Communication & Promotion

Good communication is one of the easiest ways to improve the rider experience. Riders should know what to expect before they arrive, where to find important information during the week leading up to the event, and where to relive the event afterward. Whenever possible, avoid sending multiple long emails. Instead, keep communications concise and direct riders to the website for detailed information.

Whenever possible:

• Keep emails brief.
• Put detailed information on the website and blog.
• Link to blog posts instead of repeating information.
• When sharing route links, link to the event pages on parando.org rather than directly to RWGPS, since the RWGPS links may change over time.
• Avoid sending multiple emails unless necessary.
• Encourage riders to keep an eye on the blog for last minute updates.

This approach creates a single source of truth for riders while reducing duplicated work for organizers.

Rider Emails

Before the Event

PA Randonneurs typically sends one rider email during the week of the event, usually 2–4 days before the start. The purpose of this email is to communicate essential event information, not to repeat everything that already exists elsewhere.

The email should include:

• Start time and check-in information
• Reminder that riders will receive brevet cards & eBrevet codes at the start control
• Parking information
• Weather or significant route updates
• Any last-minute announcements or logistical changes
• A link to the Course Notes blog post

Keeping the email brief makes it much more likely that riders will actually read it.

New-Rider Outreach

Organizers should review the roster before an event and consider reaching out to riders who appear to be participating in their first brevet or attempting a new distance. (To check, click the rider’s RUSA # on the roster page. This will link to their RUSA profile where you can view completed rides.)

This is especially encouraged for longer 300K, 400K, and 600K events, where first-time riders may have questions about night riding, equipment, services, drop bags, overnight logistics, or what to do if they abandon.

A simple personal message welcoming the rider and inviting questions can help them feel more comfortable and prepared. The goal is not to evaluate whether someone is capable of completing the event, but to open a line of communication and help new riders know what to expect.

Post-Event Email

Send a follow-up email within a day or two after the event to thank riders for participating and provide opportunities to contribute to the club's event documentation. Unlike the pre-event email, this message is entirely optional and focuses on celebrating the event and gathering feedback.

The email should include links to:

• Ride Report Contribution Form – Riders can share stories, memorable moments, photos, and accomplishments that may be included in the official ride report.
• Create a Google Photos Album – Riders can upload photos from the event to help create a shared collection. If possible, the organizer should create a Google Photo Album and share with riders, other volunteers and the RBA. RBA will add the folder to the overall club folder of photos.
• Event Feedback Survey – Riders can provide suggestions to help improve future events.

Participation in all three is completely optional for riders, but together they help document the event, recognize rider accomplishments, and identify opportunities for improvement. The Ride Report is more meaningful when it includes rider input, photos, and stories.

Blog Posts

Course Notes Blog Post (After Pre-ride & Before the Event)

The Course Notes blog post serves as the primary source of detailed rider information before the brevet. This post is typically published after the pre-rides have been completed and route revisions have been finalized.

Rather than describing every mile of the route, focus on information riders cannot easily obtain from the cue sheet or GPS file.

Useful topics include:

• General road conditions
• Construction or temporary hazards
• Difficult navigation areas
• Trail conditions
• Long stretches between services
• Control information
• Food and water availability
• Scenic highlights
• Special accomplishments from the pre-rides
• Cue sheet updates or reminders

For routes that share significant mileage (for example, multiple brevet distances on the same day), organize the report by shared sections of the route so riders only need to read the portions that apply to them.

Ride Report (After the Event)

The ride report serves two purposes: documenting the event for club history and celebrating the riders who participated.

A good ride report should tell the story of the day rather than simply listing finishers. The ride report should be posted within a few days of the event, if possible.

Use the Ride Report Contribution Form described above to collect rider experiences and stories. These can really bring the report to life.

Possible topics include:

• Weather
• Attendance
• Overall ride experience
• Interesting rider stories
• Volunteer recognition
• Notable accomplishments
• First-time brevet riders
• First-time Super Randonneurs
• Photos (also include link to Google Photos Folder)
• Lessons learned for future events

Always recognize the volunteers who helped make the event successful. A brief thank-you and giving credit for their role/contribution goes a long way in sustaining a core group of dependable, happy volunteers.

Social Media

Social media should complement the website, not replace it.

Use Facebook, Instagram, and other platforms to:

• Announce registration openings
• Highlight upcoming events
• Share photographs and video content
• Celebrate rider accomplishments
• Link readers back to the PA Rando website and blog

The website and blog should remain the official source for event information and any inquiries coming in from other sources should be directed to the RBA.

Volunteer Communication During the Event

Establish a simple communication system for organizers and volunteers before the event begins. This may be a group text, Signal group, Slack channel, or another method appropriate for the event.

Volunteers should know how to reach the organizer and one another when necessary. Useful updates may include:

• Riders passing through staffed controls
• Riders who have abandoned
• Unexpected control or facility issues
• Road closures or route problems
• Supplies that are running low
• Significant weather developments
• Rider incidents or emergencies

For staffed controls, volunteers should periodically communicate rider progress to the organizer, particularly when the final riders have passed through. eBrevet can also help organizers monitor progress, but it should not be treated as the sole method of accounting for riders because not everyone uses it consistently.

Avoid unnecessary messages or constant rider tracking. The purpose of volunteer communication is to maintain situational awareness and make sure important information reaches the people who need it.

Accounting for Riders

Before closing the event, make sure every rider is accounted for. Each registered rider should ultimately be known to have:

• Finished the brevet,
• Reported an abandonment, or
• Not started the event.

If a rider remains unaccounted for near or after the event's closing time:

1. Check available information, including eBrevet activity, staffed-control reports, messages, and sign-in sheets.
2. Call or text the rider using the contact information available to the organizer.
3. If the rider cannot be reached and there is reasonable concern for their welfare, contact the rider's emergency contact.
4. Notify the RBA of a serious or unresolved situation.

Use discretion when contacting an emergency contact. A rider being overdue or temporarily unreachable, especially on more remote brevets, does not necessarily mean that an emergency has occurred. Explain the situation factually and avoid creating unnecessary alarm.

For any serious safety concerns or incident involving emergency medical services, law enforcement, hospitalization, or a significant threat to rider safety should be reported to the RBA as soon as practical.

An immediate safety concern should never be delayed while attempting to contact club leadership. Take reasonable action to protect the rider or volunteer first, then notify the RBA.