Welcome to The SMART Ride, the crew is the most important support system we have to keep our riders safe, physically fit, & cared for. How do you do that? By showing up, by being part of this unique and group of individuals who know the world should be free of HIV and AIDS, who believe as a community we can do anything. SMART Ride lives by the words of Margaret Mead
“Never doubt that a small group of thoughtful committed citizens can change the world, indeed; it’s the only thing that ever has”.
Below is a partial list of Crew positions, you can decide the role you would like to play and our Crew Chief and Crew Managers will work with you for the best choice. Keep in mind there is room for individuals with specialty talents that are greatly needed. These include but are not limited to:
- Licensed Massage Therapists
- Doctors, Nurses, RN’s
- Physical Therapists
- Truck Drivers
- First Responders
If you are already registered for SR18 this November 2021 you will hear from your Crew Chief, Crew Manager or others. For questions you may have, go to our home page and click on the contact us icon and pop a note for help.
Ready to register? Click here.
For more information on crew responsibilities click on the title below:
Bike Parking Crew
This team is responsible for setting up and managing where bikes are parked at the registration site, first nights hotel 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 biketags!!!
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 procedure.
- 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 route.
- 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 with care.
- 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 Manager.
- 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 area.
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.
Bike Tech Crew
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 in hotel each evening. 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 technicians.
- 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 CrewManager 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 area.
Bike Transport Crew
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 in minivan 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 (use your Hotel to Pit directions for the quickest route). 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.
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 road safely.
- 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 route.
- 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.
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 minutia is needed 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 MoningStar to the final lasting impressions of Closing Ceremonies, the ceremonies crew makes it happen.
- In conjunction with the Ride Producer and Founder, the Ceremonies Crew is responsible for the planning, execution and clean-up of the following:
- Orientation Day Look and Feel
- Dedication Ceremony
- 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:
- Flutter Flags
- Entry/Exit Banners
- Dedication Banner
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. 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 Week.
Crew Description: The dining crew coordinates and plans all of the meals for ride week and for the event. In cooperation with the Production team, identifies vendors, coordinates supplies and executes meal plans for each day of the event.
- Dining team is responsible for the planning, execution and clean up for the following meals:
- Upload Week Breakfast, Lunch and Dinner
- Thursday Night Dinner
- 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 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.
Crew Description: The Gear CREW consists of 4-6 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 the Ride.
- 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 baggage.
- 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 left.
- 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 instructions.
REMEMBER – SOME OF YOUR 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.
Hotel Services/Housing Crew
This team is responsible for coordinating participant lodging needs at MorningStar and 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 that arise.
Hawks Cay Crew
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 Site.
- 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 canopy’s.
- Effectively uses site plans to ensure proper placement of equipment
- Consults with Event Producer in the event of any issues with Vendors and/or unforseen circumstances at the Hawks Cay Site.
This team provides massage services to participants during the event. Ideally, massage therapists will be experienced in sports massage. The ride does not provide massage table. Sanitizer, cleaning supplies, and paper towels are provided.
Crew Description: The Hotel Massage CREW will be one of the CREW most sought after by most Riders. Quite simply, they will be providing massages to Riders and when possible CREW.
Duties – the Hotel Massage CREW will:
- Set up and staff the Massage team in designated area.
- Set up a massage sign up table.
- Use a list of Riders/CREW to keep track of who has received massages and assign priority to those who haven’t received one yet
- .Provide 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 Massage equipment before the hotel site.
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.
Crew Description: The Medical CREW includes MD’s, RN’s, DO’s, EMT’s, PT’s, Paramedics, Chiropractors, etc. . Members of the Medical CREW must be licensed and provide proof of insurance, unless not a licensed medical personnel. The Medical CREW will be stationed at each Pit Stop, in Hotel and in roving medical vehicles and are available to triage and treat both Rider and Crew Illness or injury.
- All volunteers with the Medical 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, depending on the CREW member’s level of training and expertise. Non-medically trained volunteers assisting the Medical CREW will be assigned to non-medical duties such as coordinator, equipment manager, or administrative assistant.
- The Hotel Medical Room will provide services from approximately 5-9 am, 1-10 pm as well as an overnight shift each night. 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 morning.
- Upon arriving at the Pit Stop, the medical CREW will set up their assigned location—this includes the canopy tent that they will use. After the pit stop closes, the medical CREW will clean and pack up their area – this includes disposing of their trash, dissembling the canopy and storing all of the equipment in the Pit Stop truck. Pit Medical will not leave until the last rider/CREW member has departed and the Caboose has checked in at the Pit Stop.
- Medical Crew Members are responsible for replenishment and pick up of all supplies from the medical supply truck.
- 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 Case Manager will fill out a report sheet. At the hotel, the Medical Crew Manager or Medical Director will meet with the Case Managers 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 route.
- 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 Route.
- 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 Photography and Video crew has the all-important job of capturing the entire event on film (or digital media as the case is these days). 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.
Pit Closure Crew
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 Managers 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 Riders 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.
Pit Stop Crew
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.
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. By passing out water, Gatorade, snacks or lunch, providing medical care and bicycle technical support and cheering them on. Pit Stop CREW members keep the Riders moving and the Ride on track. 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, medical professional(s) 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 loved CREW!
- 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 locate the nearest phone(s). In urban area, in or near small towns, you may have one right in your Pit Stop. In more remote areas, there may not be a phone for miles. In the latter case, it will be most critical to check your alternate communications options. Your managers will all have a personal cell phone in order to stay in touch with Dispatch. In all the hurry of setup, help your manager with these vital communications links. 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. Every one sets up the canopy that is used by the Medical 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, day after day, 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 insure 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 sparkling.
- 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 morning.
- 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 question.
- 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 Stop.
- The other exceptions deal mostly with the Lunch Pit Stop CREW. This CREW is much larger and usually deals with many more medical and bike tech challenges. The space and layout of this site is especially critical. The ambulance and medical staff must be positioned to allow for Rider access and for quick emergency departure. The ice truck must also have easy access to the Pit Stop. In addition, ambulances may come and go from here ALL day (delivering or picking up medical emergencies). 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 medical 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 Medical 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 far away from bike parking. Most Riders do not use the bike racks at pit stops and just lay their bikes down. If they are close to the Sagged Bike area they could accidentally be loaded on to the truck and taken away.
- It is important to make sure you have at least one igloo of gatorade that does not contain ice. Put a sign on that igloo that says “ICE FREE”.
- 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!
- Thank you for all your long hours and hard work. You 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.
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 in to sign-up. The Re-Cycle crew also works with our Store to sell and manage inventory of items available for purchase to the ride community.
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 three laptops 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 table cloth 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 years 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 the crew.
- 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.
Rider Transport Crew
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 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 a 15 passenger van 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 Riders.
- 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’ bikes.
- Check-in with your manager each time you leave or arrive at a given location.
- On each minivan the CREW member should have water and snacks that they can obtain at the pit stop from which they are picking up riders.
- 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 for instructions.
Route Marking Crew
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, 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. 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.
Spray Chalk – to mark endless miles of road with no turns, to mark road hazards, to mark turns and put inspirational messages to riders on the road.
Directional Arrows – to supplement spray chalk 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.
Motivational Signs – to encourage Riders and keep Riders moving.
- The Route Marking CREW is actually made up of 3 teams that work in conjunction with each other. The Duties of the the teams include:
- Team A is responsible for marking the next days route with arrows and caution signs
- Team B is responsible for all chalk markings along the route
- Team C is responsible to follow behind the Caboose and removes all the signage from the road.
- Team A and B 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 & B proceed to mark the next day’s route. You must notify dispatch when departing the hotel. Make sure you notify them by saying, “Route Marking Team A or Team B are leaving Hotel”.
- 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 Producer!
- 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, it will be very dark on country roads that do not have street lights. 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! Even if it is 3 or 4 am. You must communicate these changes to Ride officials. You will have a list of emergency and contact numbers for this purpose.
- When Teams A and B 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 APPRECIATE YOU!!
- Team C 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. Take an inventory of all signs after all are picked up.
- Make notes where signs are broken and/or damaged (especially if it’s been raining). These signs will need to be replaced before they are handed back over to the advance team. 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 by saying, “This is Route Marking CREW C returning to Ride hotel.”
- If any problems arise with route signage, such as damaged or incorrect directions, this team must proceed immediately 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. Team B is responsible for getting their bag lunches from Ride Services before leaving Ride Out or the Hotel.
- There will be a hand-off of all signage back to Team A each night at the nightly meeting with the Producer. 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.
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 4 other people than driver.
Crew Description: The Sweep CREW consist of vans with overhead and 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 ferried to the 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 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. Call 911 for emergency medical aid, if appropriate (one ambulances is traversing the route constantly). If there is a non-emergency injury or too long a wait for the bike mechanics, load the bicycle into the rack and proceed toward the next rest 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 medical care 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. There will be two shifts, Shift A and Shift B. They 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. At any given moment, the traffic CREW with the help of Dispatch, must know the location of all vehicles within the hotel. 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 hotel.
- 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. This information, along with log times, are given to Dispatch CREW by the Traffic Control Manager, and used for accounting and planning purposes.
- 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, have maps and/or directions and communications devices.
- 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.
- Double check to make sure that all vehicles are in correct designated locations and that command has keys to all vehicles.
- Remember that you may be the first contact for visitors, media, parents, 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.
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 MorningStar Renewal, Hawks Cay and at Key West High School.
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 upload week.
- Monitor supply levels; notify dispatch when these levels are being depleted.
- Carefully packs Warehouse Truck for transport back to Warehouse after event.
- Coordinates volunteers for unloading and loading of the warehouse.
Water Stop Crew
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 or SUV as it makes the crew more independent.
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