How to Run a Bike Valet

 

The idea is simple: cyclists bring their bike to the valet; they are given a ticket to hold onto; the bike is safely stored for the duration of an event and, afterward, the ticket is presented to the valet and one’s bike is returned.

The benefits of having a bike valet are many. While it’s a valued service for cyclists, the greatest benefit is to event promoters. Bike valets provide a safe, fun, friendly and manageable way to accommodate bikes arriving at your event.  Bike valets cut down on traffic congestion, increase attendance at events, reduce security costs, provide a “green” marketing angle, and allow people to get more active in our community.

 

HOW DO WE RUN BIKE VALET PARKING?

The set-up is an administration area and rows of racks for bicycle parking. People bring their bikes, they are given a number ticket/tag and a duplicate ticket/tag is taped to the bicycle.  The bicycle is then parked in the corral.  Labeling the rows of racks can facilitate navigation. At the end of the event the bicyclists return to the administrative area with their numbered ticket/tag, this allows them entry into the corral.  Then go and find their bike and return to the administrative area.  As they leave their ticket/tag it is matched with the number on the bike and they are free to go. 

SITE SET UP

The site set-up reflects upon the organization managing the bike valet.  Make sure the site looks professional, safe, secure and informative.  It helps if the staff is wearing identifiable clothing; common T-shirt, orange-vest, etc.  Volunteers should have weather appropriate dress and accessories (sunhats, sunscreen, re-usable water bottle, etc.)

SECURING THE SITE

It is important to offer a safe, secure and tidy place for bikes to be left. With enough volunteers watching the bikes a border may not be needed. HOWEVER, it gives bicyclists piece of mind to see that their bikes are in a protected area and barriers can make the job of supervision easier and more clear-cut.  If the site is against a building/tent or fence(s) you have already reduced the exposure. (Even with barriers and an identified perimeter, some bicyclists will want to lock their bikes in the corral, which should not be a problem.)  By using reusable materials (fencing, movable orange posts, caution tape, or brightly colored nylon rope) you can keep the environmentally friendliness of the project high. It is best for the corral to have only one entrance/exit.  It is also ideal to locate the site where bicyclists, coming and going, have easy access without interfering with other pedestrian patrons of the event. You will want to consider how to best store other transportation options, such as rollerblades, skateboards, scooters and strollers.

SUPPLIES YOU MIGHT NEED

When purchasing supplies, make sure to start by asking for in kind donations from organizations, businesses or community members.

  • Bicycle Racks

  • Perimeter Barrier (fencing, caution tape, rope, netting, etc.)

  • Tent for administrative area (for sun or rain)

  • Tables

  • Chairs

  • Numbers (raffle tickets or coat-check type)

  • Storage for the Numbers

  • Cash Box / Tip Jar / Donation Box (optional)

  • Change for Donation Box (optional)

  • Sign-In-Registration Forms (optional)

  • Signs Pointing to Bike Valet Location

  • Signs for Numbering the Bike Racks

  • Small Trash Can

  • Informational Hang-Tags

  • Clip Boards

  • Forms

  • Stapler And Staples

  • Duct Tape, String, Wire

  • Sidewalk Chalk

  • Name Tags

  • Volunteer Sign-In Sheet

  • Volunteer Schedule

  • Volunteer Food, Drink, Bulk Water

  • Bicycle repair supplies, such as bike pump,  a multi-tool, a patch kit, etc.

PRE-EVENT PROCEDURES

  • Put up barriers and bike racks (if applicable)

  • Label (with masking tape and sharpies) the parking areas (if applicable)

  • Create one ingress/egress to control the flow of bikes moving in and out (if applicable)

  • Set-up tables, tent, hang banners/signage

  • Gather and organize supplies: registration forms, coupons, binder, cash box, etc.

BIKE VALET PROCEDURES

  1. As each cyclist approaches greet them. If you are keeping a log, have the cyclist sign in.

  2. Attach one ticket/tag securely on their bike. Tape it to their cable housing, handlebars, stem, etc. The tape should be long enough that it goes all the way around and back to the ticket. (Write First Name on Ticket)

  3. Hand the bicyclist the duplicate number (the claim ticket) and make sure that they understand that they MUST hold on to it, both to re-enter the corral and get their bike. Make sure to notify bicyclist of Bike Valet closing time.

  4. Take bike from bicyclist unless they would like to park their own bike. Inform cyclist that there will be an attendant available but bike are not locked but they are welcome to lock bikes if they feel more comfortable.

  5. Use kickstands and follow alternating pattern – one bike with front wheel pointing East and then the next bike with the front wheel pointing West, etc.

  6. Save Bicycle Racks for Bikes without kickstands.

  7. In general, watch over the parked bikes and make sure nobody is tampering with the bikes, switching tickets, etc.

  8. Keep hydrated and nourished.

  9. Widen area with perimeter tape and rope as volume grows. When volume decreases – decrease perimeter size and move bikes closer together to maximize security.

  10. For families – write one of (however many in party) and place bikes together

  11. As cyclists return, ask for their claim number, get their bike, and verify that the ticket number is the same as the ticket that is attached to their bike. (The cyclists will have to help if they locked their bike.) If you are keeping a log, cross through their number.

  12. Wish them a good day and a great ride home!

  13. It is a great idea to collect information, such as number of bicycles parked, comments, input, etc. and share with the event organizers.