Ride Leader Guidance

LEEDS CYCLING CAMPAIGN - GUIDANCE FOR RIDE LEADERS

 

What does it take to be a Ride Leader?

Being a ride leader is a rewarding activity, enabling more people to experience the joy of cycling, whether in a town or city, or out in glorious countryside. Volunteer ride leaders may come from all sections of the community, whether experienced group members or relatively new to the activity.

There are no particular qualities, training or knowledge required to lead a leisure ride beyond an enthusiasm for cycling, a desire to share that passion with others and a commitment to the values of Leeds Cycling Campaign. Other attributes might come in useful that make the experience more enjoyable for all, including:

  • Patience

  • A friendly, welcoming attitude

  • A sense of humour

  • Empathy

  • Punctuality

  • Flexibility

In addition to the above, a few practical skills may come in handy.

For example:

  • Map-reading or experience of using GPS maps by means of a phone app or Garmin-style device, or just good local knowledge

  • Knowledge of the Highway and Countryside Codes - it’s important not to give cyclists a bad name by, for example, riding on the footway or on footpaths.

  • Communication skills to help convey instructions and understand the needs of fellow riders

Remember that different people can bring different things to rides, so don’t worry if you can’t meet all these expectations - perhaps you have other knowledge, skills or experience that are useful. For example, you might know all about local wildlife or a city’s hidden landmarks to make a ride more interesting

 

How to become an LCC Ride Leader

A person wanting to be a ride leader has to be a paid-up member of the Campaign.

Periodically Leeds Cycling Campaign will run ride leader training courses and ideally the person would attend one before becoming a ride leader. But if there is a consensus between the Rides Coordinator and existing ride leaders that the person has the necessary skills and qualities, he/she would be taken on to become a ride leader, but must have completed comparable ride leader or cycling instructor training with another organisation, or undertake the Leeds Cycling Campaign ride leader training when it next becomes available.

As a minimum, prior to undertaking ride leader training ride leaders should read and familiarise themselves with Leeds Cycling Campaign’s policies on Equality, Diversity and Inclusion, Risk Assessment and the Disciplinary Policy.

It would also be useful to read the Campaign’s Guidance for Riders.

Ride leaders should also understand and be confident in applying the 2022 Highway Code rule changes as they relate to cyclists.

The Rides Coordinator will be happy to answer any queries you may have on these policies, which are intended to ensure everyone’s safety and well-being.

For insurance purposes the Rides Coordinator will register their details with Cycling UK. A list of those people registered is recorded in the Rides folder in our Dropbox.

 

Ride Leader Communication

The Rides Coordinator will be responsible for arranging regular meetings of the ride leaders’ group. These meetings are intended to facilitate the sharing of good practice, support consistency of approach across rides and the resolution of issues as they arise. The Rides Coordinator will raise issues that require wider discussion and/or a decision by the Committee of Leeds Cycling Campaign at monthly Committee meetings.

 

Ride Leader Insurance

Many people are concerned about issues around liability when leading a ride. Ride leading is a voluntary role but, nevertheless, ride leaders do have a duty of care to ensure that the experience is as safe and enjoyable for participants as is reasonably practical. Claims against ride leaders are extremely rare.

As an organisation Leeds Cycling Campaign is affiliated to Cycling UK and benefits from its ride insurance. With the protection of Cycling UK’s insurance, you can relax and enjoy the ride experience.

  • You are covered as a ride leader for damage caused to a third party during a ride which leads to a claim against you or Leeds Cycling Campaign as organisers.

  • You are covered for social events run as part of the ride e.g. tea stops, barbecues.

  • There should be no more than four non-Campaign members on any one ride

  • Non-members of your group should not ride any more than three times with the group before being required to join.

Note: This insurance does not cover situations in which a third party makes a claim against an individual member or non-member on a ride except insofar as non-members are covered against claims made by members.

 

What to do if there is an accident:

If you think you may have been involved in an incident that may lead to a claim being made against you, or Leeds Cycling Campaign, please call the Cycling UK Accident Claims Line on 0330 107 1789 as soon as possible. They will help identify if a claim is likely and send you a form to complete. Fill in the form with as much information as possible and send it together with any supporting information, including any letters of claim sent to you to: Butterworth Spengler Insurance Brokers, 20-24 Faraday Road, Wavertree, Technology Park, Liverpool L13 1EH quoting the Cycling UK policy number RSAP1587485200 Alternatively you can return your form via email to newclaims@butterworthspengler.co.uk

 

Safeguarding Code of Conduct

It is the policy of Leeds Cycling Campaign to make every effort to safeguard its members from physical, sexual and emotional harm while participating in Campaign activities. The Campaign takes all reasonable steps to ensure that, through relevant procedures and training young people and adults taking part in its activities do so in a safe environment.

Ride leaders have an obligation to avoid creating distressing situations. Therefore, they are expected to follow the Code of Conduct below:

You are expected to:

  • respect everyone as an individual;

  • provide a good example of acceptable behaviour;

  • respect everyone’s right to privacy;

  • show understanding when dealing with sensitive issues;

  • adhere to the organisation’s policies.

You may not:

  • permit abusive behaviour;

  • have inappropriate physical or verbal contact with others;

  • jump to conclusions or make assumptions about others without checking facts;

  • make suggestive or inappropriate remarks or actions;

  • deliberately place yourself or others in a compromising situation.

Other adults present

Ride leaders should avoid situations where they are alone with a young person or vulnerable adult. This precaution protects all parties by removing the feeling of threat from an insecure participant and by providing a witness if an accusation of improper behaviour is made. However, there may be occasions when this is not possible and a judgment will have to be made as to what is in the best interests of the young person or vulnerable adult.

Physical contact

Physical contact between an individual and the Ride leader should be avoided. There are instances when it is necessary, e.g. to demonstrate a skill, but such contact should remain impersonal so there is no risk of it being misinterpreted.

Appropriate language

Care should be taken about what is said, and the way it is said. Leaders should avoid saying anything which could be interpreted as being aggressive, suggestive, or containing an innuendo.

Creating false impressions

It is important that ride leaders do not create a false impression. Words and actions can be misunderstood, and care should be taken to avoid awkward situations. Should such a situation arise, it is essential to handle it with care and consideration to minimise embarrassment to ride leaders.

 

How to Plan a Great Ride

Route planning methods.

The first thing to consider when organising a ride is obviously planning the route. Some people will use technical devices such as cycle-specific satnavs, having plotted the route and downloaded it from computer software. The Campaign has a Ride with GPS account to plan the route. In the account there are many routes stored that can be used again. Others prefer tried and trusted methods such as OS paper maps and/or routes that they already know well.

What to take into consideration

Whatever method you choose, consider these factors:

  • Is the proposed speed of the ride suitable for you and your riders - do they prefer a fast, slow or medium pace?

  • The terrain - how hilly is it? What are the surfaces like? How busy is the traffic?

  • The likely weather conditions - how will they affect the intended route or riding style?

  • The time of year - do you need to be back before dark or can you stay out longer?

  • Will there be wet leaves and other potential hazards that might affect the plans?

  • Stopping points - is there somewhere en route for riders to use the toilet, grab a hot drink or snack, have a rest and a chat and so on?

  • Are there any particularly interesting sights, sounds and smells it would be good to include to make the ride more interesting?

  • Are they any other events or large rides taking place at the same time?

 

Pre-Ride Checks

Once everyone arrives, there are a few brief formalities to go through before you set off. Make sure you record who is there on the contact sheet provided by the Rides Coordinator, adding emergency contact details for any new riders. New riders should also be given the sheet entitled ‘Rider Guidance for cyclists who are unfamiliar with our group rides

 

Briefing the riders

It is important that each participant understands that they are responsible for their own safety.

A short briefing explaining the destination, route and any planned stops is advisable before the ride starts. It is also a good idea to introduce new riders. Don’t forget to point out any known hazards in advance such as busy junctions and rough road surfaces. Although riders are responsible for deciding on their own suitability for the advertised activity, ride leaders should greet each participant and assess their general health and well-being before starting the ride. If you have doubts as to whether a rider has a safe bicycle you should make a basic assessment. If you find any problems with brakes, steering, tyre pressures, wheels not secure or cracks in the frame that cannot be rectified straight away, you must advise the person to get any problems fixed before riding the bike again.

 

Leading the Ride

Points to note:

  • Leeds Cycling Campaign advocates freedom of choice as regards the wearing of helmets and hi-viz clothing so it is not up to ride leaders to promote or otherwise the pros and cons of these.

  • The Campaign advocates only making minor adjustments or repairs to a rider’s bike if you are sure you are competent to do so by experience or qualification, as the Cycling UK Organisers’ Liability insurance may not cover you for this.

  • Check the relevant Guidance Notes at: www.cyclinguk.org/insurance/event-organiser

  • You should lead by example and remain courteous and considerate to all road and trail users, including fellow riders.

  • You have a duty of care to the riders and the public, so if you think someone may endanger themselves or others, have a quiet word. If their behaviour persists, you are entitled to ask them to leave the ride.

 

Suspending riders

In rare circumstances, if a rider’s behaviour continues to cause concern to a ride leader, they may suspend the rider temporarily or permanently from attending future rides by using the following process:

 

Temporary suspension

Verbal warning - have a discussion with the affected rider and explain to them that you are temporarily suspending them and the reasons for the suspension. Advise them of the length of the suspension - which should be reasonable, e.g. three weeks.

Report what you have done to relevant Rides Co-ordinator(s) and other ride leaders.

 

Potential permanent suspension

Written warning - In cases where a permanent suspension is being considered, provide the rider with a written warning explaining the reasons for suspension and outlining ways in which they can change their behaviour.

Offer a time scale during which the rider can consider these concerns and act to change their behaviour.

Report what you have done to relevant Rides Co-ordinator and other ride leaders.

If, after the issue of a written warning and the lifting of any temporary suspension, the problem behaviour continues, then moves should be made to permanently ban the rider from Campaign rides.

All proposed permanent suspensions should be discussed at a ride-leader’s meeting before any decision is made. The decision shall be made collectively. The decision and the reasons for it should be sent to the affected rider and also reported to the Leeds Cycling Campaign Committee.

In extreme cases, where ride leaders wish to proceed to a permanent suspension with immediate effect, then immediate referral should be made to the Committee with a view to invoking the relevant provisions of the Disciplinary Policy.

 

Group size

As ride leader, you should be confident you can handle the number of people who turn up for the ride. Make sure you know the number of people on the ride. If there are 10 or more, appoint a back-marker who should know the route and be able to contact you by mobile if someone gets into difficulties and gets left behind. If there are 12 or more on the ride, consider splitting the ride into two separate groups as overtaking vehicle drivers often take risks if presented with a long string of riders. Even with less people on the ride, it is good practice to make gaps between sections of riders so that overtaking drivers can make use of the gap(s) presented to pull in.

 

Singling Out

It is very much up to ride leaders working with the back-marker to decide how and when to move the group from two abreast to single file, or vice versa. If cycling on busier roads, riding two abreast means the group might be more visible and take up less space so following vehicle drivers can overtake more easily. If possible, it might be appropriate for the group to single out (riding in single file) or even pull in, for example on a longer stretch of narrow lane, and allow following drivers to pass safely. The Campaign’s guidelines are that riders should show courtesy to other road and trail users and be a good ambassadors for cycling. However, you should put the safety of your riders first and avoid singling out if it might lead to dangerous close passing, with drivers being tempted to overtake you where there is not enough room to do so. Riders are responsible for their own and others’ safety, so they must decide if singling out is appropriate at the time and how the manoeuvre should be accomplished, remembering to leave enough room between themselves and other cyclists.

 

Stopping points

There might be times when you need to stop or slow the group down, for example when turning right off a busy main road or before a particular trail feature, or simply to allow others to catch up. If you want to slow or stop the riders, clearly shout ‘Slowing!’ or ‘Stopping!’, otherwise there may be a pile-up behind you. Remember, stopping points must be identified for their appropriateness: do they allow the whole group to get off the carriageway or track, without inconveniencing other users? People can become sheep-like when in groups so may be prone to stopping wherever they feel like it, blocking the trail or road. It is your job as ride leader to prevent this!

In mixed ability groups, some riders want continuity of riding and as few stops as possible, while others will welcome frequent rests. Be mindful of this but remember that you can’t please all the people all the time so aim for the middle ground. However, try not to set off as soon as the slowest riders have caught up with the group. This can be dispiriting, especially if they need a breather and a drink. In any case, allow time for at least a couple of stops as most leisure riders appreciate a comfort stop and a chance to chat.

 

What to do if something goes wrong

 

How to deal with unexpected incidents

There may be times when incidents occur. Some situations may arise out of the blue. However, occasionally a major incident involving serious injury or even (very rarely) a fatality might occur.

In these circumstances, an Accident/Incident Report Form should be completed and submitted to Cycling UK and to the Leeds Cycling Campaign Chair. This is why it’s important to have a note of people’s emergency contact details, as well as knowing who to tell if something happens.

 

What to do if there’s a major incident - a step by step guide

  1. Think of yourself first and make sure you are safe. Count to 10 before acting.

  2. Get other people off the road or trail and away from danger.

  3. Make the area safe. Ask for two (or more) people to stop any traffic or other riders if necessary.

  4. Assess the casualty if qualified to do so, or ask if anybody has a first aid qualification. Only move the casualty if absolutely necessary.

  5. Call the emergency services if required by dialling 999 or 112. They will need to know your location and the details of the injured parties. Identify your location as best you can, for example by using a grid reference or using apps such as what3words.com or OS Locate, however don’t waste time downloading apps that you haven’t previously installed.

  6. Send people to guide the emergency services if required.

  7. Reassure the casualty and, if they are conscious, ask who they would like us to contact.

  8. If they are unconscious, try and locate their emergency contact details (ICE) on their phone or on the ride contact sheet.

  9. Keep an eye on the rest of the group - look out for anybody suffering from shock, which can be dangerous.

  10. When help arrives, ask where the casualty is being taken so you can inform the emergency contact. Try and get the job number as well in case the ambulance is redirected en route.

  11. Do not go with the casualty.

  12. Make a note of any witnesses and other parties and write down their details on the Accident/Incident report form as soon as possible. Record briefly what happened and take photos of the scene.

  13. Decide what to do with the casualty’s bike and possessions - perhaps a local resident could look after it for the time being or you could lock it up somewhere and retrieve later?

  14. Decide whether or not to continue with the ride. People may appreciate the chance to sit down quietly and discuss what has happened over a hot drink. They may also feel able to carry on with the ride as planned.

  15. Send a copy of the Accident/Incident report form to Cycling UK as soon as possible - email to incidents@cyclinguk.org

  16. Contact the relevant members of the Campaign committee to let them know what has happened.

  17. If you think there could be a claim against you or the group, or if any of the parties need legal advice, contact Cycling UK’s Incident Line as soon as possible on 0844 736 8452 - it’s open 24 hours a day, 365 days a year.

 

Last revised 25 August 2023

This information is also available as a pdf document.  To obtain a copy please write to the Campaign Secretary - secretary [at] leedscyclingcampaign.co.uk