Scout Bike Transport Service – Volunteers

• Safety – take care of yourself, our customers and members of the general public
• Obvious risks – lifting bikes up/down from trucks, vehicles moving in confined spaces close to people and other vehicles/obstacles
• Queue Manager – manage people in queue and clear of trucks
• Loaders – work as team safely, be aware of risks from slipping, falling off lorry, dropping bike from lorry onto people at ground level
• Vehicle movements – only move with Mike’s permission, and if Mike asks you to help keep people back / watch for collisions etc. please help.
• We have a first aid kit and all adult Scout Leaders are first aid trained ( check location of defibrillator )
• Any accident or complaint must be reported to Controller
  • Tesco car park – Event Controller
  • Carlisle car park – Event Controller
• Anything you are unsure about or concerned with – ask the Event Controller
• We have a loud hailer for any important announcement.
• Walkie Talkies – allocated to David Newton, Miriam Newton, Gil Bright, Mike Treanor.
• Communication – see the emergency contact numbers should you need to contact the Scout Leader in charge at any of our locations.

Car Park Marshalling

• Most will arrive at the front of Tesco, either on their bikes or being dropped off by car.
• Some will arrive via the footpath/bike track from Silverknowes into the rear carpark
• They should be directed to the Reception Team (Miriam and Siun)
• Some customers may be irritated if they can’t park in their usual spot, or feel they are being delayed – please be polite, helpful and if you need any help contact one of the adult volunteers to assist.
• We are using most of the rear car park, so important we try and avoid any delays/congestion in the remaining front and rear car park used by Tesco customers e.g. our riders parking in the public parking bays, or a queue of cars building up into the rear car park.
• Front car park/entrance) – please stand just inside the entrance where you can be seen
  • For cyclists arriving on foot/by bike, direct them to the rear car park
  • For cars with bikes on board – if they stop guide them round to the rear to drop off their bike and that they can’t park.
  • Keep an eye out for cyclists parked at front and encourage them to move on
• Rear car park – position yourself at the rear to see cars coming round from the front
  • We will have most of the rear car park cordoned off, but there will be some bays for Tesco customers – help them by directing shoppers to these and explain if asked what is happening. If a customer has mobility problems offer to help carry their shopping.
  • Direct cyclists to reception.

• Riders check in from 13.00 – last arrivals at 2.30pm
• Greet riders and guide them on how to get ready for departure
• Confirm which service they are booked on ( 3pm, 3.30pm or 4pm)
• If they want to wrap their bikes, direct them to the bubble wrap area
• Direct them to join the appropriate loading queue when everyone in the booking has their bike ready
• Confirm they will receive a tag for their bag if they have booked it when they get to the bike queue
• If they wish to buy baggage tag, sell it to them at this point

• Should be enough packs for everyone
• Printed leaflets on how to wrap – have sample kit laid out so they can see what they have and talk people through this so they don’t waste time working it out themselves
• IMPORTANT – they must not wrap cranks/chains/gears – pedals must be able to rotate for loading
• When they are ready, direct them to the loading queue
• Peter and Nate– keep moving round people wrapping their bikes – get more wrapping if they ask for it and collect unused stuff.
• May also need you to cover other roles depending on how many use wrapping.
• Check out our info on how to wrap bikes on this web page

Start to clear carpark as soon as last coach departs

• Take everything away – signs at end of paths ( 2 sets ) & front of Tesco
• Cones/tape/tables – question – how?
• Pop into Tesco and let manager know we’re finished

• • Welcome & give each cyclist a tag for their bike &pen. 
• They fill in tag as they wait in the queue, then attach to bike, tear off & keep bottom part to present at pick up in Carlisle 
• (this ensures everyone has the right bike and no mix ups happen due to same or very similar bikes!)
• Check them in using phone app – scan QR code or use booking reference to look up their booking ( paper lists will be available for backup)
• The three services are colour coded by departure time:
  • 3.00pm – Green
  • 3.30pm – Blue
  • 4.00pm – Red
• Key points
  • Tags for their bike – make sure they fill in their mobile number and name
  • Confirm which coach they are on ( colour ) and where it is.
  • They can put personal stuff in the coach hold and take any free seat they wish.
  • It is important they remember which HGV they are loaded onto – these will have the same colour code as their coach.
• Before bike loading team take bike – check bikes have tags and pedals can move
• To avoid delays we need to be loading 4 bikes per minute on average – important to keep the queue moving.
• Count how many bikes on each HGV – clicker will be provided

• There are two loading teams so we can load two lorries at the same time
• Team one – Packers 
• Team two – Packers 
• Two people in each team are trained to do the packing of the bikes in the lorry – this needs both care to avoid any damage to bikes and make sure the load is secure in the lorry, and speed to keep to schedule.
• The other two members of the team work together to get the bikes to the packers so they don’t lose time fetching bikes.
  • Loader one checks next bike in queue has tag attached, pedals can move, and then carries/wheels to lorry and lifts on to back of lorry for loader two to receive
  • Loader two takes bike to packers and passed bike over when they are ready to pack it
• There is a training session for the packers on Saturday 11^th June – emails will be sent with details of times/locations.
• Think of safety – avoid slips, falling of the lorry tailgate, dropping a bike, injuries due to lifting, and staying clear while vehicles are moving.
• Timetable
  • Small numbers of cyclists will arrive from 1pm, and rapidly grow as final check in times for their departures get closer – we need to be able to load 3-4 bikes per minute during the peak period.
  • Loading team one will start on the first lorry (100 bikes) from 1pm so it can leave as soon as full (target 2.30pm), while Loading team two loads the second lorry (50 bikes) ready for departure at 3pm.
  • As lorry one approaches completion, Team 1 will move to help team 2 if needed and/or load lorry three (100 bikes) so it can depart at 3.30pm
  • Teams may need to be flexible and help each other to cope with bulges and gaps, so bikes are loaded with minimum delay from the queue.

• Coach Contacts act as someone we can contact by phone while the bus is en-route if something unexpected happens. The coach contact also has our emergency contact numbers to let us know of problems.
• We have two cyclists who are known to us, and will need to ask for a volunteer on each coach. There is a printed instruction card with the details they need
• No contact is needed on Sunday as the unloading crew will follow the coach down.