Plan a TBar Run- How to

5 years 4 days ago - 5 years 3 days ago #91155 by David Aiketgate
Planning A run

Keep it as simple as possible.


1. Decide on a date

2. Post up a meet thread to Gauge interest

3. Swap contact details

4. Pick your start / finish points

5. Decide on your route

6. Choice of Food stops

7. Choose a start time and approximate end time

8. Practise the run.

9. Maps

10. Be prepared to be flexible.

11. Don’t worry

12. Make sure all attendees are reminded of the T-Bar Behaviour Guidelines



1. Decide on a date

– have a look on the site to see if there are any other runs planned for the same date. It is also worth checking other sites as a large meet may be planned that will affect the numbers that can attend yours. Try to leave enough time for others to get organised, unless it is a small impromptu meet. Choose a date and stick to it. You won't please everyone, but once advertised people may have arranged childcare, time off or even booked hotels

2. Post up a meet thread to Gauge interest

– try to keep it simple, with enough information for people to decide whether they wish to attend or not. Making your first meet a small scale local meet is a good way to simplify things.
If you are going to limit the numbers, now is the time to say so. Note: limiting numbers can sometimes be frustrating for people who want to go, but are too late signing up.
There are plenty of seasoned event veterans at the T-Bar. If you don't know the answer, just ask.
If your chosen destination has a limit on numbers, then so be it.
It might be a good idea at this point to let everyone know what car you will be in / what clothes you will be wearing even post a photo of yourself– this lets any new people know who to look for when they arrive.

3. Swap contact details

– DON’T POST YOUR PERSONAL DETAILS ON THE THREAD! Do this via PM, and then you all have each others numbers should something go wrong.

4. Pick your start / finish points


– good start points are easy to find. You need a site with a good amount of parking e.g. supermarkets, retail parks, services or Pubs (if using a pub as a start point only, please ask the landlord first). Good finish points follow the same as above, but can involve a meal or an interesting destination. If planning a meal, it is always worth chatting to the owners of the establishment in advance regarding numbers, or even a group discount if you intend to make it a regular run. You may also have to be able to provide details of local accommodation if people want to stay over. Garden centres also make good start points~ anywhere with toilets and a cafe. Some people may already have travelled an hour or two to reach the start point.

5. Decide on your route

– this is easily the most rewarding part of the organisation of a meet, but it can also be the most time consuming and frustrating. If it is your first time, try to keep it simple. Better to organise a successful simple run, than have a nightmare trying to keep everything together on the day. The easiest way to plan the route is on google maps or similar. Try to avoid too much boring motorway driving or long lengths of dual carriageway, although this is sometimes necessary.
Once you have decided the route, you can either ‘virtually’ drive it, using street view, or you can go and test the route yourself in your car; the latter being much more fun. (see point 8)

6. Choice of Food stops

-When choosing pubs at lunch or at the end, give them a ring first to warn of the potential invasion. Are they dog friendly? Could you pre-order food and give an approx arrival time? Post a copy of the menu on the thread if possible.
Decide how you are going to arrange any payments / deposits for the final meal / entrance fees etc. You are under no obligation to foot the bill and chase others for payment. If you decide to do this, it is often best to set up a paypal account and get payment in advance.

7. Choose a start time and approximate end time

– try to think of others travelling times – some of us aren’t great early birds one thing to note though is that early mornings are sometimes best to avoid traffic It is a good idea to give two times – an arrival time, and a departure time with approx. 30 mins in between to allow for coffee/chat. 10:00 for 10:30 is popular
.
8. Practise the run.

-Try to drive it at the time of day you are planning the run to gauge traffic levels
Drive slower than normal- it takes much longer for a convoy of cars to get out of a junction than when you're on your own. If it is your first run, you'll be amazed how long it takes to do the actual run, so keep the actual distance to around 80 miles.
One tip from another forum member is to minimise right turns onto major roads, as these can split a convoy into many parts. For the same reason be aware of Town centres, Traffic Lights and roundabouts. Alternatively plan a safe stop shortly after any major sticking points to enable everyone to regroup quickly.
Chatting and photo opportunities all take time. Try to plan in coffee/toilet/photo breaks along the way, this maximises the chance for everyone to chat and get acquainted . Give everyone a time limit at each stop or you will spend the day chasing people to get the convoy back under way.

9. Maps

-You can, at this point, print off copies, post it onto the forum, or just save the route to enable it to be sent to the other participants to print their own. It is worth providing postcodes for key waypoints for satnav users too. Make sure everyone knows the main stops and timings.

10. Be prepared to be flexible.

-Things can and do go wrong, even with the best planning. There are fixed points like lunch,
Everything else is flexible.

11. Don’t worry
– if you don’t get many people signing up, don’t worry. We have all had meets where only two people have turned up – it isn’t the end of the world, and is actually a good way to get to know other T Bar members better . It also makes first runs much easier to coordinate. Once the run is over, others will hear about how good it was, and more will want to go on the next one

12. Make sure all attendees are reminded of the T-Bar Behaviour Guidelines

David
:shrug:
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