Ride Leader Guidelines

(updated April 2nd, 2026)

GCBT volunteer ride leaders are at the heart of the club. If you’re interested in hosting a ride but would like to know what’s involved, these guidelines should give you a pretty good idea. Don’t hesitate to contact the Ride Director if you have questions or want to discuss a ride that you’d like to lead.

Planning Your Ride

GCBT has an “organization” or “club” account on Ride with GPS (RWGPS). Our club rides are planned using this web-based app. You can design your own rides or check out the club’s route library in RWGPS. If you would like to lead a ride but are not familiar with RWGPS, feel free to contact the Ride Director.

The ride and events schedule covers weekends and long weekends from April to October. Typically, one day ride per weekend is offered. Check for available dates in the club’s Event Calendar in RWGPS or contact the Ride Director. Once you have decided on a date for your ride, please notify the Ride Director.

• The ride start location should have ample free parking, ideally with restrooms nearby or enroute to the ride start. Community centers, arenas and shopping mall parking lots, as well as commuter parking lots, are common starting points.

• Rides generally start at 10 am, and are held on Sundays, though there can be an exception made.

• Rides usually offer short, medium and long distances.

• Riders appreciate routes that include places that offer food, drink and a washroom – failing that, be clear in your description that these facilities are not available.

• Early in the season, rides generally are shorter and flatter, becoming more challenging as the season progresses.

• Try to strike a balance of quality of roadways and scenery with traffic levels. Typically, club rides are on paved roads and trails. However, gravel riding has become very popular and ride leaders are welcome to add dedicated gravel rides to the club calendar.

• Travel your planned routes by bike and/or car within a week or so of the ride date and make adjustments if necessary.

• And finally – post your ride on club’s event calendar in RWGPS! If you like, give your ride a catchy name. Reach out to the Ride Director if you need help.

• If you are planning a gravel or off-road ride, there must also be at least two distances of a corresponding road ride offered.

If you are familiar with your routes and enjoy riding them, you can be certain that other members will enjoy them too.

Prior to the Ride Date

• Promote your ride! This should be done a few days before the ride date utilizing Ride with GPS. See Communications instructions below.

• The club strongly encourages riders to RSVP on RWGPS if they plan to attend a ride. This will give everyone an idea as to how many riders to expect.

• Most riders download the routes to their bike computer or phone. Riders who want paper cue sheets and maps can readily access these on RWGPS if ride leaders do the following:

- open your route (click Go to Route
- click the More dropdown menu
- choose Print Map and Cue PDF
- check Include Cuesheet box
- check the Include Maps box
- scroll to the bottom and click Set as Official PDF
- it will appear on the route in your event
- click and print!

Communications

• Ride Leaders are given "Route Manager" access within RWGPS. This permits you to send email messages from RWGPS to all listed members of GCBT. (Encourage all members to enlist with RWGPS to ensure they get valuable club communications.)

To send an email from RWGPS to all GCBT members enlisted in RWGPS follow these steps;

- launch RWGPS
- click More and then Messages
- click on the orange New Message box
- type your message in the message body
- switch who can see this to Members
- SAVE actually means send! (so check message again before "Save"

Ride Day Duties

• Plan to arrive at the start location with time to spare. Riders often arrive early and it’s a good opportunity to mingle, welcome riders and introduce yourself.

• The club welcomes non-members to come out and try a ride with the GCBT at no cost. However, non-members are required to complete the GCBT’s online waiver prior to riding. Normally, this would be done in advance of ride day. If not, a waiver can be completed on the spot, using either the guest’s or the Ride Leader’s cell phone. The owner of the phone will receive a confirmation email.

Pre-ride Announcement

• Shortly before the start of the ride, have everyone gather around.

• Note any changes to the route and any cautions such as construction, tricky intersections, rough roads or sections of gravel.

• Remind riders that they must wear an approved helmet and obey all traffic laws and signals.

• Let riders know that there is not a sweep. They need to be self-sufficient, riding a bike in good repair, and riding within their physical limits. Access to a cell phone is strongly advised.

• Point out at what kilometer mark the routes diverge.

• Note the location of places where riders will find refreshments and washrooms, or other notable scenery or stops.

• Finally, ask for a show of hands as to who is riding each distance. Usually, the ride leader participates in the ride but it is not mandatory.

After the Ride

• There is no requirement for a ride leader to remain at the start point until all riders have returned.

• Pictures and pertinent information about the ride are welcome for posting on the club website.

• Feel free to provide feedback about the ride to the Ride Director. The Ride Director also may reach out to you.

• If you are aware of any incidents involving riders such as accidents or damage to property, please notify the Ride Director.

Thank you for creating an opportunity for your fellow cyclists to come together for a bike ride!