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Club Resource Guide
This guide compiles insights from cycling clubs across the country to help other clubs streamline operations, attract new members, and foster a thriving cycling community. This document was compiled by the League’s Outdoor Recreation Intern with support from SRAM. Responses are drawn from survey data, first-person interviews and online resources. To have your club’s expert policies or procedures featured, please email [email protected].
- Centralized Management: Utilize a single platform (e.g., Wix, Wild Apricot) for website content management and social media scheduling.
- Content Calendar: Develop a consistent content calendar to engage your audience across various platforms that will cater to all age groups (Facebook, Instagram, TikTok).
- Platforms: Consider Club Express, Wild Apricot, Wix, Mailchimp, Strava, Facebook, Instagram, TikTok (depending on target audience).
- Website Focus:
- Clearly highlight upcoming rides and events.
- Offer downloadable resources like safety information and ride maps.
- Provide membership benefits and contact details.
- Social Media Strategy:
- Regularly post engaging content like ride photos, safety tips, and upcoming events.
- Utilize different social media platforms to reach a wider audience.
- Consider dedicated social media volunteers.
- Common problems: Most cycling clubs have a membership that usually consists of middle to older aged men. Allie, from Femmes Gravel 100, gives the advice that cycling clubs should post on popular social media sites, such as Instagram, Tik Tok, or Strava to reach younger riders. It is also beneficial to partner with local bike shops and ask them to give out brochures or share social media posts. Lastly, it can be helpful to have a link on social media sites or a Facebook group so that people can reach out for further information.
- Defined Structure: Clearly define board roles, responsibilities, size, term limits, and an organized election process to attract members.
- Term Limits: Consider implementing term limits for each position to encourage fresh perspectives and leadership opportunities.
- Active Recruitment: Proactively reach out to active members and volunteers to nominate them for board positions. Highlight the impact and purpose of the role. Recognize board members for their contributions.
- Common Problems: According to our 2024 Club Leadership Survey, a frequent problem among clubs was attracting new board members or keeping current ones. Steve from Santa Rosa Cycling club suggests that Board roles should be spread out so that each role is kept simple and not exceedingly difficult. He also advises having regular board meetings that are pleasant and enjoyable, including providing food and drinks and making it more of a fun get-together.
- Integrated System: Utilize a platform like Club Express, Wild Apricot, or Neon to manage membership databases, email communication, and event promotion.
- Targeted Outreach: Develop a marketing strategy that uses social media and partnerships with local cycling shops to reach new demographics. Use various channels including websites, social media, bike shops, and events.
- Highlight Value: Clearly define your club's unique benefits (e.g., beginner-friendly rides, discounts) to stand out from competitors.
- Diversity & Inclusion: Actively strive to create a welcoming environment for all skill levels and cycling interests.
- Retention: Offer valuable benefits like social events, discounts, insurance, and ride support.
- Attracting Younger Members: Explore ride formats and events appealing to younger demographics.
- Ex: Twin Cities Bicycle Club suggests keeping track of members that do not renew their memberships and asking them the reason for their non-renewal. He also explains how most cycling clubs attract older members because they have lots of weekday rides during daytime hours, only appealing to cyclists that are already retired. He advises having more frequent afternoon and evening rides as well as lots of weekend rides so that younger individuals with non-flexible schedules can join. Lastly, he explains that members enjoy their ride stats program that keeps track of everyone’s rides and mileage. They are then given out recognition and awards for high achievers in various categories.
- Diversification: Explore additional revenue streams beyond membership dues. This could include:
- Grant Applications: Seek grants from foundations or government organizations that support cycling initiatives.
- Corporate Sponsorships: Partner with local businesses for sponsorships and co-branded events.
- Online Store: Consider a well-managed online store with club merchandise.
- Donations: Understand tax implications based on your club's structure (e.g., 501(c)3 allows tax-deductible donations)
- Ex: The Evanston Bicycling club is a 501(c)4, which means that it is a non-profit organization focused on promoting cycling. They often organize group rides, advocate for bike-friendly infrastructure, and educate the public about cycling safety and benefits. However, this means that they cannot accept donations.
- Centralized Calendar: Use a dedicated platform (website app) to host the ride calendar with clear details, including pace, distance, and route maps.
- Diversity of Rides: Offer a variety of rides catering to different skill levels, including beginner-friendly options and varied paces.
- Ride Leader Training: Develop a comprehensive ride leader training program that covers route planning, safety protocols, and communication strategies. This includes extensive training on route planning, safety protocols, and communication.
- Communication During Cancellations, Rescheduling, and Mishaps: Establish clear communication protocols for ride cancellations or route changes due to unforeseen circumstances.
- E-bikes: Establish clear policies regarding E-bike use (e.g., class limitations, throttle restrictions).
- Route Planning: Utilize tools like Ride With GPS.
- Ex: The Memphis Hightailers require upcoming ride leaders to attend at least 20 group rides, shadow at least 5 rides, make announcements at one ride, and attend a Smart Cycling class. They are also very accepting of E-bikers and are willing to accommodate anybody, as long as they are aware of the safety and etiquette of riding in large groups.
- Collaboration: Consider sharing resources and best practices with other clubs.
- Online Documents: If sharing online resources, ensure proper access control.
- Common Problems: Many clubs are struggling with the same issues yet do not reach out to each other for advice and help. Reaching out to other clubs and sharing information could resolve a lot of problems and bring riders closer together.
- Volunteer Recruitment: Offer incentives and recognize volunteers' contributions.
- Safety: Prioritize safety by providing resources, conducting ride briefings, and enforcing helmet policies.
- Surveys & Feedback: Regularly seek member feedback to improve club offerings and address concerns.
- Continuous Improvement: Stay informed about industry trends and best practices to evolve your club.
Further Examples from Established Clubs
- Evanston Bicycling Club: Uses a homegrown website. Posts on Facebook for a wider demographic.
- Memphis HighTailers: Uses Wix for big events, social media is organized solely by one person.
- Santa Rosa Cycling Club: Website hosted by Wild Apricot, active on Facebook, and has a presence on Instagram.
- Twin Cities Bicycle Club: Extensive website with information and online classes.
- Bicycle Touring Club of North Jersey: Uses custom LAMP for web development software.
- Femmes Gravel 100: Utilizes Instagram and Facebook to reach younger and older cyclists, as well as a Facebook group where riders can reach out for further information.
- Evanston Bicycling Club: Membership database is Club Express, $25 individual, $35 family.
- Memphis HighTailers: Membership database is Club Express.
- Santa Rosa Cycling Club: Membership database is Wild Apricot, $25/year.
- Twin Cities Bicycle Club: Membership database is Neon, $30 individual, $40 family.
- Bicycle Touring Club of North Jersey: Membership database is My SQL, $25 individual, $50 household.
- Femmes Gravel 100: Membership fee is $50, including everything, just to cover insurance and expenses to fund events
- Evanston Bicycling Club: Offers rides 7 days a week at various paces with trained ride leaders and a sweep on no-drop rides. Uses TeamUp for ride calendar.
- Memphis High Tailers: Has 35 rides a week, some with multiple paces depending on the ride leader(s). Rides are communicated through a Facebook group. E-bikes are allowed, and accommodations are made for people with disabilities.
- Santa Rosa Cycling Club: Very dependable group of ride leaders. Has one no-drop ride a week.
- Twin Cities Bicycle Club: All rides led by trained leaders. Extensive ride leader training.
- Bicycle Touring Club of North Jersey: Exceptionally reliable website with a system for members to sign up for rides.
- Femmes Gravel 100: Hosts at least one or two rides a week with A, B, and C paces. Utilizes a Facebook group where riders can communicate with other rides outside of the club for people with conflicting schedules.
Access examples of club policies and procedures via the folder here. To add your example for the betterment of bike clubs everywhere, contact [email protected].