Volunteers Make BikeFest Unique

Below you will find brief summaries about volunteer responsibilities. Some of the roles require more time than others.

To volunteer, please use our handy signup sheet.  We will email you to confirm the assignment, and provide additional information specific to your role. Contact us at bikefest@tarwheels.net with any questions.

The signup form will ask for the following:

• full name

• position you're volunteering for

• contact info:  phone number and email address

• cell phone number

• type of vehicle you can use for BikeFest, in case your position needs a vehicle (e.g. car, pickup truck, SUV)

• prior BikeFest experience

• your T-shirt size (S, M, L, XL, XXL) (All volunteers receive a free BikeFest t-shirt.)

• We’ll maintain the master list of volunteer info.

 

GENERAL VOLUNTEER GUIDELINES

Coordinators and Team Captains

These are the people responsible for coordinating a group of people and should have a vehicle and cell phone handy. We prefer that coordinators and team captains have prior experience with the area they will be in charge of. If you were a member of a team previously, please consider stepping up and offering to be a coordinator or captain this year.

Available Shifts

A number of positions have more than one shift. You may -- volunteer for more than one shift!. For a position needing to drive a vehicle (such as SAGs and road markings), there will be a reimbursement to help cover the cost of gas. If you have to pay out of pocket for supplies of any kind, keep the receipts for reimbursement.. The treasurer can write checks the day of Bikefest.

Volunteering and Riding

Some volunteer jobs allow you to also ride the event. Some activities are completed in the days before or the morning of the ride, and some can be done after completing the ride. For example, you might do the 35-mile route, then work the afternoon shift at HQ. Just keep in mind that if there's a conflict, your volunteer position has to take priority.

Post-mortem

Finally, we’d appreciate it if all volunteers kept notes of what worked well and what didn't, and email us a post-mortem report so we can improve the ride next year.

Cookie Support Personnel

Every year, the biggest compliments we get for BikeFest are for the variety of home-baked goodies, so if you don't have time to help the day of the ride, you can offer to bake cookies or shortbreads, and we’ll get you all the information you need as to how and when to deliver them.

FRIDAY (DAY BEFORE THE RIDE)

Packet pick-up at Trek Bikes Chapel HIll

We need people to work at the Trek Bikes in Chapel Hill for 3-4 hours on Friday afternoon to help distribute the ride packets for those riders who want to pick them up the day before the ride.After Trek closes, remaining items need to be driven to HQ. Some equipment setup can also be done on Friday.

SATURDAY AT BIKEFEST HQ

Ride Headquarters (HQ)

Ride HQ is at grassy field at the Orange County Visitor's center, near the courthouse at the intersection of E Margaret Lane and S Cameron St. "HQ" activities include equipment set up, on-site packet pick up, food disbursement and staffing the information table.

Parking

The Parking Coordinator and staff direct arrivals into appropriate parking lots. Parking staff can also ride the same day.

On-site Packet Pick Up & Information Table (various shifts)

Note: Afternoon shifts may allow you  to ride a shorter route if you're fast enough

Post Ride Cleanup

Toward the end of the day, we need to begin to dismantle the setup and return items to the storage shed. This typically happens around 5 pm.

Food to Shelters and Pass It Forward

Shelf stable and unopened consumables will be sent to Pass it Forward. Pass It Forward then will supply those items to other area events. The Tarwheels benefit from having received items from that organization. Perishable items are taken to food shelters.

SATURDAY REST STOPS

In addition to HQ, Bikefest has 5 rest stops.

Rest Stop Coordinator, Captains and Teams

The rest stop coordinator’s job involves finding enough volunteers to staff all the rest stops and being the liaison to the four churches as well as to the rest stop captains.   In addition to the overall coordinator, we'll need 

Captains and teams at the following rest stops:

Pre-ride: HQ Orange County Visitor Center

Prior to the ride, set up pre-ride food including bagels and fruit, laying out the food and beverages, implements and some slicing. The early shift still allows you to ride.

Shift times:

5:30–9:00

9:00-1:00

1:00-4:00

*Rest stop 1: Cedar Grove UMC

A captain, plus 5 other folks, a large vehicle  to get supplies to the church. Rest Stop 1 is also where the 100-mile ride separates from all the shorter routes. Help riders be clear about which way to turn when leaving!

*Rest stop 2: Bethel Hickory Church

A captain, plus 2 other folks, a truck/SUV to get supplies from the Rec. Center, and a cell phone are needed. This is rest stop # 2 is only for the 100-mile loop and therefore only requires one shift.

*Rest stop 3: Leasburg United Methodist Church

This is a midway point for the 100-mile ride and needs only 1 shift with 2  people.

*Rest stop 4: Lattisville  Church

Since this stop is the 4th rest stop for the 100-mile and the 2nd rest stop for the 62-mile rides, it stays open longer and requires two shifts.. A captain, plus 3 other folks, a large vehicle  to deliver and return supplies will be needed.

*Rest stop 5: New Sharon Church Rd

This stop serves all 3 routes. Two shifts are preferred here. A captain, plus 3 other folks, a truck/SUV to ferry supplies.

Shift times:

9:00 -12:00

12:00 - 4:00

SATURDAY RIDE SUPPORT

Sweeps

We'll need riders who can act as sweeps, which means leaving a bit later riding the course to verify all riders are through.

Sags and mechanical support

Sag drivers are positioned to carry riders and bikes back to HQ if needed, particularly later in the day if riders are still riding as sunset approaches. .

FUN RIDE

In addition to all of the above "regular" BikeFest rides, we will have a 7-mile family-oriented historical fun ride that winds through Hillsborough. We need a ride leader to help coordinate this short, local ride for parents and their kids.