Trail Rides Process’ & Protocols

A guide for Organisers and Participants

v1.2 Paul Farley & Rob Holliday

14-04-2024

 

Section 1 General Overview

·      The Trail Ride series is organised as a VMCC Hereford and Mid Wales Section event

·      All riders participating in this series should be members of the VMCC.

·      Bikes should be at least 25 years old, suitable for the terrain being ridden and shod with ‘Off Road Tyres’.

·      Decisions on suitability/eligibility are at the discretion of the ride organiser without exception,  

o  Any machines thought to be unsuitable for the event will not be allowed to participate as part of the event

o  (If intending riders have any doubts about the suitability of their machine the should discuss this with the event organiser before turning up at the Start).

o  Typical examples of unsuitability include, Road only Bikes, Large Heavy machines, Bikes without appropriate or fitted with ‘Road’ Tyres.

·      Guest or ‘Intending’ members will be allowed to take part only as an ‘Invited Guest’

o   This guest invitation is at the discretion of the Ride Organiser.

o  As a general rule ‘Guests’ will be allowed two outings before being asked to join the VMCC (subject to individual circumstances)

·      All participants are required to ‘sign on’ (mandatory requirement for insurance and compliance purposes)

·      ALL Riders will need to pre-register for the event directly with the event organiser via the organisers preferential medium, which will be advised.

·      Numbers of Riders ‘may’ be limited at the discretion of the Event Organiser i.e. subject to the availability of sufficient Group Leaders and TEC’s (Tail End Charlies) who either know or have available on a Navigation Device the Complete Route

 

Section 2 Pre Event Information

·      The event organiser/s will distribute pre-event information as appropriate via various channels i.e. Section Webpage (Section Trail Rides 2026)  Newsletters, Facebook, ‘Happy Trails’ WhatsApp group.

o  Pre Event information may include, Dates, Times, Location, Pre ride briefing agenda.

·      Additional information may also be provided, such as;-

o  A Colour Coded overview of the route including, Trail composition (General Terrain Overview, %Tarmac v’s Trail/Off Road, see separate document on Trail Grading)

o  Water crossings etc

o  Suitability/Type of Machine, Bike preparation especially Tyres

o  Rider Competency/Experience required for the event.

 

Section 3 ‘On the day’ Agenda

·      There will be a Turn up time (Usually 30 minutes before the start time).

·      An Event ‘Start Time’

·      A pre ride ‘Briefing’ Mandatory Attendance, Helmets Off & pre Engine Start  to ensure Clarity, Understanding and to enable Questions from Participants.

o  The Briefing will include;-

o  Number of Riding groups

o  Group sizes

o  Identification of individual Group Leader and TEC (Tail End Charlie)

o  Individual Group departure timings

o  Direction of Route from Start Location

·       

·      Late arrivals will be accommodated by discretion of the Event Organiser and subject to timing and/or overall numbers availability

 

Section 4 ‘On the day’ Riding Protocol

This rider protocol has been formulated to provide a ‘standard’ format for all Trail Rides with the aim of creating a common understanding for all participants, it’s a ‘guide’ for what we believe to be ‘best practice’ for a smooth, low hassle, enjoyable and expedient ride.

 

·      The Lead Rider and TEC (Tail End Charlie) should ALWAYS share each other’s Mobile Phone details prior to the start of the ride.

·      The Lead Rider is ALWAYS in the Lead

·      The TEC is ALWAYS at the rear

·      During the ride, EVERY rider must wait to see the following rider when there is a Turn or Junction (WITHOUT EXCEPTION) before continuing

·      Gates:-

o  The Second Rider ALWAYS opens the gate

o  The Third Rider goes through the gate and stays to SHUT THE GATE

o  The Second rider, rides away at his/her discretion and rejoins the group ‘Wherever’

o  The TEC rides through the open gate, stops and waits for the Third rider to shut the gate and ride off

o  The TEC continues at the rear.

 

 

·      Any ‘Incidents’ during the ride will be dealt with on a need’s basis.