This
is
a
suggested
checklist for cruiZe organisers...
Ideally plan the route and your stops in a maping software, as it will give you a rough idea of timings. It also means you can easily produce an overall route map to publicise the event in posts. If possible, find in advance someone else who is willing to help and can act as your 'sweeper' (looks after the rear of the group). Sweepers especially need to be experience cruiZe/convoy drivers. Organise lunch stop with booked tables, keep them updated with numbers. Check with them how long they will need to serve everyone (then add 15 mins to be safe). A couple of weeks beforehand, drive the route together with your sweeper (preferably on the same day of the week and same time of day you will be running the cruise) and check timings. Bear in mind there's no such thing as a five minute stop--it can take almost five minutes just to get everyone started again! Getting eight cars out of a left-turn T-junction can take much longer than just a couple of cars, so allow for this. Plan for a location to pull off the road after difficult intersections to re-group. Preparations for the day Send out emails before the event asking for names of driver/passenger, type of car, color, plate (to tell which is which) and mobile phone number. Give a copy of the list to attendees to help people get to know each other. Also hand out a hard copy of the route--people like to know where they have been, as well as a map being useful if they get lost. This information can also be sent out via e-mail to participants a few days in advance as well. Don't forget to send out the "Release and Waiver of Liability" or the link to it. Ensure that people realize they should arrive with drinks, snacks, etc and be ready to leave at the advertised time. Also, if nearby gas stations are not obvious provide directions to top off. This is especially important to those driving some distance to the starting point. If people haven't arrive five minutes before the start, phone them on their mobile to find their anticipated arrival time. You might still get late arrivers, so have some flexibility in your timings. Have your route timings with you on the day so you know whether you're running on time and whether you need to panic (ideally your route should have a 'Plan B' that enables you to knock something out to get back on schedule which is critical if tables are being held for a meal). Organising the group There's every possibility of the group getting spread out, so in a larger group you may need both a sweeper at the rear and a middleman. Those at the rear of the group have to drive faster to catch up after road junctions, so have the faster cars/drivers towards the rear of the group. However try to avoid having your slowest drivers in front positions, otherwise when you reach a 'spirited' section, the leader will disappear into the distance on his/her own. Communications The leader and the sweeper should keep in touch with Talkabouts. Check before setting out that people know how to use them. Hold them at the optimum distance from the mouth (varies with models) to avoid speech distortion. Press the talk button before beginning to talk. For more inforamtion about Talkabouts see this link. Repeat all instructions twice, e.g., "Taking next left at the light then second right at stop sign." Drivers meeting, cruiZe etiquette & safety
When you stop somewhere, let people know how long they have--i.e. what time you anticipate leaving. For a large event, an air horn is useful to signal people to gather back at the cars. This is intended to be a guide and check list and not a set of rules. Not all will apply everytime. If you have additional suggestions to add to this please let me know. - Bill Harmon |