Ride Organisers FAQ

Victoria Region Rider Frequently Asked Questions

 

 

What information should I know when I'm thinking about running a ride?

Audax has put together guidelines to help Ride Organiser run rides and this is a very good resource and a MUST read for all ride organisers, you can find this at Ride Organiser Guidelines

 

Where's a good place to start a Ride?

Select a start location with ample all day parking. Also ensure riders can safely park their cars and unpack their bikes and safely get ready for the ride. Public Toilets are another important facility to look for and if you can find a location that offers a good coffee you'd be a ride organiser hero.

 

What route should I take?

Use your favourite ride that you would love to share with other eager riders. Always look for quiet roads with good shoulders. If you know the roads get busy try to plan around quiet times for example early morning.

 

What mapping Resources does Audax Victoria Recommend?

Audax Victoria recommends the use of Ride with GPS and has access to a region account that Audax Victoria is using as a ride repository. Ride with GPS is a free service and rides can be manually created or imported from most GPS devices. You can then either export or send a link to your ride to the Victoria Region Ride Review Committee and once approved can be stored in Audax Victoria's ride repository and your ride will be shared to all members providing foldable cue sheets.

 

Can I submit a Ride from my GPS Computer?

Yes, Audax Victoria uses Ride with GPS as its ride repository and this can import GPX, TCX and FIT file format which is used by most GPS Computers.

 

Can I submit a Ride from my Google Maps?

Yes, Audax Victoria uses Ride with GPS as its ride repository and this can import KML file format which is used by Google maps KML and Google Earth.

 

What the best place for a checkpoint?

Ideally it's best to gap the checkpoints every 50 kms and find a town that has public toilets and a great bakery with excellent coffee, let's face it that's a great checkpoint otherwise any stop that offers food and drinking water will suffice. If that distance is greater than 50 kms between checkpoints, note stop points where riders could access toilets and drinking water.

 

What is my ride is over the distance?

No problem, Audax does not charge extra for bonus distance but rides cannot be under the selected distance. Under BA times you can divide the distance by 15kph to work out is you need to provide additional time if your ride is over by a lot, let's say you have a 115K ride, even though this will only count a 100K you can allow 7.5hour to complete the Brevet.

 

What if I have out of pocket expenses?

All Audax unsupported rides have an entry fee that covers administration and minimal out of pocket expenses (eg postage and snap lock bags) if you run up unplanned expenses please keep the receipts and forward them with your ride report. If you know your ride will run up expenses please contact the This email address is being protected from spambots. You need JavaScript enabled to view it. for help to ensure your ride does not run at a loss.

 

I wish to run a supported ride, what expenses can I claim?

If your ride is to be supported you may claim various expenses including supported checkpoint costs, food, accommodation and transport however you will need to incorporate this into the entry fee. Please contact the This email address is being protected from spambots. You need JavaScript enabled to view it. for help to ensure your expenses are reasonable and your ride does not run at a loss.

 

Are there ride kits available to help me support the ride?

For supported rides Audax Victoria has three ride kits available that include cooking equipment gas stove, plates, cutlery, cups and first aid. These kits can be booked for rides and must be retuned clean and ready for the next RO. If any expendable items were used they must be replenished and you may claim this on your expenses

 

How do I organise volunteers to support the ride?

If your are organising a supported ride and need help with checkpoints or just mentoring on your first event, please feel free to contact the Victorian region for assistance.

 

Where can I find forms and information to help me organise the ride?

Audax has put together a number of forms and you can download these from the Audax Forms Page

 

How do I submit a ride for review?

Please forward you rout details via email to This email address is being protected from spambots. You need JavaScript enabled to view it. and they will be in contact regarding you ride.

 

How do I submit a ride into the Audax online calendar?

You can submit a new ride online at the Audax Website, it's good to have the following information prior to submitting the ride:

  • Ride Name
  • Contact details
  • Brief description of the ride
  • A link to your ride map
  • Three possible days you can run your ride
  • Detailed description of your ride (optional)
  • Print your Brevets
  • Calculate your checkpoint open and close times
  • Complete your ride financials
  • Report on the ride results

 

Can I use online entries?

Yes, there is an online entry service available for entries for your ride. If you wish to utilise this server please contact the Victorian region.

 

Where do I get Brevets from?

Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. and they will post you Brevets prior to the ride.

 

Are there any tools to help me fill in a Brevet and calculate checkpoint times?

Yes, Audax have a Ride Organiser Report Tool or RORT that you can use to prepare your rides. You can download this from the Audax Forms Page. There are comprehensive instructions on the first page of the form.

 

Before my first ride what information should I have ready?

You should have a Brevet filled out with ride name, checkpoints and your contact details, a list of riders that have entered including their contact details and emergency contact details. If your ride had online entry, then a rider sign in sheet for the riders to sign themselves off upon arrival. You will need to provide riders with a cue sheet with clear directions and helpful information like hazards and water locations. You can provide a map with the route highlighted. The route information must have been checked for accuracy prior to the ride and any navigation or road work locations noted for your rider brief.

 

What information should I provide riders on the day?

You need to supply each rider with a Brevet, route notes, emergency contact details and a location to return the completed Brevets. It's important that Brevets be returned as this lets you know the rider has completed the course.

 

What do I tell riders in the pre ride brief?

Prior to unleashing the riders you should always remind them of emergency details, to call 000 then call yourself, you should inform them of hazards on the route including road works, plank bridges, busy roads and dangerous corners. Also remind riders of food and water stops on long rides plus what to do with Brevets upon completion of the course.

 

What should I check before I send riders off?

Ensure each rider has filled in a Brevet with his or her emergency contact details completed on the back of the Brevet. Ensure each rider has filled in a ride entry form either via online entry or manual entry. For rides that are start or finish outside daylight hours please complete a light check and Hi-Vis vest check.

 

What’s the maximum riders I can send off?

If your ride exceeds 30 riders that you cannot send them off in a large peloton, break them up into two smaller groups and send them off with a 15 minute gap. If you’re putting on a large event then this maybe subject to Victorian Roads event application approval. Please contact the Victorian committee for assistance and advice if this is you intention.

What do I need to do after a ride?

After a ride you need to ensure all your entrants have returned safely and the best way is to check all the returned Brevets, if one is missing then contact them using the contact details supplied. The next step if the paperwork, you need to fill in the rides completion times on the back of the Brevets and fill in a Ride Organisers Report (RORT) which you can download from the Audax Forms Page

Once completed, please bundle all the ride entry's, completed Brevets expense receipts and mail these to the Victorian Brevet Secretary for processing. Also please email the completed RORT to the Victorian Brevet Secretary and Victorian treasurer.

What is a RORT?

A RORT is a Ride Organisers Report Tool and you can download this from the Audax Forms Page. This tool helps you with the following tasks

  • Print your Brevets
  • Calculate your checkpoint open and close times
  • Complete your ride financials
  • Report on the ride results

 

How do I fill out a RORT?

The RORT is an Excel spreadsheet so you will need a computer with Excel or similar loaded. The first worksheet provided detail instructions of the fields you need to fill in to complete the report.

 

What's if a rider is injured during the ride?

First of all ensure emergency assistance is provided via 000, you will need to contact the emergency contact details the rider supplied and ensure the emergency contact or you're are able to secure the riders personal equipment. Post the event you MUST report the incident on the RORT and inform the National secretary of the incident. The National Secretary will supply the rider with the appropriate forms to complete in case an insurance claim is required.