Brevet Administration

Brevet administration is the behind-the-scenes work that ensures every rider's brevet is conducted according to RUSA and ACP rules and that each successful finish can be properly validated. While riders primarily experience the route itself, good brevet administration creates a smooth check-in process, accurate timing, and confidence that the event is being run fairly and consistently.

Organizers should become familiar with both the current RUSA Rules for Riders. When in doubt, consult the official rules rather than relying on memory or past practice as they are updated periodically.

Registration

Before the event:

• Monitor registrations for any unusual circumstances.
• Verify that riders have signed the required waiver(s).
• Confirm current RUSA membership for ACP brevets when required.
• Be prepared to answer questions about route, equipment, or brevet rules.

Brevet Cards

Although many riders now use eBrevet, brevet cards should be distributed at the start control. Riders are expected to submit their cards at the finish control.

Before the event:

• Print brevet cards and sign-in sheets (start & finish; intermediate control if necessary).
• Complete any organizer information in advance.
• Verify control names and distances.
• Bring extra blank brevet cards and waivers.

Collect brevet cards at the finish:

• Verify that each control was reached. Check info control answers, merchant controls, photo controls, etc.
• A rider who uses eBrevet should write their “finish code” on the back of the brevet card.
• Make sure the rider signs the card.
• Organizer should sign the card.
• Submit all brevet cards to RBA (can be anytime after the event).
• Let riders know that they will receive their completed/verified PA Rando brevet cards at the end of the calendar year. This is a special club tradition.

eBrevet

eBrevet is the preferred validation method for most PA Randonneurs events.

Before the event:

• Make sure the event webpage and CueWizard are up-to-date. eBrevet automatically downloads brevet info from there. If the route/cue changes in the days leading up to an event, remind riders to refresh the event info at the start so it reflects the latest route and controls.
• Verify all controls and timing windows.
• Test the event setup.
• Rider start codes are automatically created. Organizers can view start codes on the start control sign-in sheets and on individual brevet cards.

During the event:

• Monitor rider progress when practical.
• Assist riders experiencing technical problems.
• Remember that brevet cards remain an acceptable backup if technology fails. (Strava or other fitness apps are a last resort backup.)

Announcements at Start Control

About 5 minutes before the start time, gather the riders for final announcements. Welcome everyone and thank them for coming. Thank the volunteers. Share any critical announcements. Give riders the PA Rando traditional message: “don’t ride faster than your guardian angel.” Remind riders to notify the organizer if abandoning. The organizer's phone number is on the back of the brevet card.

Controls

Every control should be reviewed before the event.

Verify:

• Business hours
• Restroom availability
• Food and water availability
• Safe bicycle parking
• Alternate options if a control unexpectedly closes

For information and photo controls, verify that the question or photo location is still valid.

Start Procedures

Typical check-in includes:

• Greeting riders
• No day-of registrations
• Distributing brevet cards and signing start control sign-in sheet
• Assisting with eBrevet setup (remind riders to re-download event info before starting)
• Answering questions about route and procedures
• Reviewing any significant route changes or hazards
• For rides involving any riding with limited visibility, conduct inspections for RUSA-compliant reflective vest, ankle bands, and adequate lighting.
• Starting riders at the scheduled time. Start control stays open for one hour, so one volunteer should be prepared to stay at the start until all riders are accounted for. It is recommended that a volunteer call riders who don’t show at the start and haven’t communicated to the organizer.

During the Event

Organizers should remain available to answer rider questions whenever practical. The main organizer’s phone number is listed on the back of the brevet cards.

Common issues include:

• Mechanical problems
• Route questions or unexpected road closures
• Closed businesses
• Abandonments (DNFs)
• Severe weather
• Emergencies

Whenever route changes become necessary, communicate them as clearly and consistently as possible.

Finishing Riders

At the finish:

• Verify finish times.
• Collect brevet cards and make sure everything is completed. If eBrevet is used, only the back of the brevet card needs to be completed.
• Confirm successful eBrevet submissions. If a rider missed a control on eBrevet, the rider will need to prove passage (photo, receipt, or Strava log is acceptable as a backup).
• Answer any questions about results. If there are any questions, issues, or disputes about a rider's finish or result, please consult the RBA.
• Congratulate every finisher.

The finish should feel welcoming and celebratory regardless of whether a rider finishes first or just before the time limit.

Results Submission

After the event:

• Text/email a photo of the finish control sign-in sheets to the RBA.
• Review brevet cards and eBrevet data.
• Resolve any timing discrepancies.
• Update results on the PA Rando webpage. eBrevet results automatically update on the results page, unless the rider missed a control.
• Submit ACP results when applicable.
• Retain event records in accordance with RUSA requirements.

Lessons Learned

• Always have a backup plan if technology fails. Have a plan for printing cards and sheets between registration closing and start of event.
• Carry extra brevet cards, pens, and clipboards.
• Verify business hours shortly before the event, even if they were confirmed during the pre-ride.
• Encourage riders to ask questions before the start rather than after they are on the road.
• Small administrative errors are much easier to correct before the event than after results have been submitted.
• Use start and finish sign-in sheets to keep track of riders. Don’t forget to have every rider sign-in. Sometimes riders check-in on eBrevet and forget to check-in with the volunteers at the finish.