How to plan events We are in our 5th year of Big Bike Revival and want to share our top tips and advice on how to plan and get the best out of your events.
Suggested time line
About 4 weeks to go
About 3 weeks to go
About 2 weeks to go
About 1 week to go
1 - Plan ahead:
2 - Secure resources:
3 – Check progress & promote:
4 - Double-check commitment:
Gather a team, choose events, & plan the details
Secure public locations & volunteers to help
Check progress on jobs & promote your events
Everyone still committed
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1 - Plan ahead Have that first conversation with your team as soon as possible. Don’t worry if all the details are not discussed in one gathering. Meet again to make those final decisions and after that, meet-up as little or often as needed. Make sure everyone can contribute and has a job.
Gather a team: •
Many hands make light work so gather a team
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Think about skills ability and define who can do what. Big Bike Revival events typically need people who are: o skilled at leading rides o bike mechanics o good on a computer o like talking to people o efficient with admin o able to explain and collect questionnaires
Choose events: • • • • • •
Share the Big Bike Revival events model Brainstorm ideas and agree which events to deliver Define event boundaries in terms of ‘we’ll offer this, but not that’ Beginner planner: start small, learn lessons and grow Seasoned planner: collaborate with other groups reach more people Tap into local events, increase visibility and take advantage of extra footfall
Plan the details: • • • •
Decide how many events can be delivered across 12 weeks Decide on timings: when to start, when to finish Organise equipment needed: already have, able to borrow, need to purchase For events in public locations and spaces, secure availability and permissions early
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Decide how many volunteers are needed to: o Deliver your service o Collect questionnaires o Signpost people to the next steps o Make lunch & fetch drinks o Relieve for breaks o Engage & chat about local cycling
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2 - Secure resources: Once the planning is finished and the details decided on, it’s important to check that jobs are completed, so nothing is overlooked. Jobs that require resourcing items or people externally, are tasks that need checking as a priority. These are typically less controllable and hence should sit at the top of a ‘to do’ list. So, things like securing public locations and finding volunteers to help should be prioritised early.
3 – Check progress & promote Touch base with team individuals to ensure that progress on jobs reflects time schedules. If any hiccups or delays have occurred, there is still plenty of time complete or re-assign jobs if ‘life gets in the way.’ Begin promoting events locally using methods usually used by your organisation and known to work best.
4 - Double-check commitment: For peace of mind, it is good practise to double check that volunteers are still committed to help out and everything else needed, is organised.
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Events Model We’ve found that three elements are effective at inspiring and encouraging people to return to cycling or begin for the first time. Participating organisations should focus on these elements when planning events and the list below is a comprehensive overview of techniques that specifically work.
Fixing bikes
Fix Dr Bike Bike Checks Recycled bike sales Bike parts sale Bike security marking Donate a bike day
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Teaching skills
Learn
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Leading rides
Ride
Puncture repair workshops Basic maintenance skills Drop-in workshops Build your own bike Renovate a donated bike Learn the M-check
Led rides 5 - 10 - 15 miles Women only rides Confidence boosting rides Family rides Dads ride Picnic rides
Learn to ride a bike Cycle training Brush up on cycle skills Learn how to use your gears
Try out a bike day Local routes ride Clean air day ride Electric bike demos
Route planning advise Safety tip sessions Learn the M-Check Learn about cyclist’s hazards Learn hazards on your route
Add some fun with a... Smoothie Bike Pedal-powered cinema Crazy bikes Cake, coffee and time to chat Yoga for cyclists Bike obstacle course Pump track opportunities Bike quiz
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Recruit Volunteers There are all sorts of jobs to do at Big Bike Revival events and focusing on delivering your service is just one. We know it takes loads of time to explain and collect the questionnaires, engage with attendees to find out their needs and talk to attendees about the next steps. Not to mention relieving for those essential breaks and making lunch. Many hands make like work, so we recommend these options to help recruit extra people: • • • •
Ask a friend be cheeky Ask friends of friends - be very cheeky Ask to advertise usually FREE on community notice boards, in shops windows, etc. Ask us we’ll sign you up to our new recruitment tool and your advertisement will be published on our website
Promote your events locally There are all kinds of methods available to help you promote your events. We recommend using a variety of methods but importantly use what works for you. • • • • •
Direct emails Printed materials Locally media Social media Webpage
send direct to all your contacts flyers and posters like community magazines, bulletins & newspapers Facebook local ads., Twitter feeds, Instagram Link to other webpages, ensure search engines can find you
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Top Tips To plan and get the best out of every event, just follow these top tips:
Don’t underestimate how many people you’ll need, recruit volunteers to help
Appoint a volunteer to explain and collect questionnaires
Plan for the English weather Life always gets in the way, be ready to reassign jobs Tap into what’s on locally
People love helping, give out jobs
Contact the Big Bike Revival team for advise: bigbikerevival@cyclinguk.org.uk
Ask friends to help, be cheeky and ask friends of friends too
Be visible, deliver events in busy locations Tell attendees, their feedback helps you access funding
Beginner planners: Start small, learn lessons and grow
Seasoned planners: Collaborate with others and reach more people
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