STLRC – Plan a Ride

Become a Ride Leader

New to ride planning?

The first step to planning a ride is to become a member of STLRC. All members are more than welcome to plan a ride for the organization.

If this is your first time planning a ride, please contact us and state that you want to become a Ride Leader. You will be provided with the information necessary to plan your ride as soon as possible.

Planning a Ride

Ride Ideas

Want to plan a ride but don’t know where to start?

Reference our cue sheet library to view our past rides we have been on as a group. You can use the cue sheets for inspiration, or completely copy them for your ride. You must create a cue sheet of your own to present for the ride when the ride is posted.

Cue Sheet Library

Ride Guidelines

Keep these things in mind before committing to a ride:

  • Our group prefers routes with low traffic, a good road surface, and wide shoulders

  • Avoid heavy traffic roads and intersections

  • Consider the traffic conditions at the time the ride will take place

  • Plan accordingly for stops during the ride, including rest stops, food & water stops, and bathroom stops

  • Check out the route ahead of time, by car or bike, preferably at the time and day of the week the ride will take place

Posting the Ride

For insurance purposes, all STLRC Club Rides must be posted on our Ride Calendar as proof that the ride took place under our organization. In case of an impromptu ride that cannot be posted before the ride takes place, you must forward the ride information to rides@stlrc.org, and the ride will still be posted as a record that it took place.

Complete the following tasks when posting your ride to the Ride Calendar:

  • Provide a legible map or cue sheet to rides@stlrc.org ASAP, preferably before advertising a ride, so that our team is aware of the ride well in advance
    • Be sure to include your phone number and email address with this submission, as well as emergency contacts for yourself
  • Refer to the archives from previous years on details about your ride
  • Refer to the Posting a STLRC Ride pdf document for instructions on how to properly advertise your ride
  • Inform yourself of both state and local cycling laws for the area the ride is planned at
  • Ensure the starting point has ample parking and is accessible to the public
    • If the ride begins on private property, ask permission before proceeding with the ride
  • Accurately classify and promote your ride with the proper skill level and categories explained in the pdf
  • If you ever need to cancel a ride, please remove your post from the calendar and inform webmaster@stlrc.org of the cancellation as soon as possible.

Ride Leader Documents

Below are a set of documents that all ride leaders must have. You must print and bring a copy of both the Member Sign-In Sheet and the Waiver for Non-Members to each ride that you are the leader of. It is advised to also download the incident report form as to have that information handy if you ever need it.

Sign-In Sheet
Non-Member Waiver
Member Application
Incident Report Form
Sign-In Sheet
Membership Application
Non-Member Waiver
Incident Report Form

During the Ride

First things first, be prepared to welcome everyone upon arriving at the starting location and refresh them on our ride guidelines:

  • All traffic laws must be obeyed while riding

  • Helmets must be properly worn whenever on a bike

  • Riders should not try to ride beyond their ability or fitness level

  • All riders must carry their personal emergency identification information, including name, phone number, and emergency contact name and phone number

  • Riders should signal and verbalize their moves (slowing, stopping, turning, etc.), and make eye contact with motorists to help them know your moves

  • Riders should announce road hazards since the leader cannot be everywhere at once

  • Riders should strive to help one another on the ride

  • Riders should not use headphones or cell phones while riding

  • and most importantly — riders should have a great time and enjoy themselves on the ride!

As participants are gathering at the starting location of the ride:

  • Have all club-member participants check mark their name on a printed copy of on the STLRC sign in sheet
    • Members are those who are covered by STLRC’s insurance, and all member names are listed on the members sign-in sheet
    • Have all newcomers write in their name on the Guests portion of the sheet
    • Riders who are not present at the start of the ride should only have their name marked as present if the circumstances are discussed beforehand and are approved by you as the ride leader
  • Ensure that all guests sign a non-member waiver
    • In the case of a minor participating in a ride, the adult accompanying the minor should sign the waiver as the sponsor of the youth
  • Distribute printed maps or cue sheets to all participating riders.
    • State that each user of the map or cue sheet bears full responsibility of his or her own safety.
  • Observe each participant’s equipment for obvious problems.

A few hours before the ride, be sure to:

If any conditions seem unsafe please do not hesitate to cancel the ride. Be sure to inform as many riders as you can directly, update the event on the calendar with the existing ride hazards, and contact admin@stlrc.org for assistance with contacting everyone and having the ride taken down from our website.

During the ride, do your best to:

  • Ensure that you and other riders never confront drivers of motor vehicles.
    • If being harassed, get a full description of the vehicle and the driver, and report the incident to the proper authorities as soon as possible.
  • Encourage participants who experience physical problems to seek other modes of transportation back to the start when necessary.
  • Instruct riders who are stopping for repairs or other reasons to get completely off the road.
  • Tactfully coach riders who do not follow the rules of the road.
  • Take charge at the scene of an accident unless someone more qualified has already done so. This includes:
    • securing the scene to minimize risk to everyone present
    • appointing individuals to direct traffic, administer first aid, and seek medical help if necessary
    • ensuring the victim is not moved unless he/she is in imminent danger

After the ride, be sure to complete these final tasks:

  • Always email a copy of the completed Sign-In Checklist to admin@stlrc.org.
    • You may also send an email with the date the ride took place, the name of the ride, and the names of all STLRC members and guests who participated in the ride.
  • Any notes on the ride or suggestions for improvements for the next time the ride is held should be sent to us through our contact page.
  • If there was a serious accident on the ride, regardless if an actual insurance claim is anticipated or not, file an Incident Report by contacting us through admin@stlrc.org.
    • A fall or collision involving significant abrasions, bruises, or broken bones should be considered a serious accident.
  • If this was an impromptu ride the leader should follow up in one to two days to ensure the ride was successfully posted to the STLRC website.