This team is responsible for setting up and managing where bikes are
parked at the registration site, overnight hotel location and the destination
point in Key West. Duties involve checking in each rider as they enter at
each site to account that all participants are safely off the route. This team
also assists with any “bike pulls” necessitated for medical or other issues.
To accomplish this, Bike Parking sets up and breaks 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.
Crew Description: This crew will setup, break down and manage the
bicycle parking lot. The areas will consist of 50 – 100 bike racks,
appropriate signage, a rider list (in alphabetical or numerical order). Bike
racks are 10’ long each and should be in rows side by side with a minimum
of 10’ between each row. For non-competitive events like the Ride, 9 or 10
bicycles can fit closely on each rack without risk of damage. The bikes
should be parked head first then tail first. This pattern should be repeated
until the rack is full.
There should be 2 people at the entrance of bike parking to check in riders
and direct riders to the lettered area they should park their bike. 3-4 people
are needed to help riders park their bikes and direct Riders to the water
station set up near Bike Parking.
You are responsible for the safety of ALL bicycles!!! This involves
authorizing access only to Riders and permitting Riders to remove bikes
ONLY when their wristband matches their bike tags!!!
Duties – among the duties of the Bike Parking Crew are:
Break down bike racks at Ride Out and load them into your truck.
Construction of a secure Bike Parking area.
Establish and execute effective check-in and check-out procedures.
Enforce strict crowd control, with the help of Traffic Control. Be
assertive in maintaining an organized, methodical check-out
Maintain, with the assistance of Traffic Control, street access for
emergency and other vehicles.
Assist Bike Transport Crew’s with check-in and parking of Sagged
bikes. Keep an accurate list of all Sagged bicycles. The Riders will
need to be able to find their bikes the next morning.
Coordinate and cooperate with Hotel Security to pass off to them
when the last bike is in a secured bike parking area for them to guard.
Maintain all banners and signs for your area. Report damage to
Dispatch for repair or replacement.
Be responsible for displaying Pit Stop hours and any special bulletins
for all Riders to see. Pass out the days route to each Rider.
Before securing Bike Parking and turning the area over to Security,
check with Command to find out if there are anymore bikes on the
Break down bike area. Take apart bike racks. Prepare and pack
everything into the trucks for transport to the holding area. Clean up
all trash and take to dumpsters.
Report any damage to your Crew Manager.
Staff a water station for riders coming in the afternoon/evening and
for riders in the morning. When you arrive at the hotel make sure to
set up the water station.
When you breakdown to go to the holding area, take your left over
water with you. When you get to the hotel site make sure to contact
dispatch to let them know if you will need more water for the riders
arriving in the afternoon. They will contact Ride Services to have it
delivered to you.
As you are handling the bikes make sure you treat them gently and
Many bikes may cost thousands of dollars . Please treat them well.
Be friendly and helpful with Riders at all times. Get them started out
each morning on the right foot. Be encouraging and uplifting. Be
positive and motivational. They have physical and emotional
challenges ahead of them. Be gentle, be kind, be flexible!
Encourage them to drink Gatorade and water and to fill up their water
containers before they set out in the morning.
Procedure – Bike Parking Crew will:
Check each bicycle into Bike Parking by comparing the Rider
Wristband and Bike Band to make sure that they match.
When a Rider checks their bike in, the Bike Parking Crew will
highlight that Rider’s number on the “Rider Matrix Form” maintained
at each station, then compile all list for the Crew Manager. Be sure
the Riders know what section they parked their bikes in.
When a Rider checks their bike out, the Bike Parking Crew will
highlight that Rider’s number (in a different color) on the “Rider Matrix
Form” maintained at each station and compile list for the Crew
When a Bike Transport vehicle arrives from a Pit Stop, help unload
the vehicle, check in each bike number on the Rider Matrix Form.
Make sure to check with the Medical Crew and Bike Maintenance
Crew at the hotel for bikes that need to be sagged to the holding
Bike Parking CREW Manager will:
Maintain a Master Rider Matrix form, highlighting each and every
Rider that has checked their bike into hotel and report to dispatch any
problems. Place an “X” if Rider came in on own. Place an “S” if bike
was sagged in.
Report every ½ hour (beginning at 3:00PM) to Dispatch the number
of Riders who have checked their bikes into hotel. Include in this, the
number of sagged bikes.
At the end of each day report the numbers of bikes Parked, list of all
bikes sagged to dispatch.
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.
Crew Description: The Bike Tech Crew provides on-site Bike repair for
those Riders who require it at Pit Stops. Their primary function is to assist
Riders with Bike repairs that are beyond their abilities to do themselves.
These repair mechanics will also be available at overnight hotel. Riders
who are experiencing difficulties on the Route and are unable to continue,
will be picked up by the Sweep Crew. The Sweep Crew will transport both
Rider and Bike to Pit Stops. Here, Bike Tech support Crew will be available
to repair bicycles.
Riders are expected to fix their own flat tires.
Fees may be charge for bike parts (not labor) by the repair
Set-up Bike Mechanic area at Pit Stops.
Triage Bike repairs.
Sell bike parts as needed.
Set-up and staff Bike Maintenance Tent in designated area.
Provide repairs and adjustments to bicycles while stationed.
Staff and operate bike shop (sell parts and handle all cash).
Crew Manager should work with Bike Parking Crew Manager to
establish system for retrieving/returning bikes to and from special
area once repairs are completed.
Breakdown and load equipment before traveling to Day 2 holding
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. Must be able to lift 50+ lbs.
Crew Description: When Riders become injured, tired or too slow and are unable to continue on their bikes, they are taken by a Sweep Van to lunch or hotel, leaving their bikes behind. Bike Transport is called to pick up their bikes from the Pit Stops and deliver them to the Lunch Pit or Bike Parking at hotel. Working closely with Dispatch and the Pit Closure Crew, this team goes from evening hotel back to the Pit Stops to recover ‘sagged’ bikes. In an effort to close and clear all Riders from the road before dark, it may become necessary in the late afternoon to send larger capacity vehicles out to the Pits. In this way more Riders and more bikes can be recovered at one time. The truck used for this purpose is actually a Gear truck during the first part of the day.
Check and maintain fuel and fluid levels, keep windshield and windows clean to enhance visibility, report any signage damage or theft to Dispatch.
Keep track of supplies such as ropes, bungee cords, first-aid kit, etc.
Make sure route maps and directions are in your vehicle before leaving hotel.
Under the direction of your Manager or dispatch, drive truck to appointed Pit Stop. When on the road, try to stay in constant
communication with your Manager or dispatch. Let them know when you leave hotel and your ETA at your destination. They will alter plans as needed and give you updates on Rider/Bike ‘SAG’ numbers.
Keep a log of which SAGGED bikes need to go to Bike Maintenance.
Upon arrival at the Pit Stop, communicate with the Pit Closure and Pit Stop Managers and follow instructions for the uploading of ‘SAG’ bikes. As you load up, treat bikes gently and with care. Many are very expensive and may damage easily if not put aboard and tied down correctly.
When you have received the go ahead from the Pit Closure Manager, proceed to lunch or back to the evening hotel by the most direct route. Phone your Manager or dispatch and give them an ETA and the number of bikes you are carrying.
At the entrance to Hotel, there will be a traffic control person. Identify yourself and ask to be directed to Bike Parking to unload ‘SAGGED’ bikes. The Bike Parking Crew will be on hand to help with the off-loading process and to record the number on each bike. It is imperative for them to write down these Rider #’s so that we can keep track of ‘SAG’ Riders.
Check-in with your manager each time you leave or arrive at a given location. These times are being logged in Dispatch and are the only way we can track our progress in retrieving bikes and Riders.
There will be times when you’ll be required to wait at a Pit Stop or at Hotel for a period of time. Please stay at your post or with your truck.
Do not leave your vehicle without communicating that information to Dispatch and to your Crew Manager. If an emergency arises, let them know where you are going and when you will return. If you are called during this absence, return to your truck immediately or call in for instructions.
Responsible for the running of daily ceremonies and decorating of facilities
during the overall event. Ideally, persons on this team are creative with the
ability to multi-task and be flexible with unexpected changes. The
Ceremonies Manager works with the ride Production Team over the course
of the year planning for the event. Attention to detail is necessary to
coordinate multiple supplies, people and equipment
Crew Description: The Ceremonies Crew is responsible for the overall
look and feel of the event. From the set-up at Orientation Day to the final
lasting impressions of Closing Ceremonies, the ceremonies crew makes it
In conjunction with the Production Team, the Ceremonies Crew is
responsible for the planning, execution and clean-up of the following:
Orientation Day Look and Feel
Opening Ceremony/Ride Out
Evening Entertainment on Friday Night
Stretching and Ride out on Saturday Morning
Closing Ceremonies – A subgroup of the Ceremonies Crew is the
Signage Crew, they are responsible for the placement and removal of
signage at all of the major sites, this includes:
Help Cheer on, encourage and motivate riders and crew during the ride.
This crew is often staged at points on the ride to send messages of safety
and motivation. If you like to yell encouragement, dress up, get crazy, then
this is the team for you. Members of this team typically have their own
vehicles and/or drive with others to work along the route.
Crew Description: It is what it sounds like. The purpose of the
cheerleaders is to cheer on the riders (and crew) and to get them down the
Have a positive attitude.
Ensure the safety of all riders and crew during any actions.
Assist with traffic control as needed based on circumstances and
This crew is very independent. The Crew Manager will coordinate
with all of the team members to ensure that they are evenly spaced
throughout the day.
Cheerleading Crew Members maintain the fun of the event while
keeping everyone’s spirits high and the mood light.
This team assists vendors and participants in providing meals, drinks and
dining supplies from Thursday Lunch through Saturday Lunch. This
includes food service and clean up. Very early mornings and late evenings
are involved. The happiest part of this crew is that members get to see all
of the participants and provide them with what they are looking for the
most… FOOOOOOOOD. With the assistance of the Production Team, the
Dining Manager coordinates food needs for volunteer staff during Ride
Crew Description: The dining crew coordinates and plans all of the food
service and clean up for all meals during the event.
Dining team is responsible for the planning, execution and clean up
for the following meals:
Friday Morning Breakfast
Lunch on both Friday and Saturday
Dinner on Friday night
Breakfast on Saturday Morning.
The Gear Team works to collect and transport rider/crew luggage
throughout the event. Crew opens Friday Morning to collect gear at The
Opening Ride Out location 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.
Crew Description: The Gear CREW consists of 2-4 people. The truck will
accept between 200 – 250 bags and bike boxes. Special care and handling
must be paid to stack items in such a way as to limit load shift and the
falling of luggage. As bags are off-loaded, they should be organized
according to Rider and CREW numbers to make it easier to locate and
identify individual gear. You need to check with Riders who have brought
hard shell bike boxes to see if they want them nightly or only at the end of
Being on time for your shift and maintain a presence at the truck
whenever gear is unclaimed.
On-loading of gear, hard shell bike boxes and packing in an orderly
fashion to maximize space and to limit load shifting and falling of
Off-loading bags into organized rows that are clearly marked with
signage as to gear letter and Rider/CREW number ranges, placing
rain tarps if weather is threatening.
Assist Riders/CREW in locating and identifying their gear.
Remember, many bags look alike! Be sure the wristband number
matches the luggage tags.
Assist Command by pulling gear for Riders/CREW who are injured or
have to leave the Ride, and bringing it to the Ride Services tent.
See your CREW Manager for shift hours and daily schedules. It is
imperative to be on time, CREW need to leave very early in the
morning. Don’t make them wait! Be at your truck by 5:00am.
At Ride Out make sure you are at your truck no later then 5:00am. Do
not leave the area until Dispatch has advised you that all Riders have
We will advise all CREW Managers to let their crew know that they
must have their luggage at the Gear Truck by 5:00 am. You need to
get to hotel as soon as possible and unload.
Your trucks may be used for Bike transport. Do not stop anywhere
else in your commute. You will be directed where to unload the gear
in your truck.
Drivers are responsible for assessing the fuel needs of their trucks
and for consulting detailed maps to determine convenient fuel stops.
Any mechanical problems are to be reported to the CREW Manager
immediately. If an emergency occurs en route, contact dispatch
(consult phone/radio list for emergency numbers) and follow their
REMEMBER – SOME TRUCKS WILL REQUIRE DIESEL FUEL. PLEASE
CHECK BEFORE FILLING UP.
All CREW members are to help with cleanup. Please pickup any trash
and/or abandoned items around your area before departure. Trash bags
will be provided for this. Lost and Found can be taken to Dispatch desk or
turned into your CREW Manager.
This team manages all aspects of the facility layout and interaction with
Hawks Cay Representatives, our dining team and dining vendor, tent and
port-a-john vendors to execute all functions (other than actual rooming list)
of the overnight hotel stay at Hawks Cay. This crew does everything from
ensuring proper placement of the port-o-johns to working with every other
crew in setting up tents, delivering water and protecting our designated
parking during the event.
Crew Description: Hawks Cay crew consists of 5-8 members who are
responsible for the set-up, maintenance and pack-up of the Hawks Cay
Assist vendors with Tent and Port-o-john placement
Monitor and collect trash at the site; dispose of in proper locations
Assist with the erection and dismantle of event pop-up tents and
Effectively uses site plans to ensure proper placement of equipment
Consults with Event Producer in the event of any issues with Vendors
and/or unforeseen circumstances at the Hawks Cay Site.
This team is responsible for coordinating participant lodging needs at
Orientation Day and at Hawks Cay. Works with Hawks Cay Site Manager
and members of the Hotel Staff to properly place participants for overnight
housing. This task takes place over the course of the year. Ideal members
of this crew must be organized, have good follow through and be a good
communicator. Job involves working on Orientation Day to confirm housing
with participants and work with the hotel to handle check-ins and issues
This team provides Wellness and Holistic services to participants during the
event. Ideally, this team includes holistic service providers including
chiropractors, trainers, yoga instructors, stretching instructors, massage
therapists and sports massage. The ride does not provide massage table.
Sanitizer, cleaning supplies, and paper towels are provided.
Crew Description: The Hotel Wellness CREW will be available to assist
and support riders with physical and conditioning efforts to assist in
maintaining the best possible conditioning for the Ride. Wellness includes
stretching, flexibility, massage and other nonmedical needs.
Duties – the Hotel Massage CREW will:
Set up and staff the Wellness area in designated area.
Set up a massage tables and sign up table.
Provide treatment and massages to Riders while on duty.
Manager should establish a system for best serving the Riders and
how to form any queue that might arise.
Breakdown and load Wellness equipment before and after each
event site including the hotel and Key West lunch site.
Comprised of a variety of medical professionals, and under the direction of
The SMART Ride title sponsor, CAN Community Health, this team provides
all first-aid services to participants and will provide emergency service
where necessary until local EMS/Paramedics arrive on scene. First Aid is
located at each event location and Pit Stops along the route. First Aid may
be staffed 24 hours as necessary. First Aid Team will be screened as
necessary for appropriate licensing, experience and training.
Crew Description: The First Aid CREW includes MD’s, RN’s, DO’s,
EMT’s, PT’s, Paramedics, Chiropractors, etc. . Practitioners must be
licensed and provide proof of insurance. The First Aid CREW will be
stationed at each Pit Stop, at Overnight Hotel and in roving medical
vehicles and are available to triage and treat both Rider and Crew Illness or
All volunteers with the First Aid CREW, except those without formal
medical training, will be expected to perform basic first aid skills.
Other duties may include sports medicine, basic history taking, triage
duties and in some instances basic and advanced life support duties.
Non-medically trained volunteers assisting the First Aid CREW will be
assigned to non-medical duties such as coordinator, equipment
manager, or administrative assistant.
The Hotel First Aid Room will provide services from approximately 5-
9 am, 1-10 pm as well as an overnight shift if necessary. The CREW
Manager will schedule breaks for everyone, as well as determining
who will go out on the route each day.
Those CREW members who are assigned to a pit stop will travel with
the pit stop CREW to each location and depart at the established
departure times. Please remember to get your lunch from the lunch
truck at the Pit Stop loading area before you leave hotel in the
Upon arriving at the Pit Stop, the First Aid CREW will set up their
assigned location—this includes the First Aid tent. After the pit stop
closes, the first aid CREW will clean and pack up their area – this
includes disposing of their trash, dissembling the first aid tent and
storing all of the equipment in the Pit Stop truck. Pit First Aid will not
leave until the last rider/CREW member has departed and the
Caboose has checked in at the Pit Stop.
First Aid Crew Members are responsible for replenishment and pick
up of all supplies from the First Aid Crew Manager.
A medical intake form will be done on each rider or CREW member
prior to receiving medical treatment.
NOTE: All injuries to Riders or Crew requiring follow-up, hospitalization, or
removal from riding or Crewing for ANY period of time MUST BE
REPORTED TO DISPATCH. A First Aid Crew Manager must fill out a
report sheet. At the hotel, the First Aid Crew Manager or Medical Director
will meet with the Production Team for updates of all reported injuries.
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. Although motorcycle assists with safe passage of our riders,
the blocking of traffic is not permitted at any time during the event.
Additionally, the Motorcycle team acts as the Caboose on the event to track
the location of the last Rider.
Crew Description: To ensure Rider Safety by monitoring intersections
and hazardous areas along the route and assist the riders. The
motorcyclists work closing with Dispatch to ensure the safest possible
conditions for all of our Riders.
Plan each day’s position, responsibilities and schedule.
Maintain positions until notified by the Caboose, Dispatch or your
CREW Manager. Then move to next assignment.
Direct bike traffic through difficult sections of the route.
Alert Riders to upcoming hazards.
Communicate with Dispatch regarding emergencies using cell
phones or nearest pay phone.
Work within all State and Local traffic laws and with police along the
In case of injury, collision or medical emergency, call 911 then
Dispatch. Take notes consisting of the Rider or CREW ID numbers,
location, time and what happened.
STAY WITH THE RIDER!
The Motorcycle Safety CREW will check in at the nearest Pit Stop. At
each Pit Stop and with the Pit Manager inform Dispatch of their
location and indicate the position that they are going to be on the
Always remind the Riders to ride safely and stay in single file.
The Motorcycle assigned as the caboose will maintain visual with the
last rider at all times. When appropriate and about every 20-30
minutes, will radio to Dispatch to update the location of the last rider.
The Participant Support Team works closely with the First Aid Crew and
Dispatch to insure any and all participant issues that arise during the event
are being managed appropriately. This may involve record keeping for
details of any incidents or situations such as bicycle accidents, injuries,
damage, theft, lost luggage or disciplinary actions. Participant support may
be required to assist with transport of injured participants including
transport to the nearest healthcare facility or picking up a participant from a
health care facility and returning them to the Ride. Participant Support
Crew provide emotional support and physical support of participants who
experience challenges outside of the normal struggle to participate in the
Crew Description: To provide participants with support in the event of any
situation or incident that requires additional efforts beyond the normal
services of participating in an endurance bicycle event. Maintain detailed
records for incident reporting and tracking of any participants who require
transport to or from a non event location.
Maintain a calm and supportive disposition at all times
Communicate with First Aid Crew Manager to provide for any non
emergency transport needs for injured participants.
Communicate with Dispatch regarding emergencies using cell
phones or nearest pay phone.
Keep records of any and all incidents or claims.
Provide transportation and support for participants experiencing
medical or other hardship issues during the Ride.
Take detailed notes including the Rider or CREW ID numbers,
location, time and what happened.
STAY WITH THE RIDER!
The Photography and Video crew has the all-important job of capturing the
entire event on film or digital media. Post ride, the photo/video team
provides to the event producers photos to be used for marketing and
outreach for future events. The Photo/Video crew is independent
throughout every day to find “just the perfect shot” to capture the moments
that make the SMART Ride special.
This team is responsible for the daily set-up and services at a particular Pit
Stop. This includes food and hydration distribution, bike parking and traffic
control at each pit 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.
Crew Description: The Pit Stop CREW is the heart and soul of the Ride.
This CREW provides and maintains rest stops located every 15-20 miles
along the entire route. Pit Stop teams distribute water, Gatorade, snacks or
lunch. Pit Stops Crew coordinate with First Aid and Bike Tech Crews for
placement and coordination of these services. Pit Stop CREW members
keep the Riders moving and the Ride on track as well as motivated by
cheering, dancing, providing encouragement and lots of Fun. Composed of
4-8 separate members, these incredible teams work long arduous hours to
create an area where Riders can relax and refuel. Each CREW has a
manager, First Aid team and may include a bicycle technical expert. It is
essential to work together to download and organize supplies, locate sites
from the map, and to layout and setup the pit stop. All of this is usually
accomplished within an hour. It is a challenge, but it is SO appreciated by
the Riders that we personally doubt that there’s a more popular or well
SUPPLIES — Go through your checklist and make sure that you
have all the supplies that you will need to setup the Pit Stop. Should
you be short of any of them, please tell your Pit Stop Manager ASAP
so that arrangements can be made to re-supply you. Supplies will be
checked before you leave the Ride Out or the hotel, this will insure
that you are not without any of the crucial items you need to run your
Pit Stop effectively and efficiently.
PHONES/COMMUNICATIONS — Another critical check to make
when you first arrive at the site is to contact Dispatch by phone. If
cellular service is unavailable, find the nearest location available to
contact Dispatch. Please remember to plug cell phones in and have
them powered up for usage. It’s a little late if an emergency comes up
and the cell phone is dead and the nearest pay phone doesn’t work.
AREA CHECK — Just prior to setting up the Pit Stop, report your
location and any situations to the Dispatch. Report this information to
Dispatch via phone. Report any updates of road conditions, weather,
traffic or medical concerns. Check in periodically with Dispatch
throughout your shift. This will be especially important as Riders
require transport to the hotel or holding area due to injuries or bike
problems. Whenever you make a report to Dispatch, be as accurate
and complete with information as possible. Give the following: Your
Pit Stop number and exact location. Let them know that you are or
are not open for business. Report any road problems that need to be
addressed (signs to be placed, Safety CREW to be dispatched for
traffic control, etc.). Give accurate number of Riders and bicycles
currently in your Pit Stop. Monitor transport vehicles that have arrived
or left your area since the last report. Later in the day, it will be
especially critical to closely check Riders for fatigue, heat exhaustion,
or possibly hypothermia. Pass this information along to the medical
personnel at your Pit Stop.
PIT STOP SETUP — When laying out a Pit Stop, keep in mind
Emergency and other vehicle movements. You will be provided with a
site plan. Do not strand an Ambulance or designated emergency
vehicle in the back with 300 Bikes and Riders blocking the exit. Keep
cars/vans accessible and create a separate area for bikes well away
from the food and water tables. Also be aware of how car traffic AND
bike traffic will be affected near and at your Pit Stop. Use orange
traffic cones and/or yellow caution tape to make entry and exit into
the Pit Stop safe for Riders and for other traffic. You may need to do
a lot of traffic control. Everyone sets up the canopy that is used by the
First Aid team at each Pit. Next set up your food and water tables
with the appropriate supplies. Position and line the trash cans
conveniently but away from the food and water tables. If the drinks
come in powder form, allow enough time to mix and chill. Double
check the communications, signage and other items as noted on your
checklist. You are now ready to Rock & Roll!!
RUNNING THE PIT STOP — Once everything is in place, Riders will
probably start to arrive. CREW members will refill water bottles, hand
out snacks (or lunches at the Lunch Pit Stop) and generally make
sure every Rider has ample food and fluids. While we have plenty of
supplies at each of the Pit Stops, please discourage “hoarding” of
snacks. Assure Riders that food WILL be available every 15-20 miles
and they do not need to stock-up at Pit Stop 1 or 2. Fueling the
physical may be enough of a purpose for a Pit Stop, however, fueling
the spirit may be what really keeps the Riders moving forward and be
the most important reason you are here. Given that the route is long
and difficult, it is essential to encourage, motivate, inspire, kick in the
butt or whatever it takes to keep the Riders moving ever southward.
Riders may want to spend more time socializing (especially at the
lunch stop) but encourage them to mount up and head on out! Keep
them moving, moving, moving and moving. Remember to give
periodic updates to dispatch via cell phone regarding numbers of
Riders requiring transport to the hotel or holding area. This
information will become increasingly critical in the afternoon.
Depending on the number of Sagged Riders, the Dispatch CREW
must plan for the Rider Transport CREW in the waning daylight
afternoon. We don’t want to sag Riders and Riders don’t want to be
sagged, but as the day progresses it becomes a safety concern and
therefore a necessity to sag Riders to the hotel. You may need one
person assigned to keeping and communicating accurate Rider
counts to Dispatch. On Day One Pits 1 and 2, get hit with the largest
number of Riders at once. This is caused by Ride Out (instead of a 2-
hour window for riders to leave hotel, they are all leaving at the same
time); please be aware and prepared for this. To ease the job of
closing the Pit Stop each day, police the area regularly for trash and
“lost and found” items. If there is not a dumpster at your Pit Stop to
use for trash, all trash must be bagged up and loaded on the Pit Stop
truck and taken back to the hotel to be dumped. LEAVE THE SITE
CLEANER THEN WE FOUND IT: That is our goal and will ensure
that we are invited back next year!
As your Pit closing time approaches, the Pit Closure Team will arrive
to assist you. The purpose of this team is to monitor the Pit Stops for
Riders and to dispatch the Ride Transport and Bike Transport CREW
to those areas. In addition, they direct the sweep CREW to locations
between the Pits to rescue Riders. They have full knowledge of the
number of Riders still on the route because of the work of the
“Caboose”. This is the last official vehicle on the route monitoring the
progress of Riders. The “Caboose” follows the last rider at all times.
Once the “Caboose” stops at your pit stop and the Pit Stop truck has
arrived you can begin to pack up, unless otherwise instructed.
Once the Pit Closure Manager has told the Pit Manager that all the
Rider have passed your Pit, your team can pack-up and travel to the
evening hotel or the holding area. Remember to do a final sweep in
and around your location. Dispose of trash in Pit Site dumpsters
(where available and only those contracted by The Smart Ride) or
upload and bring to the evening hotel for disposal. Leave your Pit
Stop looking impeccable. It’s a bold statement for such a large
number of Riders to pass through an area and leave the place
At the evening hotel, you will get rid of trash and unusable supplies.
Some items for the next day can be uploaded. After dinner you can
load up for the next day or in the morning. Make sure all duties are
completed before you are dismissed. Communicate any problems to
your CREW Manager. Check with her/him regarding the next day’s
meeting time and schedule. You will load the remaining items in the
In some instances, variations on this scenario will occur. Be Flexible.
For instance, your CREW and supplies may be needed to remain at
your Pit Stop post to assist the Pit Closure CREW. In the event of foul
weather for example, trash bags must be available for distribution to
Riders who did not bring foul weather gear. If the number of Riders
and bikes to be transported to the hotel is large, it may be necessary
to assist with uploading of bikes, Rider counts, guarding bikes,
distributing food and water, etc. These situations will be fairly obvious
but check with your manager and Pit Closure CREW if there’s a
Don’t forget to put out your “ ½ Mile to Pit Stop” sign out. The Riders
will be looking for that sign, so they know they are coming up on a Pit
The other exceptions deal mostly with the Lunch Pit Stop CREW.
This CREW is much larger and usually deals with many more first aid
and bike tech challenges. The space and layout of this site is
especially critical. The first aid staff must be positioned to allow for
Rider access and for quick emergency departure. Also, at any one
time, there may be 100 people and bicycles on or near this site.
Riders stop here and stay to rest, relax, socialize, have a bite to eat,
recuperate, deal with bike problems, receive first aid attention, just
get attention (insert hugs here), play, etc.… It’s the beauty and the
challenge of this CREW! Riders need to revitalize, and they need to
return to the saddle. Keep that in mind! It’s a fine line between
encouragement and compassion and coddling. Sometimes “tough
love” is the answer…!!! Keep them moving!
Riders may be tired and a little out of it—keep them safe at all times!
The later Pits may be asked to do some pretty long hours. If Riders
are slower on a particularly difficult day, these CREW’s may not get
to the hotel until after dark. Please be sure to bring some warm
clothes, rain gear, sunscreen, hats, etc.… Be ready for anything
because “anything” can happen.
At each Pit there will be a number of Riders and bikes that may need
to be sagged. The Pit Manager will contact command and let them
know how many Riders and bikes will be sagged to the Lunch Pit,
and to the hotel. The Riders will be transported in minivans and the
bikes will be transported in trucks. It is very important that all CREW
members pay attention to Riders that are being sagged. Riders do
not like to be sagged and may try to convince you that they are fine.
Really look at each Rider and if you feel they need to be sagged
please contact your Pit Manager to let them know you are concerned
about a Rider. Pit Stop Managers do not hesitate to have someone
from the First Aid CREW take a look at the Rider. Be positive and let
them know that by going into hotel early will make the Riders chances
of completing the next day much better.
Make sure that the area you set up for Sagged Bikes is separate from
bike parking. If Riders park their bike close to the Sagged Bike area,
they could accidentally be loaded on to the truck and taken away.
We really want the Pit Stops to be festive. Work with your Pit Stop
manager to come up with various themes, events, music, etc. To
make this a fun relaxing place to be. If you have Frisbees, kites etc.
Bring them or work to get some donated!
The Pit Stop Crew teams give the Ride humor and heat. You make
us laugh and lighten our spirits. Your presence makes the last few
miles not quite so difficult.
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.
Crew Description: Coordinates the efforts of several transport teams
working to recover broken down Riders and their bicycles, and officially
closes the Pit Stop after all Riders have passed and orders SAG vehicles to
Pits. Pit Closure supports the Pit Stop CREWs, assist with “sagging” Riders
off the road, help to enforce the pit closure times, and “clean” the route of
all personnel by dark. The main focus of the Pit Closure CREW is
communication and dispatch. Pit Closure must stay in constant contact with
their sweep vehicles and know where and when Bike and Rider Transport
CREWs are working. In addition, they must convey accurate and updated
information to Dispatch in order to smoothly transition people and vehicles.
Their duties are fairly comprehensive on the road, for they manage every
aspect of the route.
Manage and support the Sweep teams in their sector.
Maintain a position at the appropriate Pit Stop and communicate and
direct their CREWs from that location.
Convey updates to Dispatch throughout the day.
As Pit Closure leaves each Pit Stop, they will be supplied with a
clicker to count the number of persons between the pit they are
leaving and the next pit. On arrival to the next pit, they will report this
number to Dispatch.
As the day progresses, the Pit Closure will assume the responsibility
of closing down the Pit Stops. This will include getting assurance from
the Sweep drivers and the caboose that all Riders have passed and
clearing each Pit of all cyclists and their bikes.
Calls will be made by Cellular Phones to Dispatch with updates and
Pit Closure information.
If needed, transport vehicles will be sent to transfer Riders and bikes
into lunch or evening Hotel.
Later in the afternoon, as Rider’s tire and injuries are more frequent,
the Pit Closure CREW.’s must work hard and fast to remove
exhausted Riders from the Pit Stops. When in touch with drivers or
with Dispatch, it is critical (maybe even life or death) that you pay
close attention to details and communicate effectively. Keep your
instructions concise and to the point. By using short, direct, and
concise phrases, more information can be exchanged, and fewer
miscommunications will result. Many times, the Pit Stops will begin to
get frantic as Riders get restless and irritable.
Try to remain calm and reassuring. In this way, Riders will feel
understood and taken care of and less likely to mutiny.
Remember, your job is to get them back to hotel and to ensure their
safety on the road. Attention to your duties will expedite this process.
Got a knack for sales… Re-Cycle crew is your place. The Re-Cycle crew
works to recruit riders for next year’s event during the current event. Basic
computer knowledge is necessary to set-up and log-on to our website and
assist participants into sign-up. The Re-Cycle crew also works with our
Store to sell and manage inventory of items available for purchase to the
Crew Description: The primary goal of the Re-Cycle team is to register
people for next year’s event. The team will be furnished with iPad with
Internet access via a MiFi connection. This will allow riders/crew to directly
access the website to sign up. Registration is $135.
Put up 10×10 tent
Obtain a Folding Table and 2 Chairs
Obtain tablecloth for use on table
Place Flutter Flag
Ensure Laptop/MiFi connectivity and ability to hit the server.
Will obtain leftover store merchandise for sale in the Store. Will
replicate the process used by the store on Orientation Day.
Crew will have space in the registration area to register participants.
At the end of the shift, place flag and tent on the Gear Truck (not Bike
Parking) for transport to Hawks Cay in the AM
In the AM of Day One, the team will not be doing registration but will
assist with opening ceremonies as needed.
Re-Cycle team should arrive to Hawk’s Cay around the time listed.
On arrival, will obtain 10×10 pop-up tent and place as indicated on
the Site Map. The registration of new riders shall begin between noon
and 1PM and last until a majority of the people have left (or you have
managed to sign up everyone on this year’s event for next years).
Team may mingle during dinner to see who may want to sign-up at
dinner time. Additionally, one Flutter Flag saying Re-Cycle will be
placed in front of the tent to indicate the location.
In the morning, assist Hawks Cay crew with placing equipment on the
Bike Parking Truck as needed. The flag and 10×10 tent should be
placed on the Bike Parking (not Gear) truck or may be transported by
Crew should plan to arrive at KWHS at about 8:25 AM. If delayed,
contact dispatch, and put up their tent and the flutter flag for their
area. Duties for today are similar to that at Hawks Cay.
This crew must drive larger capacity vehicles which are used to transport
riders who are unable to complete the route. This team works for the entire
length the route is open. Direction comes from Dispatch and the Sweep
Crew Manager during event.
Crew Description: Rider Transport provides transportation for riders who
are ill, injured, too tired to continue or require bike maintenance that can
not be accomplished at a Pit Stop. Additionally, Rider Transport serves as
a runner for the event. The schedule for Rider Transport is ever-changing
and fluid. At the direction of the Sweep Manager or Dispatch, Rider
Transport may be sent to perform a myriad of tasks
Communicate with Dispatch and Sweep Manager exact location and
destination when departing any location.
Ability to drive or navigate is essential.
Provide comfort and “positive energy” to the riders who may not have
been able to make it the whole day. Many of these riders will be very
disappointed. It is important that you help focus them on the fact they
were part of this amazing event.
Upon arrival at the Pit Stop, communicate with the Pit Closure and Pit
Stop Managers and follow instructions for the uploading of ‘SAGed
When you have received the go ahead from the Pit Closure Manager,
proceed to lunch or back to the evening hotel by the most direct
route. Phone your Manager or dispatch and give them an ETA and
the number of persons you are carrying.
At the entrance to Hotel, there will be a traffic control person. Identify
yourself and ask to be directed to Bike Parking to unload ‘SAGGED’
Check-in with your manager each time you leave or arrive at a given
On each vehicle the CREW member should have water and snacks
that they can obtain at the pit stop from which they are picking up
When making a status report to Dispatch or to your CREW Manager,
keep your communications concise and to the point.
There will be times when you’ll be required to wait at a Pit Stop or at
Hotel for a period of time. Please stay at your post or with your truck.
Do not leave your vehicle without communicating that information to
Dispatch and to your CREW Manager. If an emergency arises, let
them know where you are going and when you will return. If you are
called during this absence, return to your truck immediately or call in
The Route Marking 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 and arrows 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. This team begins their work on the
Thursday before the event to ensure all marking for day one is completed
by the end of Orientation Day. The team then goes out on day one to mark
the route for day two.
Crew Description: The Job of the Route Marking Crew is to place (and
take down) signage along the route to A) Show Riders where to go and B)
Alert traffic to the increased presence of bikes on the route. There are
multiple types of signs.
Directional Arrows – to mark endless miles of road with no turns, to mark
road hazards, to mark turns and provide directions to riders on the road.
Spray Chalk – to supplement Directional Arrows and to insure Riders do
not miss turns!
Warning Bikes on Road Signs – Warning signs must be set up on both
sides of the road to alert oncoming traffic of cyclists’ presence.
The Route Marking CREW is actually made up of 2 teams that work
in conjunction with each other. The Duties of the teams include:
Team A is responsible for marking the next days route with arrows
and caution signs
Team B is responsible to follow behind the Caboose and removes all
the signage from the road.
Team A will leave around 9am on Orientation day to begin marking
the first days route. They will meet with the Logistic Manager and/or
Producer to go over the route and discuss any areas requiring special
attention. After meeting, Team A proceed to mark the next day’s
route. You must notify dispatch when departing. Team B will follow
the route after the last Rider and Caboose have passed and remove
all signage including all arrows, signs or other markings or items used
to provide directional support.
Any and all route changes must be made by the Logistics Manager –
please do not make any changes, regardless of how insignificant you
may feel they are unless you have been given approval by the
Safety vests MUST be worn at all times when placing signs and/or
marking roads. In addition, use vehicle emergency flashers to help
alert other drivers, both behind you and oncoming as to your
intentions. Remember, YOUR SAFETY IS PARAMOUNT!
Placement of signage is critical. Riders must be able to see the
information and be able to respond in a reasonable time. This is also
true for vehicles being warned of cyclists. Make sure that the signs
keep the Riders safe and on the correct route!
Refer to the route cue sheets and specific instructions from the
Logistic Manager as to when and where to place the signs. Be aware
that vehicle odometers may vary and that there may be minor
variations in the marking noted on the spreadsheet. Please remain
flexible and do your best to place signs as suggested on this
document. Follow the directions closely, some areas DO NOT
ALLOW SPRAY CHALK OR OTHER SIGNS! Again, any and all route
changes must be made by the Producer – please do not make any
changes, regardless of how insignificant you may feel they are unless
you have been given approval by the Producer.
If you encounter problems such as detours, new road closures,
floods, road construction, you must notify dispatch immediately. In
these events, the next days’ route may need to be changed. We will
require as much time as possible to create new maps/directions, re-
route catering and support vehicles, arrange for alternate pit stop
sites, etc., etc. It is crucial that we have updates of any road and/or
weather condition changes right away! You must communicate these
changes to Ride officials. You will have a list of emergency and
contact numbers for this purpose.
When Teams A has finished marking the route, they will be at the
evening hotel. This CREW should carry all their personal gear with
them at all times! The Route Marking CREW Manager will be given
the hotel location.
This is an incredibly important job. It is really noticed when the signs
are wrong. Many thanks to this CREW for the hours and the special
attention it requires to do this job right! The Riders REALLY DO
Team B will also be issued a copy of the route marking spreadsheet.
They are responsible for the maintenance and clean up of all route
marking signs. They will then follow behind the Caboose who follows
the last Riders and collect all the signage. NEVER GET AHEAD OF
THE CABOOSE. If you do, you will end up taking signs down before
the last Rider has gone through.
Start-up time for cleaning the route will vary. Keep in touch with the
pit closure CREW through dispatch so that this process may be
accomplished in a timely manner. Much of the route can be cleaned
of signage as the Riders progress past. You will probably be the last
CREW into the hotel and the day 2 holding area.
Notify dispatch of your arrival into the hotel at night.
If any problems arise with route signage, such as damaged or
incorrect directions, this team may be called upon to immediately go
to that location and correct the problem. Riders depend on the
information conveyed by these signs, it is extremely important that it
be correct!! If you are called by dispatch, drop whatever you are
doing and GO! Your quick response to a situation may save a life or
avoid an injury. Riders put their trust in us….make sure we deserve it.
Once the problem has been fixed, return to the end of the Ride and
begin removing route signage from the route as you have been doing.
There should be a hand-off of all signage back to Team A each night.
This is the best opportunity to meet each other and to get all
questions and concerns addressed.
F.Y.I . – at major intersections, the road perpendicular to the route
needs “CAUTION –BICYCLE CROSSINGS” on all sides.
These signs will be used next year. Be sure to note any damage.
Remember as you clean the route of signage you are NOT providing
a sweep service! There will not be any space to shuttle riders and
their bicycles legally in your vehicle. However, please lend a hand
with communications support, bike tech support or first-aid help. Do
not abandon lone Riders or CREW. Call Dispatch with their position
and wait with them until assistance arrives.
It’s a dirty job but someone(s) gotta do it. As with any large event, clean-up
is always essential. The Trash team is responsible for the collection and
proper disposal of trash and recycling while at T he University of Miami,
Hawks Cay and at Key West High School.
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
Sweep and Dispatch Managers. Must be able to lift 50 lbs. and drive.
Sweep vehicles must be able to carry a minimum of 3 people other than
Crew Description: The Sweep CREW consist of vehicles with overhead
and/or rear bike racks. Each of these vehicles patrols a section of the bike
route between Pit Stops, and lends assistance to injured or disabled
Riders. In addition, exhausted Riders may be picked up and transported to
the next Pit Stop or lunch Pit where they can recover and continue on their
bikes or be taken to hotel.
The Sweep CREW is the direct link for stranded Riders. Please
remain flexible as you will be used on a continual basis. Be courteous
and attentive to your job and to requests made by Staff and/or Ride
officials. Any problems or questions should go to your CREW
Manager or staff person in charge.
On Day Two may require you to sweep all riders to the Holding area
so that everyone can ride to the Closing Ceremony.
The established sign language for Riders to use on the side of the
road is a thumb down signal or their arms crossed over their heads.
This means that they need assistance. If you have a rider who needs
first aid or bike tech support, deliver them to the next closest Pit Stop.
Continue to respond to side-lined Riders. When your van is full, go to
the next Pit Stop and off load bikes and riders. Here injured cyclists
can receive first aid support and bikes can be repaired.
The Sweep CREW will also provide transportation to riders who are
unable to continue for whatever reason. Rider Transport will pick
them up and take them to the hotel or the holding area.
Sweep vehicles will service the areas between Pit Stops and will be
in communication with the Route Dispatch team and Sweep
Manager. The Dispatch center will keep a log of all vehicle
movements. At any given moment, the Route Dispatch team, must
know the location of all sweep vehicles.
As a sweep driver, you are in many ways the friendly face of The
SMART Ride. You will be dealing with tired and many times frustrated
Riders. Please do your utmost to be kind and gentle with them. It will
go a long way in keeping their spirits up if you are cheerful and
helpful. When problems arise, maintain composure and contact your
CREW Manager or Dispatch for help.
Sweep Crew Members are on duty each day until the route has been
closed and the road “cleaned” of all riders and bikes. This means
many hours of driving. If you take a break or a problem arises and
you need to leave your area, please alert your Sweep CREW
Manager. S/he can make arrangements to have your area covered by
another vehicle until your return.
Sweep crew members should always be sure that all bikes are
secured to the vehicle before moving.
Use extreme caution when entering and exiting pit stops.
All riders picked -up should always be taken to the next pit “south” of
the location. Do not attempt to take riders backwards on the route.
This may cause confusion based on pit closure times.
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.
Crew Description: The Traffic Control CREW will work closely with
Dispatch and Ride Services CREW’s. This Crew has long days and there
should be two shifts, Shift A and Shift B. This team will maintain safe traffic
flow, manage parking lots, and always keep an eye on emergency vehicle
access. Traffic controllers will be posted at all entrances to the hotel and
may need to advise Dispatch of all vehicle movements into and out of the
hotel site. The Traffic Control CREW is responsible for directing trucks and
support vehicles to special positions as detailed on the site plan. ALL
vehicles entering hotel must turn off their radios, roll down their windows
.This is important so that they can be directed around hotel and not be a
safety hazard. Please remind them to slow down when driving within the
Traffic Control CREW duties include, but are not limited to:
Controlling all vehicles entering or exiting hotel. Have the drivers turn
off their radios, and roll down their windows.
Notifying Traffic Control CREW Manager of vehicle ID numbers and
their intended destination.
Provide instructions and directions to each driver. If incoming, show
overall site plan then direct them to parking area. If outgoing, make
sure drivers know where they are going.
Assist driver, especially large vehicles (trucks, buses, ambulances) in
backing up or squeezing into small parking areas. NO ONE SHOULD
BE PARKING LARGE VEHICLES WITHOUT ASSISTANCE.
Remember that you may be the first contact for visitors, media, family
members, or entertainers. You represent the Ride to that person, do
so proudly and respectfully. Be helpful and friendly to all.
When problems arise, maintain composure and contact your CREW
Manager or Dispatch for help.
Be assertive. It’s your job to protect everyone’s safety. Do it with
authority and compassion. Be friendly. Be fair. Be firm!
DO NOT LET anyone in a large truck back up or park without at least
one person assisting them. It is up to traffic control to be sure that all
are aware of each other and the traffic flow into the hotel are safe.
Interfaces closely with Dispatch during event to ensure all ride needs are
being met. Crew members are responsible for the pick-up of supplies and
equipment from the warehouse, inventory and delivery of supplies back to
the warehouse post ride.
Crew Description: The Upload/Download crew is responsible to ensure
that the essential supplies necessary for an event of this sort are properly
allocated and accounted for during the Ride.
Pick-up and maintain a 24′ Truck with Ride Equipment.
Move all supplies from Warehouse to the Orientation day site.
Properly sort supplies and maintain a shopping list of needs for
Monitor supply levels; notify dispatch when these levels are being
Carefully packs Warehouse Truck for transport back to Warehouse
Coordinates volunteers for unloading and loading of the warehouse.
This team is responsible for the daily set-up and services at a particular
Water Stop location. Water stops are meant to be just that, water stops for
riders to refill after lengthy sections of ride between Pit Stop. Must be able
to lift 40+ lbs. and stand for long periods of time.
Crew Description: The Water Stop CREW provides and maintains a
specific service location to distribute water. This tea operates similar ot a
PIT STOP with the exception being that a Water Stop provides only Water.
There are no other support services available at a Water Stop location.