Crew Descriptions
The following are brief job overviews to help you decide which SMART Ride Crew may be a good match for your interests and skills.
Our number one concern is rider and crew SAFETY. SMART Ride is a fully supported ride. Our Crew functions are vital to ensure the success and SAFETY of our Riders from Miami to Key West. We try to match up volunteer skills and interests to various crews, but wherever you are placed, you are definitely needed. Tasks may vary in skill and physical capability, but every job is important. Remember that being flexible is important -as weather, rider speeds and other factors beyond the control of SMART Ride may dictate adjustments that we need to make.
All crew must attend Registration on Thursday as well as a mandatory All Crew Meeting on Thursday afternoon.
After you register our Crew Manager will contact you to discuss your skills, the type of vehicle you have or need, and open dialogue to help you be successful and most importantly have a great time while ultimately making a difference in the fight against AIDS. We thank you in advance for being a part of this great adventure.
Here are the jobs:
Dispatch – Manages the communication of all crews and SMART Ride staff during the event. Must be able to multi-task and interact with people both from SMART Ride and all the municipalities we travel through. Works on planning of the event throughout the year. Available – Manager: Ride Week Monday through Saturday/Crew: Thursday morning through Saturday.
Safety – Presents the Safety Orientation video during registration and on the morning of Day 1. Must be able to answer questions and facilitate the safety orientation, while stressing the importance of the rules of the road for both riders and crew. Available: Thursday Registration Day through Friday Morning.
Sweep Crew – This team circulates throughout the route in vehicles outfitted with bike racks, providing transportation to Riders needing assistance to rest stops. This team leaves early in the morning and arrives late into lodging, after all Riders have completed the route. Direction during event comes from Dispatch Manager. Must be able to lift 50 lbs and drive. Sweep vehicles must be able to carry 4 other people than driver. Available: Crew Thursday through Saturday.
Rider Transport – This crew must be able to drive 15 passenger vans which are used to transport riders who are unable to complete the route. This team acts as a taxi service so it makes for long hours. This team also is utilized at Morningstar and Hawks Cay to assist with transportation needs. Direction comes from Dispatch during event. Vehicle is provided. Available – Crew: Thursday afternoon through Saturday.
Pit Closure – This crew assists the last riders offering assistance and encouragement where needed. Works with Dispatch to determine ride speed and needs on the route. Works with the Pit Stops/Water Stops on when to close and begin breaking down equipment/supplies. Should have own personal vehicle. Available – Crew: Thursday through Saturday.
Morningstar/Registration Site Manager & Crew – Manages all aspects of the facility layout at Morningstar during the event. Also manages all functions during Registration Day to ensure smooth processing of all participants. This Manager should be a critical thinker, good with people and able to delegate. Utilizes 2-4 able bodied assistants during the time at Morningstar. Works closely with Dispatch and assists dispatch after job duties are completed at Morningstar. Works on planning of the event throughout the year. Available – Manager: Ride Week Monday through Saturday/Crew: varies depending on role Monday through Saturday.
Hawks Cay Site Manager & Crew – Manages all aspects of the facility layout and interaction with Hawks Cay Representatives. Must be at Hawks Cay on Thursday night ahead of the ride to ensure proper set up of tent and staging areas for the event. This Manager should be a critical thinker, good with people and able to delegate. Main point of contact during arrival of crews to Hawks Cay. Utilizes 1-2 able bodied assistants during the time at Hawks Cay. Assists with Dispatch on Friday evening. Needs to do 1-2 site visits to Hawks Cay during the year. Available – Manager: Thursday morning through Saturday/Crew: Thursday through Saturday
Key West High School/Download Site Manager – Manages all aspects of the facility layout at Key West High School. Also manages download of all trucks, equipment and supplies at the end of the event to prepare them to head back to vendors or warehouse. Must be at Key West High School on Saturday morning to ensure proper equipment setup and staging areas for the event and Sunday morning for download activities. Interacts with multiple volunteers 10-20 during download both at Key West High School and warehouse. Works in conjunction with Dispatch. Works on planning of the event throughout the year. Available – Manager: Thursday morning through Sunday.
Download Volunteers – This team is ideal for individuals who cannot be on the event. We need help at Key West High School on Saturday from 11am – 6pm unloading all of the trucks as they arrive and getting supplies ready to head back to Fort Lauderdale. We also need help on Sunday from 2pm-5pm unloading the truck when it arrives at the warehouse in Fort Lauderdale. You do not have to be on the event or registered as a participant to assist on this crew.
Logistics Manager – Manages all aspects of the route, site permissions, supplies, equipment, and trucks. Critical thinker and ability to give clear and concise instructions. Works closely with Ride Director and Fiscal Agent during the year. Interfaces closely with Dispatch during event to ensure all ride needs are being met. Available- Manager: Ride Week Monday through Saturday.
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ute Manager – Assists Logistics Manager during upload (getting of supplies from warehouse and sponsors during the week) and event manages/ensures that proper equipment and supplies are delivered to appropriate crews. You are the “go to person” for all supplies on the route. Must be able to drive 15’-24’ Trucks. Available – Manager: Ride Week Monday through Saturday.
Route Marking Crew – Team is vital to the riders to ensure their safe travel and encouragement from Miami to Key West. This team is marking the route with signage, arrows and chalk in advance of the riders. Long days are involved in this crew. Must have vehicles that can carry signage, stakes, spray chalk and materials needed. Available –Crew: Wednesday evening through Saturday.
Pit Truck Crew – Acts as the delivery person for supplies, food, canopies and equipment used at the various pit stops along the ride. Must be able to drive 15’-24´trucks to deliver equipment and supplies to where needed on the event route. Takes direction from Route Manager, Logistics Manager and Dispatch. Available – Crew: Thursday through Saturday.
Ice Truck – Delivers ice and food to where needed on the event route. Must be able to drive 15’ trucks that are sometimes stick shift. Takes direction from Route Manager, Logistics Manager and Dispatch. Available – Crew: Thursday through Saturday.
Bike Transport – This team provides transport of bikes for Riders unable to complete the day’s route. This team will load bikes from Bike Parking (where bikes are staged) in the morning and at Pit Stops throughout the day and offload bikes in Bike Parking area. Works in conjunction with the Gear Crew as the same truck is utilized for both tasks. Must be able to lift 50+ lbs and drive a 15’-24 truck. Available – Crew: Thursday through Saturday.
Bike Parking - This team is responsible for setting up and managing the where bikes are parked at the registration site, first nights hotel and the destination point in Key West. Involves checking in each rider as they enter facility each evening to account that all participants are safely off the route. This team also assists with any “bike pulls” necessitated for medical or other issues. This team also must set up and break down bike racks for the event each day as the event moves along the route. Days start early and go until after last rider arrives. Must be able to lift 40 lbs and drive a 15’24’ truck. Available – Crew Thursday morning through Saturday.
Bike Techs - This team will work with riders to assist in maintenance and repair of bikes as necessary. This can be at a facility or along the route at Pit Stops and/or at hotel. Bike Techs bring their own supplies, but riders are responsible for reimbursing Techs for supplies that are utilized. Team members must have experience in bicycle repair and should be able to lift 50 lbs. Available – Crew: Thursday morning – Saturday.
Crew Manager - Manages all aspects of the crew communication both prior to the ride and during the event. Critical thinker and ability to give clear and concise instructions. Works closely with Ride Director and Logistics Team during the year. Interfaces closely with Dispatch during event to ensure all ride needs are being met. Available – Manager: Ride Week Monday through Saturday.
Cheerleading – Help Cheer on, encourage and motivate riders and crew during the ride. Often staged at points on the ride to send messages of safety and motivation. Staged throughout the ride from Opening Ceremonies to Ride In and key locations. If you like to yell encouragement, dress up, get crazy, then this is the team for you. Have own vehicles and stage team members along the route. Available – Crew: Thursday through Saturday.
Gear Crew – Team works to collect rider/crew luggage and transport it. Crew opens Friday Morning to collect gear at MorningStar Renewal Center and takes it to Hawks Cay and distributes gear. Saturday morning collects gear again and transports to Key West for dissemination after closing ceremonies. Must be able to lift at least 50lbs. One or two crew members must be able to drive 15’-24’ truck. Available – Crew: Thursday – Saturday.
Massage - This team provides massage services to participants during the event. Ideally, massage therapists will be experienced in sports massage. Ride does not provide massage table. Sanitizer, cleaning supplies, and paper towels will be provided. Must attend registration on Thursday for safety orientation. Available – Crew: Friday 11am at Hawks Cay Resort through Saturday.
Medical – Comprised of a variety of medical professionals, and under the direction of Dr. Marah Lee; SMART Ride Medical Director, this team provides all first-aid medical services to participants and will provide emergency service where necessary until local EMS/Paramedics arrive on scene. Medical is located at each facility and Pit Stops along the route. Medical is staffed 24 hours each day. Medical Team will be screened as necessary for appropriate licensing, experience and training. Available – Crew Thursday through Saturday.
Pit Stop Crews - This team is responsible for the daily set-up, food distribution, bike parking and traffic control at each rest stop location. These teams are the first to leave in the morning and often the last to return to each night. Pit Stops are strongly encouraged to work together to formulate a “Theme” for your Pit Stop that is entertaining and motivating to the Riders. Must be able to lift 40+ lbs and stand for long periods of time. Must provide own vehicles as supplies will be delivered by Pit Trucks. Available – Crew: Thursday through Saturday.
Water Stop Crews – Water stops are meant to be just that, water stops for riders to refill after lengthy sections of ride between Pit Stop. We prefer individuals who have pick-up trucks as it makes the crew more independent. Supplies will be delivered to Water Stop by Pit Trucks. Available – Crew: Thursday through Saturday.
Motorcycle – Motorcycle crew works with Dispatch to guarantee safe passage for riders during each day’s route. Motorcycle crew assists at difficult intersections and other locations as requested. Team members must provide own motorcycle, valid driver’s license with motorcycle endorsement and must wear helmet. Available – Crew: Thursday through Saturday.
Route Clean Up – Route Clean Up team follows behind the last rider and is responsible for picking up all signage/arrows along the route to ensure it is returned to the warehouse. Preferably should have a SUV/Mini-van that will hold signage and supplies. Usually one of the last teams to arrive each day. Available – Crew: Thursday through Saturday.
Traffic - Responsible for managing vehicular, bicycle and pedestrian traffic into and out of facilities/locations. Checks in all vehicles, allowing only those that are permitted to be on-site with the event. Enforces parking plans established by the Logistics Team. Long days in the elements. Available – Crew: Thursday morning through Saturday.
Ceremonies Manager & Crew – Responsible for the running of daily ceremonies and decorating of facilities during the overall event. Must be creative person with ability to multi-task yet being flexible to unexpected changes. Works with Ride Director and Logistics team over the course of the year. Lots of coordination of supplies, people and equipment. Must be able to drive cargo van. Available – Manager: Ride Week Monday through Saturday/Crew: Thursday through Saturday.
Lodging Manager – MorningStar responsible for coordinating participant lodging needs both at Morningstar. Works with Morningstar Site Manager, Morningstar Staff. This task takes place over the course of the year. Must be organized, have good follow through and be a good communicator.
Lodging Manager – Hawks Cay responsible for coordinating participant lodging needs at Hawks Cay. Works with Hawks Cay Site Manager. This task takes place over the course of the year. Must be organized, have good follow through and be a good communicator. Job involves working on Registration Day to confirm housing with participants and work with the hotel to handle check-ins and issues that arise. Available – Manager: Wednesday through Saturday/Crew: Thursday morning through Saturday.
Dining Manager & Crew - This team assists vendors and participants in providing meals, drinks and dining supplies from Thursday Lunch through Saturday Lunch. Very early mornings and late evenings are involved. Get to see all participants of the event. Dining Manager coordinates food needs for volunteer staff during Ride Week. Must be able to drive cargo van or 15’ truck. Lots of lifting involved. Available – Manager: Ride Week Monday through Saturday/Crew: Thursday morning through Saturday.
Hawks Cay Engineering Team – Team works with dining team, Logistics and Site Managers. Tasks include insuring that any trash generated by event is properly discarded. Manages both regular trash and recycling. Also works to assist site manager with tsks from delivering water and assisting with site management at Hawks Cay. One or more of the crew must have a pickup truck to assist in hauling of equipment and disposal of trash at designated sites. Available – Crew: Thursday morning through Saturday.
