This is a suggested checklist for cruiZe organisers...
  • consider running the event on a Sunday (less traffic especially in the morning) unless a venue on the cruiZe is closed on Sunday 
  • allow 15 minutes from the meeting time until the start time
  • plan on a stop of 15-20 minutes at least every 2 hours for a restroom break, refreshments and just to stretch the legs
  • incorporate a visit to local attraction
  • minimum of 90 minutes lunch stop (60 isn't enough)
  • organize photo opportunities at lunch stop and/or elsewhere
  • afternoon stop for snack and drink rather than just a restroom stop
  • pick an interesting mix of roads avoiding high density traffic routes as much as possible
  • overnight cruiZes require extensive planning so unless you've had experience with this ask for some help
In other words, a complete package of drive, food, company, sights, rather than just tearing about the countryside.  Make sure the day is also of interest to passengers.

Ideally plan the route and your stops in a mapping software, as it will give you a rough idea of timings. It also means you can easily produce an overall route map to publicize
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.

Organize lunch stop with booked tables, keep them updated with numbers. Check with them how long they will need to serve everyone (then add 15 minutes to be safe)
Ask if separate checks can be accommodated and what payments methods are accepted.
 

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 busy intersection can take much longer than just a couple of cars, so allow for this.  Plan for and look 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.  Have route maps available for those that request one.  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 and take 1 or 2 blank forms with you the day of the cruiZe.  

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 arrivals, 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).

Organizing 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 information about Talkabouts see this link.  After doing a
bit of research there are a couple of channel setting that give both optimum performance and are common to most brands of radios.  That is channel is 2 with a
privacy
setting of 0.  Talkabouts are VHF radios using frequencies around 470 mz.  The shorter the frequency the better the range and certain frequencies may transmit with higher power on certain models of some radios.  Channel 2 is one of those frequencies that can transmit at a higher power settings and channel 2 with a security code setting of 0 is common to many brands of radios.  CruiZe leaders will determine the channel setting to be use but I suggest 2-0 or 2-1.  (Channel 2 privacy code 0 or 1)   


Repeat all instructions twice, e.g., "Taking next left at the light then second right at stop sign."

Drivers meeting:  cruiZe etiquette & safety
  • drivers meeting should be held just prior to departure
  • collect and/or all have all drivers sign the "Release and Waiver of Liability"
  • lights on low beam for safety
  • don't overtake leader or deliberately fall behind sweeper
  • don't overtake car in front of you (it's not a race)
  • allow passing vehicle to merge into convoy  (while we don't desire this it's a matter of public safety)
  • observe speed limits especially in villages and congested areas
  • keep minimum two-second gap between cars
  • The 2nd car which is the car behind the cruiZe leader should allow a 3 to 4 second gap for safety
  • when cars in front starts signaling, you start signaling
  • any other special instruction or handouts connected with the specific cruiZe
  • and very important ensure you keep the car behind in view.  slow & stop/wait if safe to do so
  • notify the cruiZe leader using your talkabout should you loose sight of the car behind you
When you stop somewhere, let people know how long they have--i.e. what time you anticipate leaving.
For a large event, is useful to remind participants to take their talkabouts with them and leave on so they
can be contacted when it's time to leave.


This is intended to be a guide and check list and not a set of rules.  Not all will apply every time. 
If you have additional suggestions to add to this please let me know
. - Bill Harmon