OUT+ABOUT

BEHIND BIKEFEST

Thousands come from all over to enjoy the world’s largest three-day motorcycle and music event we fondly call Bikefest. But what does it take to put this massive event together? “Style” goes behind the scenes to fi nd out.

STORY: GARY CORSAIR PHOTOGRAPHY: MATTHEW GAULIN

Ayear of planning fueled the roaring success of the 18th annual Leesburg Bikefest, but no amount of preparation could downshift the full-throttle pace of volunteers in the fi nal days before the kick-start of the ultimate three-day street party.

“Vendors come in Thursday morning and expect their space to be turn-key. And they are,” remarked Leesburg Partnership Executive Vice President Joe Shipes.

Keeping 172 vendors (and 36 more up the road at Gator Harley-Davidson) happy is only the tip of the iceberg for Shipes, the Partnership staff and countless volunteers.

Shipes has been involved since the fi rst Bikefest, so he knows what — and when — things need to be done. But he’s also adapted as Bikefest has grown from infancy into a leader of the pack. This year’s event encompassed 30 downtown blocks and generated more than $1 million in revenue. “There are thousands of details that go into this event every year. The average person who comes to the event doesn’t realize all the things involved,” Shipes says.

And they don’t see the frantic pace maintained by Shipes and his volunteers in the 96 hours leading up to Bikefest Friday.

There are trash receptacles, ice machines, refrigeration units, signs, cones, barricades, portable restrooms, lights, tables, chairs, and tents to be placed … eight stages to build … schedules to coordinate, volunteer and security personnel training, merchandise to be unpacked and sorted, cash boxes to be prepared, lights to be strung, and extension cords to be laid.

“We run miles and miles of extension cords,” says Jim Radeski, Leesburg Partnership board member and a fi veyear Bikefest volunteer. “A lot of things can only be done at night because it’s so diffi cult to work around people who work and shop in our downtown area. Some of our volunteers work through the night. It’s a real scramble.”

Fortunately, most volunteers have worked past Bikefests.

“A lot of people have been doing this for years,” Shipes says. “From the product people to the entertainment people, to the cashiers and all the bar support, setup crew, and breakdown crew, everybody knows what to do.”

The volunteer army is always huge for Bikefest, but no one can say for sure how many people work behind the scenes to

make it an event that draws bikers from across the country.

“There are thousands and thousands of volunteers,” Shipes said. “We don’t even know how many volunteers because we work with different civic organizations and they provide the workers.”

But the Leesburg Partnership, a non-profi t organization of residents, government, and business people focused on revitalizing Leesburg, is the engine that drives Bikefest.

“The City of Leesburg is extremely cooperative,” Shipes said. “Of course, to most people we are the city. A lot of people don’t know what the Partnership is. The city is highly profi ted by Bikefest.”

Civic pride is very much part of Bikefest’s success. “A lot of city workers take a week off so they can help with Bikefest,” said Leesburg fi refi ghter Jeff Moore. “I enjoy it. It’s interesting to see all that goes on behind the scenes at Bikefest.”

A big assist from law enforcement ensured minimal problems.

“Leesburg Bikefest is known for its police. I’ve had bikers tell me they prefer Leesburg over Daytona because of our police. You have to work hard to get arrested in Leesburg,” Shipes said. “The Leesburg Police Department is just great.”

So is the Lake County Sheriff’s Offi ce, which provided personnel and communication equipment.

“We’re fortunate the sheriff couples with us,” Radeski says. “They supply us with all the hand-held radios, about 120 of them.”

The frenzied activity that takes place on the Monday, Tuesday, Wednesday, and Thursday before Bikefest isn’t due to procrastination or lack of planning. In fact, the opposite is true.

“There are months of prep time,” says Radeski. “We always start working on the next Bikefest the day after Bikefest ends.”

It has to be that way. The event has grown exponentially.

At least 200,000 bikers and revelers attended this year’s event. Between 70 and 80 entertainers performed. Beer was served at 17 stations, some requiring 45 volunteer workers a day. And at least 10 food tents/trailers fed the ever-shifting crowds.

“I really don’t think people understand how much of a huge undertaking this is,” says volunteer Joanie Smalley, who is also a Leesburg Partnership board member. “There are people pretty much here 24 hours a day for a week. I am amazed by the detail that goes into this. Everything is double- and triple-checked.”

For Shipes, the days leading up to Bikefest are fi lled with phone calls, conferences, questions, problems, and dashes downtown to eyeball stages and tents.

And his hard-working staff try to duplicate his pace. There’s no down time during the fi nal week of preparation. Yet somehow, every year, everything is ready on time.

“It’s pretty amazing how it comes together,” Radeski says.

It’s even more amazing how Bikefest comes apart.

“The teardown is also amazing,” Radeski adds. “It takes us eight days to get all this set up, but we start teardown at 5 o’clock Sunday evening and by 8 a.m. Monday, it’s all gone until we do it again next year.”