MONTGOMERY COUNTY, MD H.O.G. Ride Leader Best Practices and Recommendations

MONTGOMERY COUNTY, MD H.O.G. Ride Leader Best Practices and Recommendations

TABLE OF CONTENTS 1. PREFACE... 3 2. RL PARTICIPATION EXPECTATIONS... 3 3. RL MAINTENANCE... 3 4. RECOMMENDATIONS AND BEST PRACTICES... 3 4.1 RIDE DESIGN AND PLANNING... 4 4.2 RIDE IMPLEMENTATION... 5 4.3 POST-RIDE PROCEDURE... 6 4.4 RIDE LEADER PREPARATION... 6 4.5 RL GROUP RIDING POSITIONAL ROLES... 7 4.5.1 LEAD ROAD CAPTAIN... 7 4.5.2 MIDDLE ROAD CAPTAIN(S)... 9 4.5.3 SWEEP ROAD CAPTAIN... 9 5. RIDE LEADER CHECKLIST... 10 6. ROAD CAPTAIN MEETINGS... 10 7. LEADING SAFE RIDES AND RIDE LEADER DISQUALIFICATION... 111 8. CHAPTER MEMBER DISQUALIFICATION... 11 2

1. PREFACE The purpose of this document is to present best practices and recommendations to current and prospective Ride Leaders (RLs) in planning and implementing safe and enjoyable group rides. Any HOG member may lead a chapter ride provided it is safe and enjoyable for all members. The term Ride Leader and Road Captain (RC) are interchangeable in this document. A Road Captain is a Ride Leader who has been recognized as having a willingness to lead multiple safe rides for the chapter each year and attend Road Captain meetings. These guidelines should assist you in leading a safe and enjoyable ride. 2. RL PARTICIPATION EXPECTATIONS As a reward for chapter members to help lead rides, the Road Captain patch will be awarded to any chapter member who leads at least four (4) rides and helps sweep one (1) ride in a calendar year. In addition, members wishing to retain the Road Captain patch must attend all Road Captain meetings as designated by the Senior Road Captain. Members who cannot meet these expectations on an annual basis must return the Road Captain patch. 3. RL MAINTENANCE It is recommended that every Ride Leader possess the following: a current and valid motorcycle operator s license in their state of residence and maintain minimum insurance requirements. carry a cell phone and be willing to publish their phone number(s) to the other Road Captains and the chapter s Primary Chapter officers. have an e-mail address and be willing to publish their E-mail address to the other Road Captains and Primary Officers. carry a camera or a cell phone with a camera that can be used in case of an accident 4. RECOMMENDATIONS AND BEST PRACTICES The remaining sections of this document covers ride design and planning, ride implementation (execution), and administrative training. Ride Leaders will also find safety tips, best practices, and recommendations to work with experienced Ride Leaders or the Senior Road Captain to maximize your potential to lead a successful, safe, and enjoyable ride. MEMBERS WHO FAIL TO DEMONSTRATE THE ABILITY TO LEAD CONSISTENTLY SAFE RIDES WILL NOT BE ALLOWED TO LEAD CHAPTER RIDES. Your willingness to participate and complete the following Recommendations and Best Practices is the first step in demonstrating your commitment to leading safe group rides. 3

4.1 RIDE DESIGN AND PLANNING Determine the ride destination Plot the route to the destination and from the destination back home using a map or an automated tool such as Google Maps, Garmin Base Camp, or Harley Davidson s Ride Planner. Determine the number of rest or gas stops needed based on the ride length and plot routes to these stops. If a lunch or dinner stop is planned, it s a best practice to call the restaurant and indicate how many riding patrons they should expect. Develop / Print Ride Sheets using the automated tools or another tools such Microsoft Excel detailing the overall route in terms of road names, turns, distances between turns and rolling totals for all miles in the route. Determine the ride departure location Determine the ride departure and return dates and time Submit the ride on the RC Ride Web Submission Form which includes: o Ride Name o Start Date, End Date o Departure Time o Return Time o Ride Type o Departure Location o Estimated Total Miles o Miles of Highway o Number of Stops o Ride Description o Lead Road Captain o Assistant Road Captain(s) Pre-Ride the Route with the sweep rider, if possible and reasonable. It is important to always try and pre-ride the route because there is no guarantee that the planned roads are open, that the road surface is in good repair, that there are no hazards or debris in the road (e.g., potholes, loose gravel, fallen trees or branches), and other such factors that could jeopardize the safety of the group ride. Assemble Ride Materials. The last step in ride planning is to make copies of all needed documents to take on the ride including all of the following: MCHOG Sign-in Sheets National HOG Adult Waiver Form 4

National HOG Minor Guardian Waiver Form National HOG Minor Acceptance Waiver Form National HOG Injury Report Form Most current Membership Roster as downloaded from the MCHOG Road Captain web page to verify membership Ride/route sheets 4.2 RIDE IMPLEMENTATION Ride implementation begins at the departure location and is generally a very busy time for the Ride Leader in terms of: getting all riders to sign in; assessing the membership status of those attending; acquiring necessary adult and child waivers, assessing the number of riders, and so on. The key checklist items for ride implementation are as follows: Meet riders at the departure location Obtain all required signatures on ride sign-in sheets, waivers, etc. Verify membership status using the membership roster, as needed Determine how many other RCs are on the ride and assign them roles, if needed (e.g., sweep, mid-line) Discuss the route and communication protocol with the sweep rider. Conduct the Pre-Ride Briefing strive to make this both complete yet brief (e.g., try to limit to 5 minutes) o Welcome riders and introduce yourself and the sweep rider as well as the other Road Captains o Describe destination and route o Distribute ride sheets o Outline the itinerary for the day o Describe return plans and estimate time o Describe rest, gas, and toll stop requirements o Review group riding formations (i.e., staggered formation) and safe following distances o Review Hand Signals o Describe break down or emergency procedures o Discuss ways to minimize the chance of group separation and the bread crumb procedure o Re-form the staggered formation at stop signs, signals o No Alcohol, No Drugs before or during the ride o Ride your own Ride 5

o Remind everyone to have fun and ride safe Assign new riders, RCs to specific positions within the group, as needed and depending on their abilities and comfort Signal everyone to saddle-up and start their engines Move to the lead position and wait for the signal from the sweep rider that everyone is ready to go Lead riders on the planned route and itinerary If an accident or mishap occurs during the ride, take appropriate action to ensure the safe handling of the affected rider, and that the rest of the group is guided to a safe regrouping point to await further guidance from the ride leaders in the group. Use good judgment to determine what constitutes appropriate action (varies by situation). 4.3 POST-RIDE PROCEDURE At the completion of the ride, the RCs have the option of entering ride notes on the Sign-In sheet. If there as an accident or injury on the ride the RC is obligated to document the accident or injury using the National HOG Injury Form as well as describing the event on the bottom of Sign-In sheet. All sign-in sheets and all completed National HOG Injury forms should be turned into the chapter Secretary or the MCHOG dealer representative at the earliest opportunity. 4.4 RIDE LEADER PREPARATION It is recommended that anyone wishing to lead a ride complete the following activities to help demonstrate their willingness to lead a safe, enjoyable ride: Contact the Senior Road Captain and express your desire to lead rides for the chapter. Review and conform to the recommendations and best practices found in this document. Complete all RL preparation activities within one calendar year Attend meetings with the Senior Road Captain, Assistant Senior Road Captain, or Chapter designate for all of the following: Watch the MSF Group Riding Safety movie Attend a demonstration on how to submit a ride to the MCHOG website Attend a demonstration on how to do route planning using the Harley Ride Planner, Garmin GPS Base Camp or other tools Learn about ride sheet expectations and preparation options 6

Plan and lead 1 short and 1 long ride. A short-ride is defined as a ride of 1 hour of riding time. A long ride is defined as a ride of 3 or more hours of riding time and includes at least one rest or gas stop. Submit the short and long ride plans for review to the Senior Road Captain or Assistant Senior Road Captain. It is recommended that all ride plans include: o ride starting location o roads/routes and sequence o destination, o gas or rest stops and mileages o ride/route sheets Publish the ride. Upon approval by the Senior Road Captain or the Assistant Senior Road Captain, the ride will be entered onto the MCHOG website for publishing and scheduling. Pre-ride the Ride. The Ride Leader should always try and pre-ride the planned route. Pre-rides can be done in either a car or a motorcycle, depending on conditions. It is recommended that the Senior Road Captain or his designee accompany the Ride Leader on the pre-ride. Conduct the pre-ride briefing covering all the points identified in Section 4.2 (above) Ride in the lead position with the Senior Road Captain or his designee riding in the wing or second riding position and lead the ride. Review Ride Evaluation. After the ride, the Senior Road Captain or his designee will complete a MCHOG Road Captain Evaluation Form and, at a time convenient to both parties, discuss his/her evaluation with the Ride Leader. 4.5 RL GROUP RIDING POSITIONAL ROLES This section describes recommended Road Captain roles and responsibilities based on riding position with a group. These positions consist of the lead RC riding at the front of the group; the middle RC riding near the middle of the group: and the sweep RC riding at the end of the group. The lead RC will determine based on the size of the group, if a middle RC is needed or not. 4.5.1 LEAD ROAD CAPTAIN Rides at the head of the group, and to the left of lane center. Has full charge of the Chapter riding group until arrival at the destination. Leads the Ride to its destination in a well-organized, and safe manner consistent with the guidelines as stated herein Exercises his or her best judgment in situations not specifically covered in this Handbook 7

Avoids creating hazardous situations. Assigns riding positions within the group ride. Briefs other assigned Road captains as to route, responsibilities, and other details pertinent to the ride prior to departure. Assigns Road Captains to a specific slot within the formation so that all assigned Road Captains are in a position to immediately take on a Lead/Ride Road Captain role, should it be required. Assigns a Road Captain to the Sweep position. Conducts a riders briefing prior to departure where he/she will go over the items on the Road Captain s Checklist. Ensure that all necessary waivers are completed. Fill out the Ride/Event sign in form. Leads the standard formation of a staggered double row within a single traffic lane when safety permits. Initiates all maneuvers within traffic in a safety first manner. Pulls onto a highway, or away from a signal light or stop sign maintaining a reasonable slow speed until the group is reformed (on a freeway a 5 to 10 mph under the maximum speed limit is recommended.) This helps prevent the rear riders from feeling as if they need to speed to catch up with the group. Establishes and maintains a uniform speed consistent with the posted speed limit and with consideration for safe road, traffic and weather conditions. Maintains a safe following distance by using the MINIMUM 1-second / 2 second rule between group and any vehicle ahead. This distance may be increased at the discretion of the Lead/Ride Road Captain, but will NOT be decreased. Moves the group to single file formation when appropriate, including, but not limited to riding on narrow roads, traveling directly adjacent to parked vehicles, pedestrians, bicyclists, slow moving vehicles or any other condition which may restrict the ability of individual group members to ride safely. Makes the final decision with regard to ride termination due to inclement weather, hazardous conditions, or other difficult or unsafe conditions. Whenever possible, conducts a dry run for all planned rides. This gives us an opportunity to plan route, lane choices and road conditions. Remember, the fewer lane changes there are, the better, it makes for a safe ride. Whenever possible, the Lead road captain should provide to a route sheet to all road captains. If there are extra Route sheets they can be handed out to chapter members Submit a ride activity form via the chapter website as soon as you sign on to lead the ride. 8

4.5.2 MIDDLE ROAD CAPTAIN(S) Assists the Lead Road Captain in the performance of his or her duties. Moves the group to single file formation when appropriate, including, but not limited to riding on narrow roads, traveling directly adjacent to parked vehicles, pedestrians, bicyclists, slow moving vehicles or any other condition which may severely restrict the ability of individual group members to ride safely. Rides the position within the group as assigned by the Lead Road Captain, unless required to assume the responsibilities of either the Lead or Rear Road Captain, if the group separates. Observes riding habits of individuals and the group and the condition of members motorcycles and report his/her observations to the Lead Road Captain. 4.5.3 SWEEP ROAD CAPTAIN Assists the Lead Road Captain in the performance of his or her duties. Rides at the rear of the group (except when conditions dictate otherwise) unless required to take on the responsibilities of either the Lead or Middle Road Captain position. The Sweep Road captain will stop with a Disabled Bike while the others keep going to a designated stop on the route. Observes riding habits of individuals and the group and the condition of members motorcycles and report his/her observations to the Lead Road Captain. Rides in the Center of the lane with Running/Fog lights on if possible. 9

5. RIDE LEADER CHECKLIST Fill out Ride/Event sign in sheet, have participants sign in. Obtain signed waivers from all non-members & minors Conduct Pre-Ride Briefing covering: Welcome riders and introduce other Road Captains, sweep rider Describe destination and route Distribute ride sheets Outline the itinerary for the day Describe return plans and estimate time Describe rest, gas, and toll stop requirements Review group riding formations and safe following distances Review Hand Signals Describe break down procedures Discuss group separation or bread crumb procedure Double up at stop signs, signals Determine passing lamp On position for riders and sweep No Alcohol, No Drugs before or during ride Ride your own Ride Remind everyone to have fun and ride 6. ROAD CAPTAIN MEETINGS Road Captain meetings will be held at times and places decided on by the Senior Road Captain. The purpose of the meetings is to: 1. reinforce existing or relay new safety and best practices for leading rides, 2. discuss safety and other issues on rides and, 3. fill the chapter s annual ride calendar. All chapter members are welcome to attend Road Captain meetings. Chapter members who are, or are thinking about becoming Ride Leaders are encouraged to attend. 10

7. LEADING SAFE RIDES AND RIDE LEADER DISQUALIFICATION Battley Harley-Davidson (the chapter s sponsoring dealership) holds ride safety and safe riding in the highest regard. They also want all rides to be inclusive, accessible, and enjoyable to all Chapter members. Successful completion of these guidelines is the first step in demonstrating your ability to lead safe rides. Ride Leaders who fail to hold these ideals as paramount, exhibit unsafe riding habits, fail to demonstrate their ability to lead a safe ride, or jeopardize the safety of riders may be prohibited from acting as a Ride Leader on any chapter rides. This would include riding lead, middle, or sweep on any rides or displaying the Road Captain s patch. The dealership is the sole authority on this removal process, but will take into account the opinions of the officers and members of the chapter. 8. CHAPTER MEMBER DISQUALIFICATION In the spirit of Section 7 (above) any chapter member on a chapter ride who exhibits unsafe riding habits, or is believed to be under the influence of any alcohol or drugs, will be asked to leave the group. In the interest of safety, Ride Leaders are authorized by Battley Harley-Davidson to require anyone suspected of being under the influence to leave the ride. If a person fails to comply with the Ride Leader s instructions, the police should be called and the ride should be halted until the authorities arrive. 11