesty  the  Queen  Right  of  Canada,  Canadian  Forces  Leadership  Institute  

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Each  Boomer’s  Ride”  Committee  should  carry  a  similar  structure  used  by  Boomer’s  Legacy  Headquarters    

Minimum  criteria  that  any  ride  event  must  hold:  

• A  minimum  of  100  kilometres  must  be  travelled.  (not  required  in  a  spinathon)  • Every  fallen  soldier  must  be  represented  (picture  and  short  biography)  on  the  bicycles  

and  all  cyclists  are  to  wear  Boomer’s  jerseys,  or  t-­‐shirts  in  a  Spinathon.  • Every  rider  must  raise  a  certain  amount  of  donations,  apart  from  their  registration  fee  

(this  amount  is  to  be  determined  based  on  the  specific  details  of  the  ride  and  to  be  determined  by  the  local  committee  in  conjunction  with  HQ  Comox).  

Provided   these   are   met,   Boomer’s   Legacy   will   provide   support   to   the   local   organizer   of   the   ride.     All  proceeds   from   registration   fees,   as   well   as   all   funds   raised   by   the   riders   and   sponsors   go   directly   to  Boomer’s  Legacy.        

We  recommend  the  following:  

Element  #1:    Organization  

 Ensure   that   each   Sub-­‐Committee   has   their   volunteers   set   up   in   a   manner   most   fitting   for   the   tasks  required   and   for   the   well-­‐being   of   the   volunteer.   The   Committee   Head   should   ensure   that   every  volunteer  is  suited  to  their  individual  task  and  responsibility.    

Element  #2:    Responsibilities    

Every  member  must  have  a   specific   purpose,   they  must   know  what   that  purpose   is,   and   they  must  be  held  accountable   for   carrying  out   tasks   that  drive   towards   their  purpose.     Leaders  often   feel  unable   to  hold   volunteer   effort   accountable,   but   this  mindset   is   a   detriment   to   organizations.     Volunteers  must  understand   that   if   their   duties   go   unfulfilled,   a   tangible   and   material   impact   is   felt   throughout   the  organization.  

• At  regular  Committee  meetings,  when  developing  tasks  that  need  to  be  done,  the  minutes  should  identify,   by   name,   who   is   responsible   for   ensuring   a   specific   action   is   complete,   and   a   date  indicating  the  completion  of  the  action.  

• All   volunteers   must   be   encouraged   to   identify   when   they   will   not   be   able   to   meet   target  milestones.    This  is  vital  –inform  their  Sub  –Committee  Chair  who  will  then  inform  the  Ride  Chair  of   the   information   and   if   a   new   action   plan   needs   to   be   formulated.   This   must   be   noted   in  ADDENDDEUM  TO  MINUTES  –and  passed  on  to  HQ  Comox.  Accountability  at  Boomer’s  Legacy  means  that  everyone  understands  what  they  need  to  do,  and  when  resource  limitations  do  not  allow  for  that  task  to  be  done  as  planned,  the  team  is  informed  immediately  so  the  plan  can  be  adjusted.    

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Committee   Heads   need   to   promote   a   culture   of   open   and   active   communication   where  achievement  and  information  sharing  are  encouraged.          

Element  #3:    Data  

From  press  releases  to  meeting  minutes  to  the  records  that  detail  where  the  Boomer’s  Ride  Committee  spent   raised   fund,   it   is  critical   that  data   integrity,   security,   redundancy  and  transparency   is  maintained.    This   data   needs   to   be   organized   and   managed   in   such   a   way   that   promotes   the   interaction   of   the  volunteers.      

The  Core  Committee  at  Headquarters  Comox  will  decide  how  data  should  be  shared  –example:    computer  file  sharing  programs.    Boomer’s  Legacy  is  accountable  for  security  of   information.  Currently  HQ  Comox  uses  Google  Drive  as  well  as  Dropbox  for  secure  sharing  of  information  among  the  various  committees.      

 

Element  #4:    Processes  

This   manual   will   provide   processes   that   have   been   repeated   at   Boomer’s   Ride   BC   throughout   their  history.    Each  city/region  should  continue   to  keep  a  historical   log   that   includes   items   that   fit   their  area  more  uniquely.    This  will  enable  anyone  taking  over  the  task  of  running  a  Boomer’s  Ride  in  their  area  the  ability   to   tailor   the   event   for   their   region.   Of   course   HQ   will   need   to   approve   any   change   that   could  weaken  the  core  philosophy.  

With  the  nature  of  volunteer  effort  and  availability,  it  is  critical  for  Boomer’s  Legacy  to  have  redundancy  built   into   its   operations   so   that   the   organization   can   still   function   with   limited   experienced  staffers/volunteers  on  hand.  

 

Element  #5:    Resources  

We  define  this  as  our  volunteers  and  our  equipment  required  –Human  and  Material  Resources.  

Volunteer  morale  and  welfare  are  critical  drivers  of  success  when  running  an  event  such  as  a  Boomer’s  Ride.    Bike  Ride  Chairpersons  must  ensure  that  the  right  fit  is  made  for  the  sake  of  the  volunteer  as  well  as  the  successful  outcome  of  Boomer’s    Ride.  

As  for  Material  Resources-­‐  we  wish  to  promote  maximum  visibility  of  Boomer’s  Legacy  volunteers  during  the  event.    This  includes  the  use  of  T-­‐shirts,  printed  material,  banners  and  other  signage.  Each  city  must  keep  a  good   inventory  control   system  to  ensure   the  appropriate   items  are  available   for   the  event.  Any  procurement  of  new  items  must  be  governed  by  HQ  to  ensure  budget  tracking,  as  well  as  our  following    necessary  transparency  rules  (  being  a  Charitable  Organization).  

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Element  #6:  Public  Awareness  

Customer,   or   donor   satisfaction,   is   paramount   for   the   success   of   any   charitable   organization   such   as  Boomer’s  Legacy.    Donor  contentment  and  goodwill  is  primarily  affected  by  the  donor’s  knowledge  of  the  impact  Boomer’s  Legacy  has  on  the  global  community.    Not  only  does  the  current  customer  satisfaction  depend  on  public  awareness,  but  the  generation  of  new  donors  depends  greatly  on  public  awareness.  We  can  see  this  element  is  critical  to  the  success  of  a  Boomer’s  Ride.  

• Every   opportunity   for   media   exposure   should   be   seriously   considered,   especially   when   a  Boomer’s  Ride  event  triggers  such  exposure.  

• A  database  of  media  contacts  should  be  maintained  for  your  area.  • The  message  passed  to  potential  and  current  donors  should  be  entirely  based  on  the  results  and  

impact   achieved   by   Canadian  military  members  who  have   used   funds   from  Boomer’s   Trust.     A  clearly   quantifiable   and   tangible   message   must   be   passed   to   build   a   relationship   between  Boomer’s  Legacy  and  the  donating  public.    

• Messages  should  not  be  geared  towards  winning  a  donor’s  wallet;  it  needs  to  be  geared  towards  winning  their  heart  (the  wallet  will  then  follow).  

 

Element  #7:  Transparency  

There  is  a  requirement  for  financial  transparency  that  stems  from  Boomer’s  Legacy’s  ability  to  generate  tax  receipts  for  donors.  CRA  auditing  occurs  on  Boomer’s  Legacy  filings,  and  transparency  is  a  necessity.  

Not  only  do  government  authorities  require  transparency  of  operations,  expenditures  and  revenues,  but  donors  will   want   to   be   assured   that   their  money   is   reaching   to   the   benefactor  with   operational   costs  minimized.      

• The  Core  Committee  at  Comox  HQ  will  be  in  control  of  this  and  there  will  be  instructions  on  what  information   should  be   sent   out   to   the  public   through  media   releases,   routine  newsletters,   and  through  the  Boomer’s  Legacy  website  and  other  social  media  outlets.  

• The  volunteer  responsible  for  PR  &  Communications  must  ensure  that  the  proper  information  is      sent  out  to  the  public,  as  well  as  ensuring  that  the  proper  internal  communications  records  are  kept  (example  –minutes  of  meetings).  

• The   individual   responsible   for   any   finances   for   your   Ride   Event   must   ensure   that   accounting  records  are  sent  to  HQ  Comox  in  a  timely  fashion.  

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POSITION  DESCRIPTION:    BOOMER’S  BIKE  RIDE  CHAIR    

RESPONSIBLE  TO  BOOMER’S  LEGACY  CORE  COMMITTEE  

1. Responsible  for  the  planning,  coordination  and  execution  of  the  Boomers  Bike  Ride  held  in  their  area.  This  is  a  fund  raising  and  awareness  event.    Set  agendas  –  call  meetings.    

 2. Establishing  a  working  committee  which  consists  of  individuals  responsible  for  the  following  

positions:  Secretary,  Registration,  Transportation,  Military  Liaison,  Treasurer,  Food,  Sponsorship,  Public  Relations,  RCMP/Police  Liaison,  Ride  Marshall,  Community  Liaison,  End  of  Ride  &  Pre  Ride  and  Website  Liaison.    

3.  Ensure  minutes  are  distributed  throughout  your  committee  and  sent  to  [email protected]    

4. Provide  a  central  point  of  contact  for  all  questions  relating  to  the  Bike  Ride.    

5. Liaise  with  outside  agencies  and  /or  persons  for  necessary  input  Bike  Ride  planning  effort.    

6. Complete  (or  delegate  to  Transport  Chair)    and  submit  necessary  Ministry  of  Transport  forms.    

7. Monitor  the  activities  of  committee  members  and  supervise  the  detailed  execution  of  the  Bike  Ride  plan.    

8. Coordinate  or  designate  someone  to  organize  group  training  rides.    

9. With  prior  approval  from  Core  Committee  HQ,  adjust  and  refine  the  Bike  Ride  Plan  as  necessary.    

10. Provide  updates  to  the  Core  Committee  on  the  progress  of  the  Bike  Ride  planning  effort.    

11. Continuously  evaluate  the  effectiveness  of  the  working  plan  and  the  available  resources.    

12. Evaluate  and  direct  changes  in  priorities  as  directed  and/or  approved  by  the  Core  Committee.    

13. Ensure  communication  among  committee  members.        

14. Always  set  a  positive  role  for  the  volunteers  among  the  committee.    

15. Be  ready  to  take  on  any  tasks  to  assist  the  sub  committees  in  the  completion  of  their  tasks  if  required  for  the  good  of  the  event.  

 16. Look  for  a  Personal  trainer  who  will  volunteer  to  answer  questions  posed  by  beginning  riders  

about  training  for  your  bike  ride.  

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BIKE  RIDE  COMMITTEE/CHAIRPERSON  CALENDAR:  

7  MONTHS  PRIOR:  

• Decide  where/how  the  Pre-­‐Ride  Ceremony  will  be  done  and  appoint  a  Chair  to  oversee.  • Prepare  a  budget  for  HQ  Comox  to  approve,  include  with  monthly  report  to  Comox  .  • Present  all  the  information  to  the  Website  Committee  to  ensure  they  are  able  to  create  all  the  

necessary  registration  programs  etc.  

6  MONTHS  PRIOR:  

• Prepare  correspondence  to  CF  Authorities.  • Prepare  CF  Provision  of  Service  Request.  • Schedule    and  hold  Monthly  meeting  of  Bike  Ride  Committee  • Ensure  all  committees  are  on  task  –find  them  assistance  if  not.  • Have  minutes  of  meeting  completed  and  sent  out.  • Send  report  to  HQ  Comox.  • Has  a  calendar  of  group  training  rides  been  set  up  and  sent  out  to  riders?  

5  MONTHS  PRIOR:  

• Work  with  Sponsorship  chair  and  prepare  correspondence  to  Sponsors.  • Complete  any  sponsor  forms.  • Schedule,  notify  members  and  hold  Monthly  meeting  of  Bike  Ride  Committee  • Ensure  all  committees  are  on  task  –find  them  assistance  if  required.  • Have  minutes  of  meeting  completed  and  sent  out.  • Send  report  to  HQ  Comox.  

4  MONTHS  PRIOR:  

• Schedule  and  hold  Monthly  meeting  of  Bike  Ride  Committee.  • At  meeting  if  any  committee  is  not  up  to  date  on  tasks  find  a  solution  for  them  with  the  

assistance  of  other  members  of  the  Bike  Ride  Committee.    • Have  minutes  of  meeting  completed  and  sent  out.  • Send  report  to  HQ  Comox.    • Work  on  Rider  Information  package.  

 

 

 

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November  2012    

3  MONTHS  PRIOR:  

• Schedule  and  hold  monthly  meeting  of  Bike  Ride  Committee.  • Ensure  all  committees  are  up  to  date  on  tasks,  provide  solution  for  them  with  the  assistance  of  

other  members  of  the  Bike  Ride  Committee.  • Have  minutes  of  meeting  completed  and  sent  out.  • Send  report  to  HQ  Comox.  • Ask  Registration  Committee  finalize  the  Jersey  order.    Jersey  order  is  to  be  in  to  HQ  Comox  by  7  

weeks  prior  to  ride.  

2  MONTHS  PRIOR:  

• Schedule  and  hold  monthly  meeting  of  Bike  Ride  Committee.  • Ensure  all  committees  are  up  to  date  on  tasks,  provide  solution  for  them  with  the  assistance  of  

other  members  of  the  Bike  Ride  Committee.  • Have  minutes  of  meeting  completed  and  sent  out.  • Send  report  to  HQ  Comox.  • Did  Jersey  order  go  in  to  HQ  Comox  or  directly  to  Sugio?  Call  HQ  for  Sugio’s  current  contact.  

1    MONTH  PRIOR:  

• Schedule  and  hold  bi-­‐weekly  meetings  of  Bike  Ride  Committee.  • Ensure  all  committees  are  up  to  date  on  tasks,  provide  solution  for  them  with  the  assistance  of  

other  members  of  the  Bike  Ride  Committee.  • Produce  and  distribute  minutes.  • Send  report  to  HQ  Comox.  • Give  Rider  Information  package  to  Web  Chair  for  placement  on  site.  

LAST  DAYS  PRIOR  TO  BIKE  RIDE:  

• Ensure  all  committees  are  comfortable  with  their  performance  to  date,  that  they  have  continued  support  for  any  tasks  still  to  be  completed.  

• Put  out  “any  fires”.  

WITHIN  THE  NEXT  TWO  WEEKS  AFTER  BIKE  RIDE:  

• Ensure  PR  has  placed  Appreciation  Poster  in  local  papers  thanking  the  sponsors.  

NO  LATER  THAN  1  MONTH  AFTER  RIDE:  

• Prepare  post  ride  correspondence  –Letters  of  Appreciation  and  Thank-­‐  yous.  • Have  a  volunteer  appreciation  party  –make  sure  budget  approved  by  HQ  Comox.  

 

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WEB  SUPPORT  TASK  CALENDAR  

Contact  Pieter  Vorster  at  [email protected]  

6  MONTHS  PRIOR:  

• Registration  goes  live.    • Put  up  deadline  date  for  registration.  • Ensure  database  on  website  set  up  to  receive  Rider’s  information.  • Ensure  website  set  up  to  receive  donations  sponsoring  specific  rider?  • Have  blank  pledge  sheets  drawn  up  and  put  on  website  for  riders  to  print.  • A  “Please  Support”  me  letter  available  also  for  printing  or  emailing  .  • Have  registration  open  on  website.  • Announcement  sent  out  to  existing  riders  about  upcoming  ride.  

5  MONTHS  PRIOR:  

• From  Fundraiser  Committee  –post  ideas  for  fundraiser  opportunities/ideas  for  riders.  

4  MONTHS  PRIOR:  

• From  Ride  Chairperson  –display  ride  route  on  website.  

3  MONTHS  PRIOR:  

• Anything  to  put  on  site  from  Fundraising  Committee  –more  ideas?  • Anything  to  put  on  site  from  Ride  Coordinator  about  training  for  ride?  Ideas  or  training  rides  

scheduled?  

2  MONTHS  PRIOR:  

• Have  Fallen  Soldier  Bios  up  onsite  if  not  already  done  so.  • Liaise  with  Admin/Registration  Chair  –  Do  they  have  the  riders  matched  with  a  Fallen  Soldier  –put  

that  info  on  the  website.  

1  MONTH  PRIOR:  

• Liaise  with  Fundraising  Chair  –any  info  to  put  on  site?  • Liaise  with  Ride  Chair  –anything  about  training  to  put  on  site?  • Ride  Chair  to  post  the  information  package  for  all  riders  and  put  the  information  on  the  website  

and  into  a  group  email.  

 

 

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PUBLIC  RELATIONS  TASK  CALENDAR  

Would  be  wonderful  if  area  can  also  have  a  Community  Liaison  person.    

7  MONTHS  PRIOR:  

• Prepare  posters  for  ride.  • Newsletters  out  to  previous  riders  about  upcoming  ride.  • Press  release  announcing  dates  and  cities.  

6  MONTHS  PRIOR:  

• Look  into  permission  needed  from  city(s)  for  road  banners.  If  yes,  ask  Sponsorship  committee  to  look  in  securing  funds  for  creating  the  banners.  

• Does  anyone  want  small  poster  to  put  in  their  workplace?  

5  MONTHS  PRIOR:  

• Put  posters  up  in  gyms  and  send  to  “End  of  Ride  Committee”  for  placement  in  their  area  (if  ending  in  a  different  city  from  the  start  of  ride.  

• Set  up  guests  –VIPs  presence  at:  a) Opening    Ceremony      b)  Closing  ceremony      c)  ?Registration  Night    d)    Celebration/Wind  down    

4  MONTHS  PRIOR:  

• Ensure  you  have  all  Ride  Information.  • Develop  media  response  lines.  

3  MONTHS  PRIOR:  

• Arrange  for  a  volunteer  photographer  (not  a  rider  –must  be  in  a  support  vehicle).  • Arrange  for  Social  Media  happening  during  event.  (besides  the  riders)  • Ask  Ride  Chair  to  ask  any  training  rides  happening  to  possibly  wear  red  (jerseys  if  they  have  

them).  

2  MONTHS  PRIOR:  

• Again  -­‐Does  anyone  want  small  poster  to  put  in  their  workplace?  • At  end  of  2  months  prior  –  send  posters  to  schools  and  Legions  on  route  asking  their  permission  

to  put  up  in  their  building.  

 

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1  MONTH  PRIOR:  

• Liaise  with  schools  that  ride  will  be  passing  by  –  remember  timing  will  be  a  bit  unpredictable-­‐  if  students  will  be  able  to  be  outside  waving  the  riders  on.  Community  Liaison?  

• Contact  Legions  on  route  asking  for  a  presence  of  support  –people  waving  –wearing  red  –Legion    Band    playing.  Community  Liaison?  

• Contact  newspapers  with  an  article  about  the  ride  with  information  on  the  timing  the  riders  should  be  passing  through  their  area.  

• Arrange  for  signage  that  will  be  put  up  at  all  stops.  Both  Boomers  Trust  Fund  and  prior  approved  Sponsor  signage.    

• Have  Boomer  Information  sheets  printed  up  for  handout  at  bike  ride  stops.    

2  WEEKS  PRIOR  :  

• Let  businesses  in  the  area  of  ride  know  about  the  riders  passing  through  –their  approximate  time  –love  to  have  anyone  in  Red;  anyone  waving;  a  poster  outside  or  on  window.  

• Encourage  riders  to  take  videos  and  submit  to  [email protected]  

DAY  OF  RIDE:  

• Call  ahead    to  TV  and  radio  stations  as  riders  get  close  to  area  asking  DJ  to  announce  to  listeners  who  may  wish  to  come  by  and  wave.  

• Twitter/Facebook  etc.    • Ensure  all  signage  is  being  put  up  at  all  stops.  • Ensure  Boomers  Foundation  information  sheets  are  available  to  public  at  all  stops  .  Have  a  

designated  person  to  hand  out  and  accept  donations  in  a  secure  donation  bucket.  

WITHIN  1  WEEK  AFTER:  

• Place  thank  you  in  newspaper  and  send  a  copy  to  all  sponsors  with  a  personalized  thank  you  letter.  

 

 

 

 

 

 

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POSITION  DESCRIPTION:    BOOMER’S  LEGACY  MILITARY  LIAISON  

 

OVERALL:    TAKEN  FROM  THE  TOR/SOP  FROM  19  WING  COMOX    

Attend all Boomer’s Legacy Committee meetings;

Coordinate military support to Boomer’s Legacy; including equipment, resources and personnel;

Promote Boomer’s Legacy on the Wing through the distribution of posters, BBS announcements and Totem Times newspaper articles;

Attend the annual Boomer’s Legacy BC Bike Ride as support personnel; and

Act as a POC for Wing and military personnel for information regarding Boomer’s Legacy.

 

RESPONSIBLE  TO  THE  BIKE  RIDE  CHAIRPERSON    

Responsibilities:  

1. Provide  advice  to  the  Chair  on  the  capabilities  and  availability  of  military  resources  which  may  be  used  to  support  the  Bike  Ride.    

2. Draft  requisite  military  forms  required  to  request  support  (accommodations,  transportation,  medical  support).    

3. Draft  the  Provision  of  Services  document  required  for  WComd/BComd  signature.      

4. Provide  direction  to  military  volunteers  prior  to  the  ride,  during  the  ride  and  at  the  end  event.    

5. Ensure  good  communication  is  maintained  between  the  Boomer’s  Legacy  charity  and  the  military;        

 

 

 

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MILITARY  LIASON  CALENDAR  

6  MONTHS  PRIOR:  

• Has  Transportation  committee  passed  on  request  for  any  military  transportation?    • Prepare  request  and  send.  

5  MONTHS  PRIOR:  

• Arrange  /request  medical  support  for  ride.  • Arrange/request  space  use  on  base  for  pre-­‐ride  ceremony/send-­‐off  (group  photo  to  be  done  )  • Permission  request  for  base  personnel  to  wear  red  –attend  send  off.  • Request  for  use  of  Armoury  for  wind  down  party.  If  there  are  out  of  town  riders  request  space  in  

armoury  for  sleeping  arrangements  and  kitchen  facilities  the  next  morning  .  Receive  all  necessary  information  for  this  request  from  the  Food/Accommodations  Chairs.    

 4  MONTHS  PRIOR:  

• If  ride  requires  an  overnight  stay  part  way  through  a  2  day  ride  –request  use  of  armoury  in  location  for  sleeping  accommodations,  possible  kitchen  and  secure  area  for  90+  bicycles  and  support  vehicles.  Liaise  with  Accommodation/Food  Chair  for  proper  information.      

• If  any  military  personnel  requiring  overnight  accommodations  night  prior  to  ride  –put  in  request.  Liaise  with  Accommodation  Chair.  

3  MONTHS  PRIOR:  

• Liaise  with  Refreshment  Chair  –any  food  requirements  needs  at  overnight  stay  –if  using  armoury  for  kitchen.  –Dinner  and  Breakfast.  Pass  on  to  necessary  armoury  personnel.  

1  MONTH  PRIOR:  

• Confirm  numbers  for  pre-­‐ride  overnight  base  accommodations  and  pass  on.  • Confirm  numbers  for  first  night  accommodations  at  armoury  and  pass  on.  • Confirm  numbers  for  a)  wind  down  dinner  attendees,  b)overnight  accommodations  needed  at  

armoury  after  wind  down  party.      

 

 

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ACCOMMODATIONS  CALENDAR…UNDER  MILITARY  LIAISON    

5  MONTHS  PRIOR:  

• If  overnight  stay(s)  are  involved  –  

Liaise  with  Military  Liaison  for  use  of  Armouries  for  end  of  Day  1  and  Day  2  after  celebration  party.  

Determine  bunk/cot  capacity.  

Determine  if  any  kitchen  facilities  are  available  for  use.  

Make  sure  proper  paperwork  is  completed  for  Military  Liaison.    

Liaise  with  End  of  Ride  Committee  to  confirm  that  an  alcohol  license  will  be  in  place  if  required.  Determine  division  of  responsibility.  

 

2  MONTHS  PRIOR:  

• Send  out  for  confirmation  from  riders  for  #s  of  Out  of  Town  Riders  who  are  Military  that  would  require  barrack  space  for  overnight  stay  prior  to  Day  1  of  Ride.  

 

1  MONTH  PRIOR:  

• Get  confirmed  numbers  for  these  stays  and  liaise  with  Military  Liaison  –a)#pre-­‐ride  night  at  base  

b)#  for  end  of  day  1  c)after  wind  down  celebration  party.  

• Ensure  clean-­‐up  crew  is  in  place  for  all  buildings  being  used.                

 

 

 

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POSITION  DESCRIPTION:    BIKE  RIDE  REGISTRATION    

RESPONSIBLE  TO  BIKE  RIDE  CHAIR  

Responsibilities:  

1. Liaise  with  website  coordinator  to  ensure  that  all  registration  information  is  accurate  on  the  site.    2. Ensure  that  your  area  riders  are  properly  completing  the  online  registration  forms.  

 3. Ensure  that  medical  requirement  forms  are  complete  for  each  of  your  area’s  rider.  

 4. Ensure  that  waiver  forms  are  complete  for  each  of  your  area’s  rider.  

 5. Keep  in  contact  with  HQ  Administration  to  ensure  all  information  is  being  received  and  up  to  date  

at  HQ  Comox.      

6. Contact  HQ  Administration  on  behalf  of  any  rider  who  has  a  query  that  you  are  unable  to  answer.    

7. Prepare  registration  packages  (include  jersey,  jacket,  fallen  soldier  bios  for  bikes).    

8. Give  out  registration  packages  at  pre-­‐ride  event.    

9. Organize  and  delegate  duties  of  treasurer  etc.  for  proper  acceptance  of  pledges,  rider  than  handed  off  to  the  Registration  package.    

                           

 

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REGISTRATION/ADMINISTRATION  COMMITTEE  CALENDAR:  

7  MONTHS  PRIOR:  

• Assist  in  the  production  of  pledge  sheet  that  will  be  put  onto  website  for  download  • Assist  in  the  production  of  “Please  Support”  letter  that  will  be  put  onto  website  for  rider  to  

download  and  send  to  friends/relatives.  

2  MONTHS  PRIOR:  

• Make  sure  Rider  Registration  is  up  to  date  –you  will  need  to  use  this  information  this  month.    • Ensure  all  bike  rider  requests  for  specific  fallen  soldiers  are  received.  Close  off  requests.  • Match  the  Bike  Riders  to  Fallen  Soldiers.  Ensure  EVERY  Fallen  Soldier  is  being  represented  –divide  

among  the  bike  riders.  • Send  the  list  of  which  Bike  Rider  is  riding  for  which  Fallen  Soldiers  to  Web  Support  for  placement  

on  the  Website.    • Did  the  Jersey  order  go  to  HQ  Comox  –Liaise  with  Ride  Chairperson.  

1  MONTH  PRIOR:  

• Ensure  you  have  all  waterproof  bios  of  Fallen  Soldiers  –require  2-­‐sided  bio  of  each  soldier  for  placement  on  bicycle  as  well  as  1  sided  bio  to  place  on  Wall  of  Remembrance.    Usual  method  of  attachment  is  plastic  ties  looped  through  2  holes  punched  through  top  of  water-­‐proofed  bio  and  the  tie  secured  around  the  bike’s  frame.    These  can  be  arranged  through  HQ  Comox.  

• Arrange  date/time/place  for  volunteers  to  assist  in  putting  together  the  Rider  Registration  Packages.  Ask  for  volunteers  to  assist.    

• Contact  volunteers  to  ensure  enough  for  Registration  Night.    • Contact  any  “missing  information  that    “  Bike  Riders”  have  failed  to  submit  –examples  of  missing  

items:  registration  $,  medical  information,  sizes  required  for  jersey  etc.  (and  $  for  them?)  their  emergency  contact  information.  Decision  must  be  made  to  tell  a  rider  they  will  not  be  allowed  to  participate  if  the  required  registration  amounts  have  not  arrived  by  a  certain  date.    

WEEKS  PRIOR  TO  BIKE  RIDE:  

• Prepare  a  large  envelope  for  each  of  your  Bike  Riders.  These  will  hold  the  money  and  pledge  sheets  they  hand  in  to  you  on  Registration  Night.  The  outside  should  have  the  Bike  Rider’s  name  along  with  a  space  for  Cash  Amount  received  and  Cheque  Amount  Received.  Also  a  space  for  Online  Donation  amount  received  .    

• Create  3  labels  with  the  Rider’s  name.  1  label  to  be  used  on  Pledge  Envelope,  one  name  to  be  attached  to  Rider’s  Registration  package  and  1  label  to  be  handed  to  the  rider  by  the  pledge  sheet  receiver  volunteer  once  they  have  received  the  pledge  sheets.    

 

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• Hold  Volunteer  Work  Party  –will  be  creating  the  Registration  Packages  that  will  be  handed  out  to  each  Rider  on  Registration  Night  once  they  have  handed  in  their  pledge  dollars.  Example  of  what  has  been  used  in  the  past  –A  Canex  Cloth  bag  with  the  Rider’s  name  stapled  to  the  front  –the  bag  will  contain  the  proper  sized  jersey,  Tshirt  and  any  other  clothing  they  have  prior  ordered  and  payed  for.  Also  included  in  bag  will  be  the  Fallen  Soldier  Bio  Water-­‐proofed  cards  and  ties  to  be  placed  on  the  Rider’s  Bike.  Any  “swag”  donated  by  sponsors  (ie.  Lip  balm,  water  bottles).    

REGISTRATION  NIGHT:  

• Arrive  early  and  assist  in  set  up  of  room.    Ensure  proper  placement  of  1)  Hand  In  tables  (where  Bike  riders  will  hand  in  their  pledge  sheets  as  well  as  2)  area  or  tables  holding  the  Bike  Riders  Registration  Bags  that  will  be  handed  out  by  the  Volunteers  once  they  have  ensured  the  Rider  has  handed  in  their  pledges.    

• Place  a  copy  of  online  donations  for  each  rider  in  their  respective  “envelopes”.  • Ensure  proper  security  is  in  place  for  the  pledges  and  that  the  information  on  the  sheets  is  

readable  and  complete.  2  people  to  count  and  sign  at  all  times.  • Ensure  proper  secure  hand  off  of  pledges  occurs  to  persons  responsible  for  completing  deposit  of  

funds  to  bank.      • Ensure  all  Pledge  sheets  are  sent  on  to  HQ  Comox    -­‐  Adminstration  for  data  input.    

 

 

 

 

 

 

 

 

 

 

 

 

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POSITION  DESCRIPTION:    BIKE  RIDE  MARSHALL    

RESPONSIBLE  TO  THE  BIKE  RIDE  CHAIR  PERSON  

Responsibilities:  

1. Reconnoiter  possible  ride  routes  and  decide  on  the  best  and  safest.  Present  it  to  the  Bike  Ride  Committee  for  approval.    

2. Reconnoiter  rest  stops  every  25-­‐35  kms.  and  assess  these  locations    for  safety  and  the    ability  to  handle  all  riders.    

3. Liaise  with  local  police  forces  for  safety  escort  planning  as  well  as  execution  during  the  ride  (does  your  Bike  ride  Committee  have  an  RCMP/City  Police  Liaison  Chair  who  can  handle  this?).    

4. Liaise  with  citizen  volunteer  escort  riders  such  as  the  Canadian  Army  Veterans  (CAV)  for  escort  planning.    

5. Provide  a  rider  briefing  during  the  pre-­‐ride  registration  event  giving  particulars  on  escort  and  safety  rules  for  the  ride.    

6. Marshall,  control  and  direct  the  riders  during  the  ride,  ensuring  rider  safety  and  maintenance  of  the  ride  timeline.  

   

RIDE  MARSHALL  CALENDAR:  

6  MONTHS  PRIOR  IF  NOT  EARLIER:  

• Have  bike  ride  route  designated  and  report  to  Bike  Ride  Committee  for  approval.    • Bike  ride  must  ensure  proper  rest  stops.  • Arrange  ride  route  so  it  will  pass  by  schools.    • Arrange  for  Ride  Marshalls  for  ride  day.    • Ensure  that  appropriate  municipal  permission  for  the  use  of  the  roads  has  been  submitted.  

4  MONTHS  PRIOR:  

• Liaise  with  Web  Chair  to  have  Ride  Route  now  placed  on  website.  

2  MONTHS  PRIOR:  

• Arrange  for  2-­‐4  volunteer  assistant  marshals  -­‐2  at  front  2  at  back  if  possible.    

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1  MONTH  PRIOR:  

• Keep  riders  informed  of  any  news.  • If  the  ride  is  on  a  weekday  -­‐With  PR  Chair  -­‐Pass  on  info  to  School  Liaison  Member  if  there  is  one  –

if  not  Liaise  with  schools  that  ride  will  be  passing  by  at  (approximate  time)  will  children/staff  be  able  to  come  out  and  wave.  Would  they  want  a  stop  there?  

WEEKS  LEADING  UP  TO  BIKE  RIDE:  

• Prepare  your  “talk”  for  Registration  Night  –briefing  riders  on  ride  details  and  rules.    • Put  together  a  small  number  of  copies  of  paper  listing  1  )meeting  place  location  for  morning  of  

ride,  parking  etc.  2)  brief  route  description  including  rest  stops  3)  wind  down  location.  These  are  to  be  available  if  asked  for  by  guest  and  family  members  following  the  ride.  These  should  be  available  at  Registration  night.  

• Ensure  your  “talk”  includes  the  bike  rider  in  case  riders  have  forgotten  or  never  read  the  instruction  package.      

REGISTRATION  NIGHT:  

• Address  the  crowd  –read  out  the  Ride  details  and  rules.  • Ensure  everyone  knows  where  to  meet  in  morning,  where  parking  is  available-­‐drop  off  area  –

luggage  –day  packs  and  overnight  packs.    

BIKE  RIDE  DAY:  

• You  are  the  lead  or  you  delegate  that  lead  during  parts  of  the  ride.    • You  send  off  the  riders.  –This  could  mean  you  are  in  the  lead  –or  you  wave  them  to  start.  • Ensure  that  “weak”  riders”  are  mixed  in  with  the  “good”  riders.  This  will  keep  the  formation  

working  throughout  the  day.    • Place  2  Ride  Marshalls  at  front  and  2  at  rear.  Ensure  communication  between  the  group  works  

whether  it  be  cell  phones  or  radios.      • Rear  Marshall  encourages/assists/push  stragglers  and  Front  Marshalls  hold  up/slow  the  lead  

riders.  • Rider  group  integrity  provides  greater  ____________impact  and  ride  awareness,  provides  for  

rider  safety  and  eases  police/escort  burdens.  

 

 

 

 

 

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POSITION  DESCRIPTION:    TRANSPORTATION  CO-­‐ORDINATOR  

1. Ascertain  what  vehicles  will  be  required  for  your  area’s  Boomer’s  Bike  Ride.  HQ  Comox  wil  be  able  to  assist  with  their  lists  from  previous  years.  Each  location  may  possibly  have  their  own  needs  dependent  on  their  area.      

2. Liaise  with  Military  Liaison  to  ensure  the  proper  requests  are  handed  in  to  any  Military  Base  that  has  agreed  to  assist  with  the  transportation  vehicles  needed.    

3. Look  at  possible  rental  vehicles  if  you  are  unable  to  have  the  necessary  vehicles  volunteered.  This  expense  must  be  prior  approved.      

4. Prepare  list  of  equipment  that  support  vehicles  will  need  to  have  –  example  tarps,  repair  pieces,  bungee  cords,  rope,  blankets,  emergency  triangles.  Once  list  has  been  finalized  –find  the  needed  items  –through  donations,  loans  from  volunteers  etc.    

5. Confirm  drivers  for  the  support  vehicles  and  what  passengers  might  be  in  those  vehicles.      

6. All  support  staff  working  near  traffic  must  wear  traffic  safety  vests  –ask  for  loaners.    

 

TRANSPORTATION  COMMITTEE  CALENDAR  

6  MONTHS  PRIOR:  

• Request  to  base  for  any  military  transportation,  liaise  with  your  Military  Liaison.  

5  MONTHS  PRIOR:  

• Arrange  for  civilian  transports  that  will  be  needed  as  support  vehicles.  

4-­‐3  MONTHS  PRIOR:  

• Arrange  for  bike  repair  vehicle  if  not  already  done  so.  

1  MONTH  PRIOR:  

• Confirm  all  vehicles.  • Prepare  list  of  what  vehicles  carry  what  supplies/what  people.  

Example:  day  packs,  water,  signage  and  tent,  tables,  food  from  sponsor.  Etc.  

Ensure  that  day  packs  will  be  accessible  at  each  rest  stop.  

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Examples  of  vehicles  needed  for  BC  Boomers  Ride:  

A) Bus  for  people  coming  from  Victoria  (Esquimalt)  to  Comox  for  the  start  of  the  ride.  B) Semi  to  carry  riders  overnight  kits-­‐luggage  from  Comox  to  Nanaimo  and  then  to  Victoria.  C) Truck  (covered)  or  van  to  carry  rider’s  day  packs  –must  stop  at  every  rest  stop  –can  be  volunteer  

cars  etc.  that  are  travelling  with  the  ride  –no  need  to  rent  a  vehicle  .    D) Bus  to  return  people  from  Victoria  to  Comox  morning  after  wind-­‐down  party.  E) First  Aid  –medic  truck.  F) Among  others  truck,  van  to  carry  water,  snacks,  signs,    1x    6  foot  table  (at  least)    safety  vests,  

safety  cones  etc,  G) People  vehicles  –communicating  between  front  and  back?    Volunteers  who  may  be  manning  rest  

stops  .  H) Bicycle  Repair  Van  /pickup  –should  be  able  to  also  hold  the  bike  rider  if  no  longer  able  to  ride.    I) Vehicle  carrying  photographer  and  “gofer”  person.  Video  also?  

HELPFUL  OBSERVATIONS  FROM  VOLUNTEERS  OF  BC  RIDE:  

-­‐identify  the  support  vehicles  with  signage  so  riders  can  locate  what  they  are  looking  for  at  the  rest  stops.  

The  vehicles  holding  the  day  packs  are  very  critical  to  the  smooth  running  of  the  day.  These  vehicles  must  load  the  daypacks  to  ensure  the  riders  easy  access  to  their  pack.  The  rider  should  know  into  which  vehicle  their  pack  has  been  placed.  These  vehicles  must  be  at  every  stop  and  arrive  prior  to  the  riders!  

Ensure  the  use  of  proper  names  of  rest  stops  on  paperwork  to  ensure  that  the  vehicles  stop  at  the  proper  locations.    

 

 

 

 

 

 

 

 

 

 

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POSITION  DESCRIPTION:    BIKE  RIDE  RCMP/CITY  POLICE    

RESPONSIBLE  TO  THE  BIKE  RIDE  CHAIR  

Responsibilities:  

1. Provide  advice  to  the  Chair  on  the  capabilities  and  availability  of  police  resources  which  may  be  used  to  support  the  Bike  Ride.    

2. Draft  requisite  forms  and  correspondence  required  to  request  police  support.    

3. In  conjunction  with  the  Ride  Marshall  liaise  with  the  various  local  police  forces  to  coordinate  and  plan  the  escort  plan.    

       

RCMP/CITY  POLICE  LIAISON  CALENDAR  

 

6  MONTHS  PRIOR:  

• Organize  for  RCMP/City  Police  escort  based  on  the  ride  route.    Contact  detachments  and  co-­‐ordinate.    Has  the  Bike  Ride  Committee  applied  for  any  necessary  permits  to  have  the  ride  occur  on  the  highways  and  city  streets?    Will  you  be  the  contact  for  these  as  well  ?  

2  MONTHS  PRIOR:  

• Confirm  with  RCMP/City  Police  as  per  agreement  set  up  earlier  in  the  year.      

DAY  OF  THE  RIDE:    

• Greet  all  attending  RCMP/Police.    

• Coordinate  with  Bike  Ride  Marshall  and  Chairperson  

 

 

 

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POSITION  DESCRIPTION:    FOOD  COMMITTEE  

RESPONSIBLE  TO  BIKE  RIDE  CHAIR  

Responsibilities:  

1. Provide  advice  to  the  Chair  and  the  Food  Sponsor  on  the  food  requirements  required  to  support  the  riders.    

2. Prepare  a  menu  of  food  and  drink  items  required  for  each  rest  stop.    

3. Prepare  a  menu  of  food  and  drink  items  required  for  each  meal.    

4. Provide  the  menus  to  the  food  sponsor  and  liaise  with  the  Food  Sponsor  to  ensure  that  food  is  available  at  each  stop.    

5. Maintain  a  list  of  food  and  drink  items  consumed  at  each  stop  in  order  to  refine  the  requirements  for  future  events.    

6. Ensure  that  you  are  using  proper  Sponsors  –must  not  use  donations  from  companies  other  than  our  Corporate  sponsors.      

The  following  are  observations  made  by  volunteers  involved  in  past  BC  Bike  rides:  

• Should  have  a  folding  6  foot  table  to  set  up  at  rest  stops.  Is  it  possible  to  have  a  pop  up  tent  also  –protection  from  weather  etc.  

• Ensure  the  people  involved  in  pick  up  of  food  are  sure  of  their  duties.  Sometimes  confusion  has  occurred.  What  are  they  picking  up,  and  where  exactly  are  they  picking  up  from.  Have  exact  addresses  available.    Make  sure  the  vehicle  being  used  for  pickup  can  hold  the  amount  of  food.    

• Cutting  oranges  up  ahead  is  fantastic.          

               

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 FOOD  (BIKE  RIDE  ITSELF)  COMMITTEE  CALENDAR  

6  MONTHS  PRIOR:    Food  sponsors  are  in  place.  

3  MONTHS  PRIOR:  

• determine  food  requirements.      Prepare  menu  for  each  rest  stop.  • Provide  menu  to  Food  Sponsors.    Discuss  with  your  sponsor    the  method  of  pick-­‐up  or  delivery  of  

food  for  each  rest  stop.    Will  it  be  picked  up  by  our  volunteers  and  tables  manned  by  our  volunteers  or  does  the  Sponsor  want  to  have  their  own  staff  –their  own  signage/tent-­‐etc.  

• If  a  2  day  event  determine  the  requirements  for  an  overnight  stay.  Again  –sponsorship  in  place?  

Will  need  food  for  dinner  1st  night  and  breakfast  the  morning  of  day  2  or  arrangements  made  for  the  bike  riders  and  support  staff  to  find  food  –they  must  know  this  in  advance!    

 

2  MONTHS  PRIOR:  

• Confirm  with  “End  of  the  Ride  Committee”  that  they  have  arranged  food  for  celebration  party.  Must  liaise  with  them  to  confirm  that  they  did  not  think  your  committee  had  this  in  place.      

1  MONTH  PRIOR:      

• Confirm:  a) Food  amounts  coming  b) Methods  of  delivery  to  rest  stops  and  meals  .  

• Organize  volunteers  if  needed  at  rest  stops,  overnight  and  breakfast.  • Confirm  clean  up  arrangements  for  meals  end  of  day  1  and  breakfast  day  2.  • Have  a  supply  of  toilet  paper  available  also  at  rest  stops  just  in  case.  • Supply  of  hand  sanitizer  .  

 

 

 

 

 

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SPONSORSHIP  COMMITTEE  CALENDAR  

 

NO  LATER  THAN  6  MONTHS  PRIOR:  

 

BOOMER’S  LEGACY  FOUNDATION  CORE  COMMITTEE  HAS  A  SPONSORSHIP  COMMITTEE  THAT  IS  RESPONSIBLE  FOR  OVERALL  SPONSORSHIP.      

Each  Region  that  is  holding  an  event  must  liaise  with  HQ  Sponsorship  committee  for  direction  .      

   

 (Informational  Kit  is  in  the  works…..)  

Approach  potential  sponsors  and  determine  level  of  commitment.  

Our  previous  sponsors  have  included:  TELUS,  Thrifty’s,  Tim  Hortons,  Howe  Sound  Brewery,  Booster  Juice,  Canadian  Legions,  CFB  Comox,  Esquimalt,  Best  Buy.    

 

 

 

 

 

 

 

 

 

 

 

 

 

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TREASURER  RESPONSIBILITIES:  

 

• Responsible  for  any  seed  money  sent  to  your  region.  • OPEN  A  BANK  ACCOUNT  WITH  SIGNING  AUTHORITY  BEING  TREASURER  &  CHAIRPERSON  • Responsible  for  keeping  of  all  receipts  to  verify  spending  of  seed  money.  • Responsible  for  depositing  all  funds  to  the  bank  accounts  and  in  a  timely  manner.  • All  cheques  received  must  be  photocopied  and  the  photocopies  sent  to  HQ.  • ALWAYS  have  two  people  present  when  counting  cash  and  sign  it  off.  • Each  deposit  must  have  full  “backup”.  Cash  must  be  fully  described  on  slip,  cheques  photocopied  

and  these  photocopies  attached  to  the  copy  of  the  deposit  slip.    •  BOOMER’S  LEGACY  DONATION  ACCOUNT    BMO    #  7140  001  8137  048    all  funds  received  that  

require  an  income  tax  receipt  must  be  donated  to  this  account.  • BOOMER’S  LEGACY  OPERATING  ACCOUNT  BMO  #7140  001  8137  056    all  funds  that  come  from  

Registration,  etc  are  to  be  deposited  to  this  account.    If  you  have  set  up  your  own  bank  account,  then  transfer  to  this  account  when  you  know  you  do  not  need  the  funds  to  pay  for  expenses.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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November  2012    

SECRETARY’S  RESPONSIBILITIES  

 

• Responsible  for  compiling  the  minutes  of  all  committee  meetings,  distributing  them  to  the  committee  members  and  sending  them  to  HQ  Comox.  Preferably  within  one  week  of  mtg.  

• Highlight  in  the  minutes  all  actions,  when  they  are  to  be  completed  and  by  whom.  • Attend  all  meetings  • Assist  the  Chairperson  with  clerical  duties  

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November  2012    

END  OF  RIDE  COMMITTEE  RESPONSIBILITES:  

 

BREAK  DOWN  INTO  END  OF  RIDE  CEREMONY/  CELEBRATION  PARTY/ACCOMODATION-­‐BREAKFAST.    

• Responsible  for  logistics  needed  to  structure  the  physical  end  of  ride  –where,  how.  • Responsible  for  end  of  ride  public  ceremony.  • Responsible  for  wind-­‐down  dinner  and  celebration.  • Responsible  for  location  –obtaining,  set-­‐up,  cleanup  of  location  after  ceremony,  sound  

requirements.  • Need  to  prepare  for  dry/wet  weather  conditions.  –  If  riders  are  wet  from  rain,  the  ceremony  must  

be  shortened  at  that  end  of  ride  location.  This  will  lose  community  awareness  but  safest  for  the  riders’  health.  Rest  of  the  ceremony  will  then  occur  at  the  celebration/wind-­‐down  dinner.  

• City  permits,  licenses.  • VIPS  presence.  • An  MC.  • Confirm  with  Accommodation  Committee  that  there  are  accommodations  in  place  for  out  of  

town  riders    • Arrange  wind-­‐down  dinner  food  requirements  and  breakfast  next  day  if  needed.  • Fallen  Soldier  Ceremony  –BOARD  –THIS  CEREMONY  IS  VERY  IMPORTANT.  • DJ  • Cadet  participation  @  end  of  ride  public  ceremony-­‐band?  Presence  at  least.  • Photographer  –volunteer  of  course  • Information  table  –and  volunteer  to  man  table.  

THE  COMMITTEE  MUST  UNDERSTAND  that  TIMING  CAN  BE  OUT  –SPEED  OF  THE  RIDE  –SAFETY  –TRAFFIC  THIS  ALL  PLAYS  AN  IMMENSE  ROLE.    Factor  it  into  your  end  time!  

 

 

 

 

 

 

 

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END  OF  RIDE  COMMITTEE    

FURTHER  INFORMATION:  

EVENT  AT  STOP  POINT  (example  –BC  Bike  Ride  has  used  the  grounds  of  the  Legislature  Buildings).  

1. Decide  where  the  ride  ends.  Think  of  public  awareness.    Does  it  meet  requirements?  

90  riders  and  their  bikes,  spectators,  press,  VIPs,  transport  vehicles.  

This  location  should  be  all-­‐weather.      

Investigate  and  apply  for  permits,  explain  the  event  fully  to  ensure  understanding  of  requirements.  Examples  of  possibilities  we’ve  had  to  address  in  the  past  –the  fact  that  there  will  be  up  to  90  bicycles  that  need  to  be  in  area  –is  that  allowed  in  that  spot  (grass  etc.)  ,a  separate  permit  for  sound  equipment  was  required,  parking  permits?  

2. Get  invites  out  as  soon  as  possible.    Politicians  etc.  have  very  full  calendars.    Do  have  them  understand  the  actual  ceremony  may  be  delayed  (exact  timing  of  end  of  ride  can  be  off  by  30  minutes  or  so).    Should  things  start  after  a  bit  of  wait  to  keep  the  public/press  etc.  interested?  Riders  hopefully  would  then  show  up  during  the  event.    There  could  be  a  Cadet  Band  playing,  Info  booth  about  what  our  soldiers  have  done  with  funds.  

3. Make  decisions  on  different  weather  situations.    Are  tents  allowed  (and  can  we  get  donations  –think  budget),  Do  you  need  permits  for  the  tent  structures?  

4. Logistics  of  bikes  –where  do  they  go  while  ceremony  is  happening  –security  for  them.  5. How  do  riders  get  their  bikes  to  the  transport  vehicles  after  the  ceremony?  Transport  vehicle  

should  be  loaded  so  that  bicycles  are  organized  –1  section  for  riders  who  live  in  this  city  and  will  be  taking  possession  of  their  bike  after  the  wind-­‐down  celebration  and  then  1  section  for  bicycles  which  will  be  transported  back  to  the  starting  city.    All  bikes  must  not  be  left  unattended.    

6. Make  sure  event  is  well  published  (including  wear  red)  throughout  the  military  as  well  as  public  forums,  legions  etc.    The  more  people  in  groups  waving  on  the  riders  as  they  come  in  and  thru  the  city  as  well  as  at  the  final  stop  will  create  more  public  curiosity  and  therefore  awareness.    Hopefully  even  local  businesses  will  put  signs  on  their  windows.  Photographers.    

7. Look  into  insurance  requirements  –what  are  the  local  requirements  for  holding  this  type  of  public  event.    

 

 

 

 

 

 

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November  2012    

END  OF  RIDE  COMMITTEE  :  

WIND-­‐DOWN  CELEBRATION:  

 

The  purpose  of  this  celebration  is  to  celebrate  a  successful  event,  to  celebrate  the  riders,  to  make  sure  the  riders  have  a  great  meal,  a  good  time  event.    It  is  a  party  for  the  riders  and  any  guests  as  well  as  the  support  crew.    

This  event  can  be  very  small  such  as  an  outside  BBQ  similar  to  what  a  neighborhood  would  hold.  Each  region  should  decide  what  works  best  for  their  area  based  on  things  such  as:    number  of  riders  involved,  weather  possibilities,  the  cost.    

Depending  on  the  celebration,  the  tasks  listed  below  may  help  with  what  may  need  to  be  done:    

• Request  space  at  armouries  or  similar  space  –make  sure  you  think  of  possible  guests  for  capacity.  Example  BC  Bike  Ride  plans  for  125  people  capacity.  This  space  should  include  a  kitchen,  dishes,  utensils,  cooking  equipment,  BBQs?  Etc.  If  not  then  need  to  decide  how  to  hold  this  event  without  the  huge  cost  of  renting  all  of  this.  

• Look  for  a  DJ  to  donate  their  time.  • Food  –menu,  donations,  serving,  cleanup.  • Sponsorship  • Liquor  License  –  also  the  cost  of  purchase  and  the  logistics  surrounding  the  serving  of  liquor.  • A  Bartender  • Set  a  price  for  the  guests,  print  up  some  tickets  –possibly  have  1  color  for  rider  and  1  color  for  

guests  to  ensure  everyone  does  hand  over  a  ticket  (confirming  the  meals  have  been  paid  for  one  way  or  another).  

• Invite  your  Corporate  sponsors  to  attend.  • Insurance  • If  the  riders  need  to  get  back  to  the  originating  city  –arrange  for  their  sleeping  arrangements  at  

an  armoury  –and  breakfast.    Confirm  numbers  1  month  prior.  

 

                 

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November  2012    

PRE-­‐RIDE  COMMITTEE    The  Bike  Ride  Committee  makes  the  decisions  on  what  and  where  they  want  this  event  to  take  place.  This  is  a  very  short  event  –probably  no  longer  than  30  minutes.    Once  those  decisions  are  made  this  committee  can  take  over  and  organize.    

 Must  Liaise  with:  

• Military  Liaison  if  event  will  be  on  a  DND  base  –requests  must  be  started  in  writing  5  months  prior  at  least.  

• Transportation  Chair.  (parking,  support  vehicles  etc.)    • PR  Chair  –VIP  speakers,  media,  photographer.  

The  committee  should  create  a  timeline  of  events  that  together  create  the  entire  pre-­‐ride  ceremony.  There  must  be  attention  to  detail  such  as  where  are  the  bike  riders  to  gather,  where  can  the  public  watch,  will  there  be  a  “send  off”  speech  and  if  yes  then  who  will  be  speaking,  a  group  photo  before  the  ride  commences,      the  actual  start  –how  does  that  occur.  Should  there  be  any  banners  etc.    

• If  event  will  be  in  public  area  committee  must  check  with  the  municipality  –complete  the  proper  permit  requests  etc.    

 • Confirm  with  the  Ride  Committee  division  of  labour/responsibilities.  

 

Some  background  information.  The  BC  Bike  Ride  has  started  the  ride  at  CFB  Comox.    The  riders,  after  stowing  their  gear  in  the  proper  support  vehicles  and  affixing  the  fallen  soldier  bio  cards  on  their  bicycles  gather  in  a  specific  spot  on  the  base.  Once  everyone  is  in  place  there  is  the  opportunity  for  a  group  photo  (done  by  a  base  photographer).  There  are  members  of  base  personnel    gathered  around  that  meeting  area  as  well  as  along  the  road  –wearing  Red  when  permitted  by  the  Base  CO.  Members  of  the  public  are  on  the  exit  road  outside  the  base.    

The  Ride  Committee  should  decide  who  they  wish  to  say  the  very  short  speech  –it  should  just  be  a  Thank  you  and  Encouragement  speech  to  the  riders.  If  the  event  takes  place  on  a  base  then  ask  if  the  CO  would  also  like  to  say  a  few  words  of  encouragement.    

AND  THEN  THE  RIDE  MARSHAL  SENDS  THEM  OFF!  

 

 

 

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November  2012    

REGISTRATION  NIGHT  COMMITTEE  

• Responsible  in  acquiring  building  –sponsor-­‐volunteers.  • Discuss  food,  menus,  amounts,  cost/donations.  • Will  liquor  be  served?  Licensing  requirements,  proper  bartender.  • What  insurance  requirements.  

Make  sure  the  building  layout  accommodates  the  different  functions:  

1) Eating  space  for  riders  and  crew  and  family  members  and  supporters.  2) Registration  tables  where  the  riders  line  up,  hand  in  their  pledge  sheets  to  volunteers  and  wait  

there  while  the  volunteers  count  the  funds  and  confirm  amounts.  3) Area  where  the  riders  proceed  after  handing  in  pledges  –where  they  will  receive  their  Ride  

Package  (jerseys  etc).  

The  room  needs  banquet  tables,  washroom  facilities,  an  area  where  the  MC  and  other  speakers  can  stand  and  be  heard.  

The  BC  Bike  Ride  has  in  the  past  used  a  Legion  to  hold  this  event.  The  area  used  for  the  evening  was  donated  –and  the  meal  itself  has  been  provided,  cooked  and  served  by  the  Legion  at  a  break  even  cost.    To  ensure  proper  amount  of  food  is  prepared,  all  guest  meals  should  be  pre-­‐purchased  –send  emails  out  to  all  riders.    Okay  to  have  a  few  sales  at  the  door?    

• Have  registration  night  volunteers  confirmed.  Will  need  people  who  are  comfortable  handling  cash  and  cheques.  Others  to  hand  out  the  Rider  Packages  as  well  as  someone  who  will  sell  extra  Tshirts,  jackets.  They  will  also  assist  a  rider  who  may  need  to  exchange  their  jersey  for  a  different  size.    Jerseys  are  not  for  sale  to  the  general  public  at  this  time.    • Ensure  MC  is  ready  • Ensure  speakers  are  ready  –that  Riders  Rules  and  Instructions  speech  will  be  clear.  • Have  a  few  maps  of  the  Bike  Route  printed  and  on  a  table  for  family  or  supporters  who  may     wish  to  follow  the  ride.  

 

 

 

 

 

 

 

 

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WHAT  HAPPENS  ON  A  TYPICAL  REGISTRATION  NIGHT:  

1. Riders  hand  in  their  collected  pledges  with  their  pledge  sheets  legible  and  complete.    There  are  volunteers  manning  the  tables.  These  volunteers  take  the  pledge  sheets  from  the  bike  rider,  confirm  the  $  amount  of  cheques  and  cash  to  the  total  section  on  the  pledge  sheets.  The  Bike  Rider  stays  there  until  this  has  been  confirmed.  The  volunteers  then  place  this  “transaction”  into  a  large  brown  envelope  that  has  been  pre-­‐printed  with  the  Rider’s  name  along  with  a  space  to  enter  breakdown  of  dollars  handed  in.  The  envelope  is  kept  with  the  volunteers  now-­‐do  not  hand  back  to  the  Rider!  

 

2.  Once  this  is  completed  the  Bike  Rider  is  handed  over  to  the  volunteers  who  have  the  Bike  Riders  Packages.  These  Registration  packages  will  have  been  packed  earlier  in  the  week  and  marked  with  each  Rider’s  name.      A  possible  scenario  for  “handing  over”  –once  the  envelope  is  finished  then  the  volunteer  hands  the  rider  a  tag  with  the  rider’s  own  name  on  it.  The  Rider  will  then  hand  this  tag  over  to  the  volunteers  manning  the  area  where  the  registration  packages  have  been  placed.    This  will  enable  the  volunteers  in  that  area  to  locate  the  proper  registration  package  because  they  now  have  the  correct  spelling  ,  as  well  as  knowing  that  the  Rider  has  handed  in  their  pledges.    

Always  have  a  selection  of  Tshirts,  jerseys  and  jackets  available.  Riders  will  have  pre-­‐ordered  their  sizes  and  might  have  chosen  the  wrong  size.  By  having  an  inventory  at  the  Registration  event  the  Rider  can  exchange  for  the  right  size.    Attempt  to  track  exchanges  for  future  inventory  control  and  ordering.  And  of  course  the  sale  of  Tshirts  and  Jackets  to  anyone  interested  is  a  bonus.  (reminder  -­‐  not  allowed  to  sell  Jerseys).  

3.  A  dinner  is  hosted.    

4.  A  few  short  speeches  about  the  meaning  of  Boomers  Bike  Ride  and  Boomers  Legacy.  

5.  The  Ride  Marshall  briefs  the  riders  on  Ride  Details  and  Rules.  

6.  The  Tranportation  and  RCMP/Police  Liaison  may  wish  to  say  something  –possibly  in  conjunction  with  a  CAV  Liaison.  

Do  not  let  the  evening  go  on  too  long  –less  alcohol  consumed  (safety)  and  remember  there  is  a  Bike  Ride  in  the  morning!  

Do  the  Military  “out  of  towners”  have  rides  back  to  the  barracks?  

 

 

 

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THE  HANDING  IN  OF  PLEDGES:  

 

The  committee  must  understand  that  anytime  financial  transactions  occur  there  is  a  responsibility  to  ensure  the  safeguard  of  the  volunteers  who  handle  the  money  as  well  as  ensuring  proper  protocol  is  followed  for  the  transparency  to  the  riders  and  donors.  

1. Each  Bike  Rider  handing  in  their  pledges  MUST  stay  and  watch  the  volunteer  count  and  confirm  amount  received  on  pledge  sheets.  The  Riders  themselves  should  have  completed  the  Pledge  Sheets  with  the  totals  written  on  the  forms  before  they  hand  in  the  sheets  and  funds.  The  volunteer  will  confirm  and  record  cheque  amounts  as  well  as  cash.    If  there  are  enough  volunteers,  have  2  assigned  to  each  “line”.  That  will  ensure  the  witness  of  all  activity  between  the  rider  and  the  volunteer.  

2. Once  the  amounts  are  accepted  by  all  parties  –  amounts  to  be  recorded  in  PEN  on  the  front  of  a  large  envelope  labelled  with  the  correct  rider.    The  Volunteer  then  signs  beside  the  amount,  puts  all  the  pledge  sheets,  cash  and  cheques  into  that  envelope  and  hands  the  envelope  to  the  Finance  Desk  who  must  be  in  plain  sight  or  always  more  than  just  1  person  in  attendance  .  

3. The  Finance  volunteer  should  not  be  alone  with  envelopes  for  security  reasons  –they  should  be  walked  to  their  vehicle.      

4. The  volunteers  who  have  checked  the  rider’s  pledge  sheets  and  has  accepted  them  will  then  hand  the  rider  his  name  “tag”.  The  rider  will  hand  in  their  name  “tag”  to  the  registration  package  to  the  volunteer  at  that  desk  so  they  can  hand  out  the  proper  package  to  the  rider.    

5. Ensure  that  the  names  and  addresses  of  the  donors  are  legible.