BOOMERS

BIKE RIDE
Set up Manual

November 2012 Boomers Legacy Foundation 1417 Sabre Court Comox, BC V9M 2X2 250 890-7523 admin@boomerslegacy.ca Charitable # 85075 8988 RR0001

This manual has been created to provide instructions and suggestions to assist you in hosting a successful Boomers Bike Ride Campaign in your area. It is a work in progress so please let us know what works and what doesnt.

P a g e | 1 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 CommitteePage 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 November 2012

P a g e | 2 BOOMERS LEGACY NATIONWIDE BIKE RIDE Philosophy: Boomers 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 Boomers 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.

Boomers 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, Boomers Legacy will act with dedication, initiative and discipline in the execution of fundraising operations. Loyalty: Those involved in Boomers 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 ones obligations while being responsible and accountable to ones 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. Boomers 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 Boomers Legacy will operate. Any and all fundraising activities will ensure these values are upheld, and at all times, those donating funds to Boomers 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 November 2012

P a g e | 3 Each Boomers Ride Committee should carry a similar structure used by Boomers 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 Boomers 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, Boomers 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 Boomers 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 Boomers 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.

November 2012

P a g e | 4 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 Boomers 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. Boomers 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 Boomers 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 Boomers 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 Boomers 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 Boomers 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 Boomers Ride. As for Material Resources- we wish to promote maximum visibility of Boomers 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). November 2012

P a g e | 5 Element #6: Public Awareness Customer, or donor satisfaction, is paramount for the success of any charitable organization such as Boomers Legacy. Donor contentment and goodwill is primarily affected by the donors knowledge of the impact Boomers 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 Boomers Ride. Every opportunity for media exposure should be seriously considered, especially when a Boomers 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 Boomers Trust. A clearly quantifiable and tangible message must be passed to build a relationship between Boomers Legacy and the donating public. Messages should not be geared towards winning a donors 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 Boomers Legacys ability to generate tax receipts for donors. CRA auditing occurs on Boomers 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 Boomers 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.

November 2012

P a g e | 6

POSITION DESCRIPTION: BOOMERS BIKE RIDE CHAIR

RESPONSIBLE TO BOOMERS 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 admin@boomerslegacy.ca 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. November 2012

P a g e | 7

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.

November 2012

P a g e | 8

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 Sugios 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.

November 2012

P a g e | 9

WEB SUPPORT TASK CALENDAR Contact Pieter Vorster at online@boomerslegacy.ca 6 MONTHS PRIOR:
Registration goes live. Put up deadline date for registration. Ensure database on website set up to receive Riders 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.

November 2012

P a g e | 10

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.

November 2012

P a g e | 11

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 boomerslegacy@gmail.com

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.

November 2012

P a g e | 12

POSITION DESCRIPTION: BOOMERS LEGACY MILITARY LIAISON

OVERALL: TAKEN FROM THE TOR/SOP FROM 19 WING COMOX
Attend all Boomers Legacy Committee meetings; Coordinate military support to Boomers Legacy; including equipment, resources and personnel; Promote Boomers Legacy on the Wing through the distribution of posters, BBS announcements and Totem Times newspaper articles; Attend the annual Boomers Legacy BC Bike Ride as support personnel; and Act as a POC for Wing and military personnel for information regarding Boomers 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 Boomers Legacy charity and the military;

November 2012

P a g e | 13

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.

November 2012

P a g e | 14

ACCOMMODATIONS CALENDARUNDER 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.

November 2012

P a g e | 15

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 areas rider. 4. Ensure that waiver forms are complete for each of your areas 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. November 2012

P a g e | 16

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 bikes 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 Riders 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 Riders name. 1 label to be used on Pledge Envelope, one name to be attached to Riders Registration package and 1 label to be handed to the rider by the pledge sheet receiver volunteer once they have received the pledge sheets.

November 2012

P a g e | 17 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 Riders 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 Riders 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.

November 2012

P a g e | 18

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.

November 2012

P a g e | 19

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. November 2012

P a g e | 20

POSITION DESCRIPTION: TRANSPORTATION CO-ORDINATOR

1. Ascertain what vehicles will be required for your areas Boomers 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. November 2012

P a g e | 21 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 riders 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.

November 2012

P a g e | 22

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:
November 2012 Coordinate with Bike Ride Marshall and Chairperson Greet all attending RCMP/Police. Confirm with RCMP/City Police as per agreement set up earlier in the year.

DAY OF THE RIDE:

P a g e | 23

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.

November 2012

P a g e | 24

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 m anned 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 .

November 2012

P a g e | 25

SPONSORSHIP COMMITTEE CALENDAR NO LATER THAN 6 MONTHS PRIOR:

BOOMERS 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, Thriftys, Tim Hortons, Howe Sound Brewery, Booster Juice, Canadian Legions, CFB Comox, Esquimalt, Best Buy. November 2012

P a g e | 26

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. BOOMERS LEGACY DONATION ACCOUNT BMO # 7140 001 8137 048 all funds received that require an income tax receipt must be donated to this account. BOOMERS 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.

November 2012

P a g e | 27

SECRETARYS 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

November 2012

P a g e | 28

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!

November 2012

P a g e | 29

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 weve 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. November 2012

P a g e | 30

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. November 2012

P a g e | 31

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. 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! November 2012 Confirm with the Ride Committee division of labour/responsibilities. If event will be in public area committee must check with the municipality complete the proper permit requests etc.

P a g e | 32

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. November 2012

P a g e | 33 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 Riders 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 Riders name. A possible scenario for handing over once the envelope is finished then the volunteer hands the rider a tag with the riders 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? November 2012

P a g e | 34 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 riders 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.

November 2012