How to organize a motorcycle charity ride and do it right

I opened Torque Moto Cafe in San Diego in 2016 and decided during the holidays to collect items for an orphanage in Tacote, Mexico. The orphanage received tons of toys, but the children needed simple things like toothbrushes, diapers, clothing, etc. That first attempt at a charity event netted four truckloads of items for the children and opened my eyes to the generosity of the motorcycle community.

Editor’s note: Dax Jordan is a member of the RevZilla Rider's Alliance, a team of everyday riders from across the nation, from all walks of life, on all types of bikes, that represents and embraces the diversity of the RevZilla ridership.

Although I continued that holiday tradition, I also wanted to do something more personal to me. This led me to create Ride the Wind, a 501(c)3 non-profit organization to raise awareness and money for local domestic violence organizations. That effort steadily expanded beyond San Diego and in 2021 I organized events in 20 cities!

Whether you're interested in organizing a local toy run or perhaps building a nationwide charity, here are my six tips for creating a motorcycle charity event and doing it right.

Find your cause and your crew

Why are you doing this? You will quickly realize there's a lot of work involved in creating a successful event. Choose a cause that truly resonates with you. Otherwise, you'll do it once and give it up.

With so many details involved in event planning, it's almost impossible to do it alone. Hopefully you'll find others who relate to your cause and have a desire to help. It's this core group of people who ultimately bring about success. Find your crew and you'll make friends while building a strong community.

Make it legit

If you’re serious about your cause, then I highly recommend you make it legit. The process of filing with the IRS for a legally recognized charity, known as a 501(c)3 organization, is a bit complicated but very necessary if you want the trust of your community. The 501(c)3 status allows for donations you collect to be used as deductions on the individual donors' tax returns, even if it's a simple $10 registration fee. This is a win/win for your charity and for the supporters. However, it requires that you report all donations and file a separate tax return for your charity. Being legally responsible is the best way to build trust.

Cover the legal liabilities

Speaking of legal requirements, if you are planning a riding event, requiring a signed waiver becomes critical for your own protection as well as the protection of the host where you will hold your event. The waiver will have participants acknowledge that riding a motorcycle comes with inherent risks and any accidents resulting from their participation is solely the participants' responsibility. The waiver will include the biker and passenger's names, the license plate number, and verification that the rider has a motorcycle endorsement and insurance. While your intention is charitable, you certainly don't want to be dragged into a lawsuit if an accident occurs.

I also carry a million dollar liability insurance policy per event. My events usually start and end at a motorcycle dealership. Some dealerships ask to be added to the policy for their protection while other dealerships don't. When it comes to protecting yourself, it's better to be prepared.

Details: Where, what, when, who

Now for the details! Where will the event begin and end? Choosing an appropriate venue entails several considerations. Is the location convenient and centrally located? Are there bathroom facilities? Is there a charge involved? Once you have the venue, what is the route? For help with planning the route, I use REVER. The app is easy to use so I can edit the route and fine tune it. Since REVER is shareable, once I've decided on the route, it's easy to share it with everyone who registers or even on social media.

Schedule: What time will registration begin, KSU (Kick Stands Up) and when will the event end? Will you charge a registration fee? Choosing a date is tricky because there are many motorcycle events. You need to check calendars for competing events to ensure the best turnout possible. Do you need volunteers to help you the day of the event? Who will lead the ride and who will be the sweepers? Make a list and include every detail, even the obvious need for pens and clipboards for filling out the waiver forms. The better prepared you are, the smoother things will go on the day of your event.

Extras add to the fun

Make it fun! Will there be food? Music? Drinks? Prizes? Will you sell T-shirts? Will there be any giveaways? Everyone loves winning a prize, even if it's just a baseball cap or a water bottle. Reach out to local businesses and motorcycle-related corporations and ask them to donate prizes. I like to suggest that businesses donate gift cards because it produces an instant new customer for them! Do you want to invite vendors? Vendors can add another dimension to the festivities, plus they will often donate to your raffle.

Promotion

Promote! You’ve got all the details figured out but now you need people! Don’t rely on one method of promoting because you'll limit your reach. Create a shareable event on Facebook. Post on Facebook "story" and Instagram "story." Make videos because they capture everyone's attention more effectively and when people make comments or ask questions be sure to engage with them. Search for motorcycle clubs in your area and send them a personal invitation. Individual attention goes a long way.

There is certainly a learning curve when planning events but that is also part of the fun! Choose a cause that is important to you, stick with it, make it an annual event, don't get discouraged, and it will grow.