Run Leader Guidance

Some of the instructions below are especially written for when you take out new riders or riders that you have not ridden with before.

You may be taking riders out with a very limited knowledge of trail riding, so it’s best to be on the safe side.

The guide is split into four parts:

Planning the run and preparation.
Advertising the run.
Starting the run and the rider briefing.
On the run.

Last updated: April 2023. If you have any feedback please let us know – [email protected].

There is also very good information in these TRF training videos – https://www.trf.org.uk/beginners/#6

1. Planning the run and preparation

Decide on what type of run

If it’s an easy run or run for beginners, you will have to make it fairly short, with lots of rest breaks.

Beginners find trail riding very tiring. Make sure the route is not too hard, e.g. avoid the wet chalk hills.

In-betweener and intermediate level runs are progressively quicker, going further, with fewer stops and trickier lanes.

Plan your route – some key considerations include:

a starting point: where there is ample parking for those in vans, a petrol station nearby, and where you aren’t going to cause a nuisance. A cafe earns bonus points!
a circular route: you don’t want a lot of road riding back to the starting point.
a route that can easily be modified: you may get breakdowns, which means you may have to shorten the route. You may also be well ahead of schedule and want to add to the route.
try and avoid particularly busy or sensitive lanes.
check out whether any green roads are subject to closures: use the GRM and keep an eye on the Facebook Group.

(GRM available from https://trail.trf.org.uk or https://beta.greenroadmap.org.uk)

a route with a petrol stop half way through the route: if you’re not sure where the petrol stations are, ask fellow club members beforehand. Some bikes are very fuel thirsty and may not even manage 50 miles before needing a refill.
a route with a food and drink stop half way through the route: this may have to be at a petrol station or small shop. Not many areas have suitable places to eat. Some people like to stop at a pub, but this generally takes up a lot of time, and eats into your trail riding time. You will also have to take off & put back on muddy clothing. But can be lovely on a hot summer’s day!

Plan how you will navigate – three approaches are:

by memory – if you know an area well then you may be able to navigate without any navigation aid! If not….
paper maps – whilst somewhat old-skool, does the job. You will need to find a way to manage the large sheet of paper whilst out on the trail, for example with a map holder; or by creating map cards or a map book.
a navigation app or device. Outdooractive is a very popular app available for smartphones; others use Garmin devices. You will need a mount, and for smartphones, hard case and mount – Ultimate Addons or Quadlock are popular. You’ll need to be familiar with the device, how it works and have had a bit of practice using it before leading a run.

Plan for things which might go wrong – they often do!

download ‘What 3 Words’ app to your phone and learn how to use it. If you need to call the emergency services, this app will help you pinpoint exactly where help is needed and to enable you to direct the emergency services in
carry a map: Even if you know the route backwards. A rider may want to leave the group (for any number of reasons) and you may have to explain how they get back home on the tarmac roads. Your electronic device may die. Also, you may get challenged by another user, you can then show them that you are riding a legal right of way.
consider having a back marker: Some run leaders like to nominate a Back Marker. A back marker makes life easier, he stays at the back, and as soon as you see him you know everyone is there. Looks after the riders with you. A back marker is generally an experienced rider as well. They are especially useful on beginner runs.

2. Advertising the run

Runs are advertised on Facebook. You’ll then need to allocate places.

Posting the run on Facebook:

At the left hand side of our Facebook Group you will see “Events” so click on that. (Using a Lap Top/PC) Or At the top of our Facebook Group you will see three lines on top of each other, select them, so that will bring up “Events” so click on that. (Using a mobile phone)
Click “Create Event…”
Click “In person”
In the event name – suggest you put starting point and run type/level (Easy, beginner, in-betweener, intermediate, big bikes) and start date/time, and press Next.
In the location, give a clear indication of the start point, and press Next.
Add a photo if you want to
Add a description – some suggestions on what to include:
- what type of run you are leading so expectations are clear on pace, whether open to beginners etc. what time you are starting/finishing, how many places are available (Only 6 riders per run: This not only makes it easier to lead, but causes less conflict with other users.), how people sign up to secure a place and the
- other reminders like have a full tank of fuel, ‘ride for yourself’, make sure you have a means to get home if you break down, etc.
- Run leader mobile number.
Sometime a tick-box appears to give the option to invite all 450 group members, I untick this as generally only a handful of members are looking to get out a run at any given point in time.
Then press Create Event.

Allocating places on Facebook:

Once you press Create Event, you get (1) an automatic post in the News thread (2) an entry in the Events section – both of which people can comment on – AND (3) people can also click Going / Interested.

With three places to respond, allocating places can get a little out of control! So tips are:

In the description, be really clear how to secure a place. I usually say people don’t have a place until I’ve allocated one and I also say I will ignore the going/interested buttons.
Suggest you turn off comments on the news thread posting. Go to the main group page, find your post, look for the three dots on the news thread item and here you will find the option ‘Turn off commenting’ 3.1.
Add a Post to the Event, showing all the places: 1. 2. 3. 4. 5. 6. Then edit the post as places fill up, so 1. Tom. 2. Dick. 3. Harry. 4. 5. 6. … 3 places left” until it’s full. Or 3.2. Add the names of the riders at the bottom of the description.

Updating Facebook:

You may need to update Facebook. E.G. Add rider’s names, ride full, etc.

Using mobile phone: Go to Events section & select your Event. Select Manage. Select Edit. Update relevant section. Save.

Using PC/Lap Top: Go to Events section & select your Event. Select Edit. Update the relevant section. Select Update.

Note: Use the “Next” button to navigate between sections and to go to Update.

3. Starting the run and the rider briefing

When you meet riders, say hello, introduce yourself and get everyone chatting. Before leaving, gather the group together, and…

Start by asking the the group questions:

whether they have been on a TRF run before.
what experience they have riding trails.
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whether they are familiar the route you doing.

Provide a briefing, covering:

You plans for the dayThe planned route, lunch stop, petrol stations etc.
Explain about riding to the TRF code of conductTurn your engine off when you meet horses. Take direction from the horse rider
Slow down and slowly pass walkers, smile, wave and say thanks

Leave gates as you found them
If you get lost from the main group or you are still waiting for the rider behind you.Stop and wait for the run leader or another rider to come and get you. Do not try to guess where they went.
And not to disappear without letting you know! Otherwise you’ll be searching for them!
Give new riders tips:Do not ride too close to the rider in front, explain about looking ahead, standing up, & keeping up the momentum.
Leaving early:Everyone rides their own ride, making their own decisions including whether to proceed on the run.
If anyone doesn’t want to continue they can stop, and you’ll make arrange for them to safely leave the run.
Break downs:Make sure riders have a way to get home if they break down. E.g. Recovery service.

Agree with the group whether you will use Line of Sight or Second Rider Drop off System Explain to the group:

Line of Sight: At turnings; check that the rider is behind you and that they see you. If you cannot see him, wait for him. Do not turn off without the rider behind you seeing where you turned.
Second Rider Drop off: At turnings; the second rider will stop, wait at the turning and show riders where to go. The second rider then joins the group as the last rider, or before the dedicated back marker.

You may want to nominate a back marker, especially on runs with inexperienced riders.

4. On the Run

Follow the TRF code of conduct. Shut gates, turn engine off for horses etc.

Do not go fast, especially on bends, and popular/built up areas.

Major turnings. Wait until all the group is with you before carrying on.

Ensure that the group is all there. If all the riders aren’t with you, go back to find them.

They should wait at the last point they saw you.

Regular short breaks for beginners. Beginners get tired quickly, make sure you give them regular short breaks.

Warn riders of particular hazards coming up – i.e. steep hills, fords, mud/sand etc

Schedule a petrol, food and drink stop.

Keep an eye on the petrol. Some may have thirsty bikes.

Give trail tips to beginners or newer riders. When you’re having a rest break or before a particular type of terrain.

And Finally: Have Fun!