The Potomac Pedalers Touring Club (PPTC) will host a multi-distance ride, theBack Roads Century, on September 20, 2015 for approximately 2,000 riders. Location to be determined. The ride distances will vary from approximately 25 miles to 100 miles. PPTC will determine the routes for each ride and develop the appropriate cue sheets.
PPTC is seeking to hire an event planner to manage this event. The job responsibilities include:
Handle recruitment and oversight of volunteers. Volunteers re needed for jobs performed before the ride such as road marking and goody bag preparation; jobs done during the ride such as directing parking traffic, working at rest stops and assisting riders having trouble with their bikes; and after the ride cleaning up and distributing leftover food to area food banks. In the past the Back Roads Century has required up to 200 volunteers.
Oversee procurement and distribution of foods and supplies to rest stops and staging area. PPTC will provide guidance regarding foods required and the amounts. The club strives to buy as much food and supplies from local vendors and features certain specialty items at some rest stops.
Oversee the renting and procuring of all equipment needed for the ride. PPTC owns much of the equipment that will be needed in a storage space the club rents. Other equipment and supplies will have to be rented or purchased. The club strives to rent and buy equipment and supplies from local vendors.
Oversee and manage all the events during the day of the Century ride. This includes the registration area, parking area, communications, food area, rest stops, etc.
Work with local community organizations, local university, local police department to acquire any necessary approvals, permits and assistance during the weekend. Work with the community prior to the event to let them know about the event and that many bicyclists will be on their roads. Work to obtain support for this event.
Oversee and manage other events related to the ride such as music at staging area and at various rest stops (hiring local musicians is preferred); mechanics needed for bike repair during the ride; professional photographers available to take pictures of riders along the routes, etc.
Oversee and manage the Back Roads Century website with the PPTC IT Consultant and the PPTC Communications Director. The IT Consultant will be responsible for all the computer related work on the website. The Communications Director will be responsible for writing the content. The Event Planner will be responsible for tracking registrants.
Oversee and manage the volunteers’ dinner to be held at a destination in Shepherdstown. Also work with local hotels, bed and breakfast establishments and camping grounds to offer riders lodging options on Saturday night. Group discounts are encouraged.
Report directly to the Century Board member liaison on the PPTC Executive Committee.
Handle post-event logistics, including participant survey and debriefing to the Executive Committee.
The Executive Committee will develop a budget for the event. The event planner will be responsible for keeping to the event budget. S/he also will be responsible for presenting a project plan to the Executive Committee within two weeks of hire and be responsible for ensuring deadlines are met.
Interested applicants should submit an application along with a proposed fee for their services by Feb. 20, 2015 to Nancy Avitabile. The Executive Committee will have final authority in approving a final award level. The planner will be reimbursed for services executed based on achieving the event goals listed above. Payment will be made over the months leading up to the event with 50% paid at the end of the event.