Timeline

This is a timeline for organizing a randonnée. The date the randonnée is to be held on is assumed to be T.

T-4 weeks: Decide on a route

Check past routes. Invite suggestions from others. At the end of this process, you must have a set of destinations and maybe multiple routes to them.

If this is a new route, you'll need to follow the rest of this, otherwise skip to T-2 or T-1.

Unless you have the manpower to recce all possible destinations, pick one destination and all the routes to it.

Use all possible mapping solutions to eliminate unsuitable routes before the recce.

At the end of this process, you will have one major route, and possible small routes that offer some variations from the main route.

T-3 weeks: Recce the route

This step only applies to a new route.

Preferably ride the route on a bicycle. At the end of this recce, you should be able to make a draft cue-sheet, a rough map (GPX preferably) with an almost final route, and the set of controls.

You should put up the webpage with all the information you have collected.

T-2 weeks: Recce the route with cue-sheet

This step applies to a new route, though you may also follow the same thing with an old route with a cue sheet.

Ride a mock randonnée with your cue-sheet. Verify that the cue-sheet is accurate, and make any changes necessary. You should obtain a final cue-sheet and a final GPX by the end of this.

Update the webpage.

You should now open up registrations.

You should now issue a call for volunteers.

T-1 week: Recce the route with a cue-sheet

This applies primarily to an old route, but if you're feeling paranoid, you might want to recce the new route with the final cue-sheet again.

Ride a mock randonnée with the cue-sheet and verify the cue-sheet. Make any changes necessary.

You're all set!

T-3 days: Prepare for the brevet

Make sure all your volunteers are ready and informed of their roles.

Procure Brevet cards and get the Brevet Organization Kit issued out to you.

Make a large format copy of the brevet card as it is to be filled out. You can display this at registration.

T: Brevet day!

Get to the venue X hours before the ride. Calculate X by allowing 30 minutes for 45 riders for registration with two registration desks and one OTS registration desk. Change as necessary.

Make sure you collect the waivers for every first-time registered participant.

Stay in touch with your controls.

As each rider finishes, collect registration number, name and note down time of finish. Collect Brevet card if homologation must be done.

T+1: After the Brevet

Verify the results, transcribe the results into the computer, and publish it. Ask people to report any mistakes.

Return the Brevet Organization Kit and any unused Brevet cards.

Fill in expenses sheet.