Ciclovia Recreativa

PHASE THREE: Execution

This phase consists of launching the program and includes: the carrying-out of the first event, the making of adjustments for future events, the continuation and evaluation of the program.

First Event

You should invite local celebrities to the inaugural event in order to motivate citizens to participate in the program. Usually, government representatives and social and business leaders participate. It is also important to have the media present. After the completion of an opening ceremony, this group should leave from an established point and tour the route. It is paramount that starting on this day diverse complementary activities are offered, with the goal that the Ciclovía Recreativa is seen as the beginning of a festival for the public.

What happens during a Ciclovía Recreativa event?

What follows is a step by step, hour by hour, description of a Ciclovía Recreativa event, based on the experience of the Vía RecreActiva:

Time

6:00		Arrival of the Set-up Crew(truck drivers/delivery personnel: 40 people).

6:15		The set-up coordinator directs the set-up crew that will distribute the various temporary safety equipment including: information signs, closure signs, counterflow signs etc. They also set up organic and inorganic garbage collection points.

6:30		The signs are located along the routes of the Vía RecreActiva. The cargo and transport vehicles includes seven trucks and four trailers. The mobile office, called the unified command post, is taken from its storage place to a central point in the Vía RecreActiva.

7:00		Arrival of the guides at their meeting points (65 guides at four points distributed across the Vía RecreActiva). The leadership transmits by radio the start of the event from the command post.
		(see description of the activities of each type of guide in the Human Resources section)

7:15		The route chiefs confirm the arrival of the guides at the meeting points and report to the command post the start of activities. The route chief starts a motivation meeting and gives a brief reminder about the obligations on the route and attention to users, as well as information on special events happening on the route that day.

7:30		The route chief reports attendance, tardiness and absences of guides to the command post. The route chief also assigns the guides the section of the route to which they will attend, taking into account the complexity of the sections given the number of intersections, flow of vehicles, if there are traffic lights or not, and nearby public spaces. The distance of the sections attended by guides can fluctuate between 800m and 1200m.

7:40		The route chief distributes logistic material corresponding to their stretch of the route (information banners, caution tape, bags for organic and inorganic garbage). The guides move to their assigned areas.

7:50		The guides look over the general state of their sections. The inspection includes looking for debris such as fallen trees or wreckage from car accidents, as well as the correct placement of the traffic signs and barriers. In the event some anomaly is found, it is immediately reported to the command post.

8:00		Start time for the activities of the support personnel such as transit police (40), firefighters (35), paramedics (7), police (25), community service workers and volunteers (120-250).
		( Rights and responsibilities of community service workers and volunteers) The command post transmits the exact time that the guides, support personnel and community service workers close the streets to the vehicular traffic. The users of the Vía RecreActiva begin using the route (on average 140,000 users per event.)

8:00-8:30		The guides distribute the materials corresponding to their section of the route, such as information banners, caution tape, garbage bags, etc. In case it is necessary, in coordination with the community service guide and route chief, they move community service workers from a low-traffic intersection to another, higher-traffic intersection. They also coordinate half-hour breaks for the community service workers. Only when necessary or in the absence of a community service worker or volunteer, can they partially or completely close a low-traffic intersection. If the closure is complete, this is explained by the placement of signs.

8:30- 13:30		Every hour, on the half-hour (8:30, 9:30 etc.) a user headcount is carried out at designated points by assigned personnel.
		( Instantaneous count form)

11:00		Counting of participants for 15 minutes by assigned guides at designated points.
		( 15 minute count form)

8:00 – 14:00		During this period of time the guides have the following responsibilities on their section of the route: 1) giving attention to users in the case of an accident, 2) reporting and searching for lost children, 3) reporting robberies, 4) giving basic mechanical support to cyclists, 5) providing information about activities and points of interest, recommendations for street safety, 6) paying attention to programmed activities and direction to those not programmed, and 7) informing the following groups of the program's policy against their activities: traveling sales people, distributors of fliers, publications, or manifestos from political, religious, or social movements. The Vía RecreActiva is not an appropriate space for these types of activities and the program's regulations prohibit them. In case these recommendations are ignored, the guides will pass on a report to the command center, who in turn will inform the proper authorities who will take appropriate action.
		( Accident report) ( Report for lost children) ( Robbery report) ( Activities report)

8:00 – 11:00		The social service guides tour their assigned routes to assist the community service workers and volunteers. They also address any specific doubts they may have about their specific roles, monitoring reports or administrative procedures.

13:30 – 13:45		The guides record attendance and any observations in the Community Service Worker Attendance Log.
		( Community Service Log)

13:45 – 14:05		The route chief coordinates with the guides for preparing to open the streets again, which consists of informing users that the Vía RecreActiva will soon be closed. They also should take down caution tape, garbage bags, information banners, and any other items, so the moment the command center announces it is time to open the streets, they are ready for the normal circulation of traffic.

14:05		The chief of the command center will announce over the radio the opening of the streets to normal traffic and the closing of the Vía RecreActiva for the users. The guides, community service workers and assigned support personnel assist in the final removal of signs and barriers for the opening of the streets to vehicular traffic. Once this job is done, the community service workers and support personnel leave and the guides move to their meeting point.

14:05 -14:45		Pick-up and storage of signs and barriers by the Set-up crew.

14:10		Movement of guides to their respective meeting points.

14:10 -14:40		Final reports are produced by the various guides.
		( Guide Operational Tracking of the Vía RecreActiva) ( Seguimiento operativo del programa Vía RecreActiva) ------------- ( Social Service Guide Operational Tracking of the Vía RecreActiva) The route chief collects and reviews the reports and concludes the event with a brief motivational meeting.

14:40 -15:00		Final event reports from the route chiefs, social service chief and first aid chief to the command center.

15:00 -15:20		Final event report written by central command is delivered to the Chief of Operations.
		( Final Event Report)

15:20		The chief of operations and the director of the Vía RecreActiva revise and discuss the final event report and start to consider a work plan to be executed during the week.

15:30		The Director of the Vía RecreActiva reports to the Director General of the Municipal Council of Sports on the general state of the event.

The various chiefs should deliver their reports on Sunday's event no later than the following Wednesday as well as requirements for the improvement of the route, proposals, special reports required ex profeso and communicate anything else related to the program.

( Route Chief Operational Tracking)

( First Aid Chief Operational Tracking)

( Social Service Chief Operational Tracking)

Tracking Press Coverage of the First Event

You should distribute press releases with the results from the first and following events to the media. You should do this every week and also try to identify the community´s perception of the program, generating any necessary communications responding to any community concerns or other issues.

You should always send out press advisories whenever you know of upcoming temporary closures or modifications to the route due to circumstances in the city (for example: public works, sports competitions, etc.) These advisories should be sent before the event.