Crew Manual

 


WHAT’S INSIDE:
What to Expect
Event Schedule & Registration Day
Weather Preparedness
Equipment and Supplies to Bring
Crew Tips
Ride Etiquette
Fundraising
Whether you are a returning crew or this is your first time with us, we are thrilled you have decided to be a part of The SMART Ride 8.

We encourage you to enjoy the journey from Miami to Key West and take time to reflect on why you are involved and how HIV/AIDS has touched you and those around you.

With close to 200 crew, our job is to support the 300+ riders. Our task as crew is extremely important, so no matter how trivial the task you may be doing seems to you, IT IS important.

Once the ride begins, all the hard work and planning turns to keeping safety as our number one objective (with a lot of fun thrown in). We are on the open road  and nothing is more important than rider and crew safety.

The goal of the Crew Manual is to assist you in meeting your needs, fulfilling your personal goals, and helping you create memories to last a life-time. You are doing something so incredible in one of the most beautiful locations in the world, while changing the world with your actions.

Please make sure you take time to review the manual, and PLEASE ask questions.

Crici Stroy-Martin
Crew Manager

Carol Spicer

Participant Manager

 

 

What to expect during SMART Ride

Many components go into producing a safe, smooth and successful Ride. The most important component is a dedicated crew that understands the responsibilities of each person within the Ride. The Crew is the backbone of the Ride. Nothing can be achieved without well functioning crews. The lunches that are handed out, the knees that are iced, the bikes that are fixed, the gear that is transported and the rooms that are checked in are all responsibilities of the crew.

When Riders are awed by the quality of service and the coherence of the Ride, it is the Crew that deserves all the credit. Although the Ride staff makes most of the decisions during the Ride, it is YOU, the crew member, whom the Riders will see most often. YOU will directly impact their experience of the Ride. They gain and retain their momentum from your enthusiasm. Never doubt your actions or words may help the Rider who is struggling to finish each mile. They feel secure that their needs will be met because of your dedication.

To carry out this mission of service, crew is organized into many smaller individual teams. Each is physically demanding, but most require no special skills. It is crucial that you stick to the schedule as it affects the whole ride and its success. Five minutes late may not seem like a big deal at the time, but for the weakest rider, working the hardest those 5 minutes may make the difference from being able to finish the ride before dark, non of us want to be responsible for someone not finishing because of our actions.

The most important thing that is that you maintain a positive and cheerful attitude at all times as it affects the attitude and momentum of the Riders. We also ask that you be FLEXIBLE as your crew assignment may change to meet the needs of the ride.

The Crew Manager (Crici Stroy-Martin) and Participant Manager (Carol Spicer) are responsible for making sure that the entire crew is able to fulfill all their duties and ensure a safe and smooth Ride. The Crew Manager’s have the knowledge of how each individual crew team operates and individually interacts with all other crews and Ride Participants. Each crew has a crew leader. These individuals have learned the specific duties and tasks associated with their individual crews.
We know it is hard work and long hours, but our Riders depend on us to help them on their journey.

 

 

Preliminary Schedule

Below is an overview of the schedule of events. As we get closer to the ride date, we will give you a final, (yet changeable) schedule

REGISTRATION DAY (mandatory)

Thursday November 17th:

Morningstar Renewal Center 7275 SW 124th Street, Pinecrest FL 33156.

  • Scheduled to open at Noon and close at 9PM
    (if you have problems arriving during these hours, there is one last registration at 4am, yes 4am on Friday morning)
  • Plan 1 1/2 hours to go through the process
  • All Crew Meeting (approximately 4PM)
  • Opening/Dedication Ceremony
  • Dinner (following Dedication)

If coming from out of town, check out the lodging page  for suggestions on where to stay thursday evening.

Ride Day 1
Friday November 18th:

Morningstar Renewal Center 7275 SW 124th Street, Pinecrest FL 33156.

  • Breakfast
  • Opening Ceremonies
  • Route Opens at sunrise approximately 6:41AM
  • Route closes at approximately 6:00PM after 100 Miles 4 Rest stops and Lunch
  • Evening at Hawks Cay Resort*
  • Dinner/Announcements/Prizes

*This is covered by your registration fee. There are 4 individuals assigned to each villa, by filling out the housing form you can request room mates, purchase upgrades and more.

Ride Day 2

Saturday November 19th:

  • Breakfast
  • Route Opens
  • Lunch at Holding Area in Key West (except where specific roles require other arrangements)
  • Closing Ceremonies on AIDS Memorial Pier Key West
  • Evening Celebrations at local venues in Key West
  • You are responsible for your lodging on Saturday night. Check out the lodging for suggestions on where to stay

 

 

Preparing for Weather

During SMART Ride, we try to provide for a lot of your needs to keep you comfortable. One area we cannot control is the weather.
According to the National Weather Service, the average temperature for November is 85 degrees, 0% precipitation and 10-12mph winds.

“Both heat and wind are conditions that can cause you to become dehydrated. Make sure you are drinking enough liquid and peeing.”

– Dr. Lee-Medical Director

To be safe, be prepared for anything from Hot Sunny Days to the chance of Rain and Wind:

It is important that you pack clothes and supplies that will help you stay comfortable regardless of the weather conditions.

 

 

Equipment and Supplies to Bring

Having the correct equipment and supplies with you will just enhance your experience while on SMART Ride. As Crew, the majority of supplies and equipment you need to perform your crew function will be provided for you. Also we will make sure that you have meals to eat while you are doing your crew function as well as something to drink. While we have some items, you are responsible for making sure you have the right personal items with you.

Make sure to bring your gear in one bag. We will provide you with a luggage. SMART Ride will also transport your gear for you daily.

Useful and nice to have, but not mandatory:

  • Sunscreen
  • Insect Repellant
  • Hand wipes or hand sanitizer
  • Lip balm w/ sunscreen
  • Band-Aids
  • Sunglasses
  • Cell Phone

Other Items to pack in your gear:

  • Variety of clothes for 2 days (make sure to dress for any weather condition)
  • Clothes for evening functions and Key West (shorts, t-shirts, jeans, flip flops, very casual)
  • Swimsuit (yes there is a pool at Hawks Cay)
  • Any prescriptions you need
  • Antacid, ointments, bandages, Ibuprofen
  • Toiletries
  • Earplugs ( to drowned out the snoring from your roommate)

Please DO NOT pack valuables in your gear (ie: Identification, Money, Credit Cards, Cameras, or other expensive or fragile items. These things should be kept with you at all times.

 

 

Crew Tips

Our job as crew is to keep the Riders motivated and safe during the Ride. Coordinating 200 volun-teer Crew and 300 Riders takes some effort, but working together SMART Ride can be a very suc-cessful event. Remember these Crew Tips:

  • All Crew must check in on Registration Day Thursday November 17th at Morningstar Renewal Center (7275 SW124th Street, Miami FL 33156). Registration is open from noon until 9pm. Plan about 1 1/2 hours to get through the process. When you arrive you will receive your crew id’s, crew packets, and crew shirts.
  • All Crew are required to attend Safety Orientation during Registration, its for your safety and the safety of the other participants, even if you have been through this process 100 times, you still must attend this,  you’ll be surprised what you may have forgotten.
  • If you are traveling from outside of the Miami area and need overnight accommodations, check out our  lodging options.
  • Ride Out on Friday November 18th begins at sunrise. There will be an opening ceremony after which riders depart. Please note that most Crew Members will not be able to see Opening Ceremonies or Ride Out, because you will either be on the road to your crew site or working in other areas of the event.
  • When you arrive at Hawks Cay, make sure to check in with your Crew Manager to ensure all of your tasks are complete before you check in and go to your room.
  • All Crew Managers carry radios so that they can remain in constant contact with Dispatch during the event. All issues and request for supplies must go through Dispatch in order to coordinate and make sure all needs are met.
  • Please remember, that what may seem like a simple easy to fix issue to you, may have major implications to other participants.
  • Crew participate in Closing Ceremonies. You will receive instructions at Registration and at the holding area so that we can make an unique experience for Riders as they enter the AIDS Memorial at the White Street Pier.
  • Riders are expected to be able to complete the route each day, however, riders know that if they have problems they can ask for help from ANY Crew member. Riders will signal for help with a “thumbs down” or “wrists crossed over their heads”.
  • DO NOT honk at Riders on the road—This could startle them and may cause an accident.
  • SMART Ride has a fleet of rental trucks and vehicles. All Ride Vehicles will have signage on them for identification.
  • If you are assigned to a SMART Ride vehicle, you will be reimbursed for the gas. Please make sure to keep your receipts.
  • Absolutely NO vehicles without an official SMART Ride permit will be allowed to park in the hotel parking area designated for Ride Vehicles.
  • Be flexible and patient. The best laid plans may need to be adjusted or changed.
  • Most of all have fun and remain safe!

You may be expelled from The SMART Ride at any time for violating any of the rules or policies.

 

 

Ride Etiquette

 

Anytime you have a large group of people together, it is especially important to remember basic etiquette is a must. People have different moods, styles and ways of operating, but during the 2 1/2 days, we must all work together towards the common goal of making it to Key West. Here are a few things to remember while on SMART Ride:

  • Stay flexible and be patient. Sometimes things don’t work out as planned, but know that you Safety always comes first.
  • Treat people as you wish to be treated.
  • Please listen to and respect the Crew Managers and Ride Staff. They are volunteers giving of their time and talents. Their concern is for your safety.
  • Do not make decisions on your own, please make sure to work with your Crew Manager as your small decision can impact the entire Ride.
  • Please be respectful of SMART Ride equipment. Many things have been donated, other supplies purchased, and some on loan to us. We guarantee 100% of what the participants raise goes to charity, we can do that by respecting our equipment and not causing unnecessary expenditures.
  • Crew make sure to thank and MOTIVATE the Riders. They are riding 165 miles, and like you have an emotional reason for being here.
  • Please THANK our Sponsors they give generously so that we can give 100% of what we raise. Let them know you appreciate them.
  • You are part of the faces of SMART Ride Family and your actions or words could jeopardize the future of the event. It takes a lot to coordinate sponsors, municipalities, permits, volunteers, and facilities.
  • We are proud that we leave facilities we visit equal to or better than what we found them. Your Mom isn’t on the ride, (if she is, she has another crew function) so please clean up after yourself.
  • The Florida Keys offer a very unique environment and special ecosystem, and we want to respect that. We Recycle and respect, with your help; this beautiful destination.

 

 

Fundraising

Although Crew is not required to fundraise, we hope you will. If every crew member raised just $500, we could raise an additional $100,000! There are a few prizes to win if you do fundraise and 100% of what you raise will go to the benefiting agencies and ultimately to making a difference in the fight against HIV/AIDS. Here are some tips:

  • Set a personal goal, whether it be $500 or $5,000. Ask all of your friends, family, co-workers, etc.  Don’t exclude anyone, you will be surprised by those who chose to donate to you.
  • Have fun and be creative. The more fun you make it the quicker it is to raise your dollars.
  • Check out the 100+ ideas for fundraising link.
  • If you have a fundraising event we can post it on the website calendar, just send us a note with the details to gsundown@aol.com.
  • Use your Facebook page to help you raise pledges or go to the SMART Ride Facebook page to reach out to other riders to see what fundraising ideas work for them.
  • Join a team (even as a non–rider, you can be on a riders team) or work with the benefiting agency when they do outreach events. Raising money in a group is sometimes easier.

In the past 7 years we have raised and returned over $2.6 Million!!! Something we are all so proud of.