The logistics related to executing an event of this size is a mammoth task. While Riders are training, Crew members are also training, planning and organizing to ensure that this huge event goes smoothly. The Bike Rally could not happen without our dedicated Crew.
The Crew generally work long days, some starting at 4:30 am. If you are a Rider, your journey is made easier because the Crew are working hard to ensure your route is well marked; breaks, lunch and dinner are ready on-time; your gear has arrived at our final destination each day; and you have access to Wellness treatments to help you recover.
None of this would be possible without our amazing volunteer Crew. When we arrive in Montréal and the celebrations are over, the Crews’ work continues as they unload gear, and clean and sort their vehicles. For the Crew, the Ride is not over until they have driven the vehicles back to Toronto, unloaded and bikes and stored all the supplies and gear.
We ask that Riders be considerate, help the Crew in as many ways possible and show appreciation for these tireless volunteers. Please remember to take a minute throughout the Bike Rally and thank the Crew for all their hard work. Without them we would never make it to Montréal!
Join one of these amazing and crews and have an incredible Bike Rally experience!
Scroll below for descriptions of crew roles and responsibilities.
Crew applications forms will be available in January!
Over the course of the 6 days, 3900 meals will be served – and that’s not including snacks!
The Food Crew works with the catering company to ensure that you are nourished and fueled all week long.
Brown’s Dining Solutions is the official Bike Rally caterer. Together, Brown’s and the Co-Leads have spent months planning the meals for the week. Working with an in-house dietician, every meal will meet your dietary needs.
A Bike Rally ‘mess hall’ is located at each campsite and lunch location where the Crew and caterers will set up and execute meals. The Crew is divided into two teams, each guided by a team captain who works closely with a Crew Co-Lead. Teams work on alternate meals in order to break up the workday and to ensure adequate staffing at the various meal locations. Rider teams are assigned to assist the Crew with serving and cleaning up.
A Day in the Life of the Food Crew
Lunch is served starting 10:30. Lunch gets “shut down” once the last of the Riders and Crew arrive. After lunch the Crew moves on to the campsite for the night. Food Crew members have time to set up their tents and get settled before the dinner rush. A snack table is set up by the Food Crew to ensure arriving hungry Riders can refuel before dinner is served.
- Must be able to work in a team environment and take direction from Team Captain and/or Food Crew Lead
- Pre-Bike Rally assistance required with packing and picking up vehicle
- Must be comfortable handling, preparing food and using portable burner
- Must be comfortable lifting heavy items such as tables, large pots of hot water, cases of pop or juice, etc.
- Ensure food safety standards are met according to provided guidelines and training
- Must be flexible with respect to scheduling, as workday varies
- Must be able to set up and break down own tent
- All drivers must have a valid driver’s licence
- May be required to drive vehicles including oversized vehicle
- Must be available for meetings and training sessions prior to the ride
- Set up, organize and tear down of food service tables
- Assisting caterer with food preparation and organize food on service tables (includes removal of items from food service vehicles
- Ensuring food quality (check expiration dates on items, check for spoilage, placing spoilable food on ice, etc.)
- Serve food as appropriate
- Organize beverage station(s) and re-stock as appropriate
- Re-stock supplies as needed during meal
- Clean up and reload food service vehicles which includes: cleaning of preparation and serving dishes, tear down of meal service area, set up, monitoring and tear down of dish washing station(s), set up of garbage, recycling and composting stations and ready full bags for drop off/pick up
Food Team Captains, additional responsibilities
- Must possess leadership skills
- Must ensure safe transportation of Crew members and supplies
- Must direct Crew to ensure schedules are met and food safety guidelines are followed
- Must direct Rider teams with assistance from Food Crew Lead
- Must communicate with Food Crew Lead to keep him/her informed of progress and problems
- Must check food stocks, and communicate reorder requests to Food Crew Lead
Road Support accompanies the Riders from Toronto to Montréal promoting and supporting their safety on the road. The Crew mark the route daily, carefully monitor the route and Riders, assist and cheerlead to encourage Riders, assess and repair bikes, and initiate requests for medical assistance.
Crew responsibilities fall into two distinct categories:
Road Support – Riding in vans and on motorcycles, responsibilities include marking the route with signs and flags, driving the route monitoring Riders, and managing critical spots along the route to ensure the Riders remain on the route cycling at a speed sufficient to make it to camp in good time.
Bike Repair – Road Support Mechanics travel along the route in either a van or on bikes, to assist riders with mechanical issues. The Mechanic’s van stops at break points throughout the day and makes trips to local bike shops to replenish supplies, and purchase any parts needed for repairs, where possible.
What does it take to be on Road Support?
While it is Road Support’s role to assist Riders in negotiating problematic areas – re-routing necessitated by construction, dangerous road conditions – safety is ultimately each Rider’s responsibility. Riders are expected to know the route (Maps are available on the website before the Rally), to ride in a manner that will ensure their safety and that of other Riders, and to respect the many communities we pass through by obeying all traffic laws. It is part of Road Support’s mandate to ensure that these Rider behaviours are supported.
- Have a valid G class or motorcycle driver’s licence
- Are able to read maps and communicate navigational information effectively
- Are able to perform all of the duties and responsibilities of their position and prepared to work, on average, a 10-hour day
- Have good interpersonal skills to work well one-on-one with Crew and Riders, within a team setting, and in close quarters with a van partner
- Are able to commit the necessary time required prior, during and at the end of the Rally
- Behave as ambassadors for the Bike Rally and for the Toronto People With AIDS Foundation
Prior to the Rally:
- Are expected to fully participate in several mandatory training sessions, and regular/monthly team building socials; and
- Participate in packing day activities relating to preparing and checking vehicles for supplies required on the Rally.
During the Rally:
- Are expected to perform all of the duties of their positions;
- Conduct themselves in a professional manner relative to their responsibilities;
- Are punctual for daily meetings;
- Are respectful of other Crew members and Riders, and co-operate with their co-leads;
- Are accessible by phone, at all times during the day; Return to Toronto on the Sunday morning after the Rally with other Crew members and vehicles; and
- Once back in Toronto, participate, with all other Bike Rally Crews, in unpacking and storing bikes and supplies, and cleaning vehicles for their return.
What do the amazing Bike Mechanics do?
Bike assessment and repair services are provided by our Crew who are highly skilled professional bike mechanics. Please note, Road Support/Mechanics are not responsible for fixing flat tires, and the cost of any repair is the responsibility of the individual Rider.
In addition to the general requirements of all Road Support Crew, the Bike Mechanics have a unique set of required qualifications and responsibilities.
- Have bike shop experience and meet current certification standards;
- Have good interpersonal skills to work with Riders and Crew in a team/event environment;
- Are available for team building socials prior to the Rally;
- Assess and repair bikes at breaks, lunch, and at the campsite at the end of the day including acquiring supplies along the way;
- Provide encouragement and morale support to the Riders they are assisting;
- Provide bike pumps and support (excluding repairs) to Riders each morning after breakfast before departure from the campsite;
- Are available by phone throughout the day to deal with any mechanical emergencies on the route;
- Are prepared to work, on average, a 12-hour day;
- Are available for a planning and orientation session prior to the Rally, if required; and
- Participate in ongoing events such as theme days during the Rally.
The Rubbermaid Rustlers transport all Bike Rally participants’ personal gear to Montréal in cube trucks. Two Rubbermaid bins are provided to all participants on Packing Day. The Rustlers work together to load and unload those containers on and off the trucks throughout the week. Believe it or not, that’s 600 bins twice a day for 300 Riders and Crew. Over six days, that’s equivalent to 7,200 bins!
Rustlers prepare campsites by setting up Wellness treatment tents, moving picnic tables into the dining areas, and setting up other equipment/supplies as needed. In Montréal, we unload the full bins one last time for Riders to pick up their camping and personal belongings. Upon completion of the Bike Rally, we transport bicycles, supplies, and empty bins back to Toronto and work with the other Crews to return supplies back to storage.
- All drivers must have a valid driver’s license
- Must be willing to drive and/or navigate with supplied maps
- Must be able to take direction from Team Lead(s)
- Be able to work within, and contribute to, a team environment
- Be available for meetings and/or training sessions prior and during the rally
- Pre-Bike Rally assistance required with picking up vehicles/supplies and loading vehicles on Pick-Up Day
- Be prepared to commence crew responsibilities on Packing Day and assist for the duration of the Bike Rally
- Be aware that the average day starts between 6 to 6:30 am and can be 10 to 12 hours long
- Be prepared for physical labour while helping to organize, load and unload trucks, set up equipment, move tables at campsites, and assist other crews/teams as needed.
- Must be able to lift approximately 50 to 70 lbs (Did we mention HEAVY lifting?)
- Be able to use cell phone/two-way radio
- All crew members are expected to return to Toronto together at the end of the Rally and assist with end of Rally tasks (special circumstances may be considered, first-come, first-serve)
The Wellness Crew are the saviours of the Rally. The Crew travel the route with Riders and Road Support to ensure the well-being of all Riders and Crew.
The Wellness Crew is divided in two areas of expertise:
Complementary Therapists – Registered Massage Therapists, Chiropractors, and
Medical Team – Basic First AID, medical transport
PWA is proud to have a relationship with the Canadian Memorial Chiropractic College, who generously provide a team of licensed and intern Chiropractors for the duration of the Ride.
Complimentary Therapists (CTs)
- Be prepared to follow Bike Rally policies and procedures for therapists (i.e. 20 minute maximum, 1 maximum 1 treatment per day, etc.)
- Drive and navigate mini-vans
- Maintain a professional demeanour at all times
- Inform Crew Co-leads about any supply shortages
- Be able to work in a team environment and take directions from supervisors
- Must be accessible to both Riders and Crew
- All drivers must have a valid driver’s license
- Be available for meetings and/or training sessions prior and during the Rally
Medical Team (MTs)
- Keep the Special Events Coordinator informed of where you are at all times (e.g. where tent is camped) during the Bike Rally
- Observe strict confidentiality over Rider and Crew medical and personal information (unless in the case of an emergency, the Special Events Coordinator and/or PWA staff/board members may be informed of specifics)
- Assist with packing and dividing medical supplies in vehicles pre-Pre Bike Rally
- All drivers must have a valid driver’s license
Join one of these amazing and crews and have an incredible Bike Rally experience! The crew application form for 2019 will be available in January 2019.