Bike The Night Volunteer Role Descriptions
Prepared by: Anahita Seraji
• Event Coordinator
• events@bikehub.ca
Thank you for your interest in volunteering for Bike the Night! We’re thrilled to have you on board for one of HUB Cycling’s most magical and high-energy events of the year.
This guide is designed to help you get familiar with your role, understand your responsibilities, and feel confident in supporting the event. Whether you’re helping with pre-ride celebrations or along the ride route, your contribution is what makes this event shine!
More information about your role will be provided during an orientation training one week prior to the event.
Bike Decoration Tent (On-site):
Role description: Help riders decorate their bikes with bright and creative flair. Armed with glow sticks, reflective tape, bike lights, zip ties, tape, and markers, you’ll support participants in assembling their bike decorations and getting excited for the ride.
Responsibilities:
â Interact with participants and help build excitement for Bike the Night â Assist riders with decorating their bikes using the provided materials â Clean up decoration materials after the pre-party
mailto:events@bikehub.ca https://logmyride.gobybikebc.ca/Registration Tent (On-site):
Role description: Check in riders and provide them with a wristband if they haven’t received one. Assist guests with registration if they haven't signed up in advance. Responsibilities:
â Set up the registration table â Welcome participants in a friendly and enthusiastic manner â Check in riders as per the check in process â Hand out wristbands â Confirm that waivers have been signed
Information Tent & Booth Checks (On-site):
Role description: Provide a warm and welcoming first impression of Bike the Night by helping participants get oriented to the area and answering any questions they may have. You are also responsible for selling memberships and raffle tickets. You’ll also check in regularly with vendors and sponsors to ensure they feel supported and relay any pressing concerns to HUB Cycling staff. Responsibilities:
â Welcome participants to Bike the Night in a friendly and enthusiastic manner â Become familiar with the pre-party site and ride route to effectively answer
participant questions â Inform participants about ongoing activities and help them find areas of interest â Direct participants to the appropriate staff member if you’re unable to answer a
correct person if you are unable to answer their questions â Checking in with sponsor and vendor tents to see if they have any immediate
concerns or needs that can be relayed to staff â Log any lost and found items and store them in the designated location
Additional Notes: You will receive a printed site map, event timeline, instruction guide on selling memberships and raffle tickets, and key information to help you assist participants. A walkie-talkie may be provided to help you communicate with staff if any issues arise.
Volunteer Tent (On-site): Role description: Help keep the volunteer tent organized and welcoming for volunteers checking in, taking breaks, or looking for information about their shifts. Responsibilities:
â Greet and check in volunteers as they arrive and direct them to staff or leads if needed
â Maintain a clean and tidy volunteer tent by discarding any garbage and recycling â Help volunteers find their designated shift location if they’re unsure where to go â Provide walkie-talkies and pinnies to volunteers â Ensure the volunteers know how to use the walkie-talkies â Make sure volunteers get pizza, snacks, and drinks
Additional Notes: You will receive a printed copy of the volunteer assignment list to help direct others on site.
Event Load-in (On-site):
Role description: Help us set up the pre-ride festival at David Lam Park. This role involves setting up tents, tables, signage, and decorations to make the pre-party site look great and ready for participants.
Responsibilities:
â Set up tables, tents, signage, and other event infrastructure â Unload boxes and distribute items around the site â Assist sponsors with the setup of their booths â Help put up decorations and ensure the site looks visually appealing â Set up HUB tents, the registration area, and tables/chairs near the food trucks â Help keep the site clean and organized
Additional Notes: This role requires physical labour. Please ensure you are comfortable lifting up to 20 lbs and come dressed in weather-appropriate, comfortable clothing with closed-toe shoes.
Event Load-out (On-site): Role description: Help us pack up David Lam Park and get it back to its original form once the festivities are over. You’ll assist with taking down all tents, tables, signs, and decorations, and help transport materials back to the HUB office. Responsibilities:
â Take down all tents, tables, signage, and decorations â Load equipment and supplies into trucks and vans â Pick up and properly dispose of any garbage left at the event site â Ensure the event area is fully cleaned and cleared â Unload trucks and vans back at the HUB office
Additional Notes: This role requires physical labour. Please ensure you are comfortable lifting up to 20 lbs and come dressed in weather-appropriate, comfortable clothing with closed-toe shoes.
Crowd Control (On-site):
Role description: Assist with directing participants throughout the event, including guiding them to the start location, pointing them toward registration, and helping clear the site after the ride.
Responsibilities:
â Help move the crowd toward the start location and assist with clearing the site after the ride ends
â Monitor entrances and exits to keep pathways clear and ensure safe pedestrian flow
â Watch for safety concerns or hazards (e.g., crowd bottlenecks, tripping hazards) and report them to staff
â Help maintain a clear path for emergency or event vehicles, if needed â At the start of each ride, ensure that the cyclists lined up all have wristbands,
you can ask for support from security guards if there are people attempting to join the ride without wristbands
Sustainability Crew & Water Station (On-site):
Role description: Keep the pre-party area tidy and collaborate with Binner’s Project to sort waste in the appropriate bins. Support the water station by keeping dispensers filled and making sure participants have access to water throughout the event. Responsibilities:
â Help participants place items in the correct bins (garbage, recycling, compost) by collecting and sort waste
â Clean up decorations and stray materials after the pre-party â Ensure the event site remains tidy and welcoming throughout your shift â Direct participants to the water wagon as needed
Photography (On-site):
Role description: Capture the energy and excitement of Bike the Night by photographing the pre-party and the ride. Be sure to include HUB Cycling staff, participants, community partners, sponsors, and the overall atmosphere of the event. Responsibilities:
â Take photos of riders, guests, event activations, sponsors, and the general event â Be familiar with HUB Cycling’s image use and consent policy â Edit and organize photos as needed after the event and submit final photos
within 5-7 days of the event
Additional Notes: You must bring your own camera and any necessary equipment. We will provide a shot list for requested photos. Please come prepared for the weather.
Cargo Bike Showcase (On-site):
Role description: Help support E-Cargo bike showcase.
Responsibilities: â Interacting with and encouraging participants to check out the E-Cargo bike
showcase and ask the e-cargo bike wonders questions
Route Marshall (During Ride):
Role description: Help keep the ride safe, fun, and well-organized by making sure the course is set up correctly, guiding cyclists along the route, keeping vehicles off the course, and engaging with bystanders. You’ll also help bring energy to the ride by cheering on participants, waving signs, and creating a festive atmosphere. Responsibilities:
â Work in pairs to guide riders and pedestrians to ensure safety of Seawall users â Communicate with pedestrians and drivers to safely cross the bike path â Place safety cones or signage, and guide riders to stay on the marked route â Cheer on riders using signs, light batons, glow sticks, and high fives â Play the official Bike the Night playlist â Create a positive, welcoming, and festive environment for all participants
Additional Notes: We will provide light batons, signs, and bluetooth speakers, we encourage you to bring your phones and download our official playlist for the ride so that you can play music for the riders while cheering them on! You will receive specific location details and instructions prior to the ride.
Ride Crew (During Ride):
Role description: Be a point of contact for participants with questions, help keep riders on course, and maintain a positive atmosphere. Ride crew are spaced out at the front (the “leader”), middle, and back of the group (the “sweep”). One volunteer will also ride ahead in each direction to alert bystanders that a large group is approaching. Responsibilities:
â Wear a safety vest and act point of contact for participants along the route â Be confident navigating the route using a printed or digital route map â Maintain high energy, cheer riders on, and contribute to a fun ride environment â Maintain an speed of ~15 km/hr to ensure a safe speed for all ages and abilities â Support police and signage by reinforcing the correct route at key intersections â Remind participants to follow the rules of the road and stop when signalled
Additional Notes: Please bring your own bike, helmet, and front/rear lights.
Trivia and Scavenger Hunt Activator (Online & On-site):
Role description: Support participants in learning more about e-bikes through fun, hands-on activities like a trivia wheel and a scavenger hunt. You’ll help facilitate interactions between attendees and e-bike showcase participants, answer basic questions, and encourage curiosity about e-bikes. This is a special role that requires some prepping and onsite preparation. You will be working closely with a HUB staff to bring this vision to life!
Responsibilities:
â Work with HUB staff to co-create a list of trivia questions and scavenger hunt challenges
â Welcome attendees to the station and explain how to participate in the trivia and scavenger hunt
â Encourage participants to talk to e-bike showcasers and complete scavenger hunt prompts
â Help manage activity materials (trivia wheel, signage, forms, pencils, etc.) â Track and award small prizes for completed scavenger hunts (if applicable) â Maintain a friendly and approachable presence throughout the event â Assist with setup and cleanup of the station area
Additional Notes: Given the unique nature of this role, a small stipend may be provided.