This guide is designed to help you host effective, engaging regular community meetups that strengthen your cycling community, share important information, showcase interesting speakers, and incorporate fun interactive elements. These meetings serve as regular touchpoints to maintain momentum, build relationships, and advance your cycling advocacy goals in an approachable format.
Remember: Consistent community gatherings create the foundation for successful advocacy.
Format: 60-minute monthly gathering
Setting: Local brewery/café, bike shop after hours, community center, library meeting room, or outdoor space (weather permitting)
Participants:
- 10-50 community members (cyclists of all experience levels)
- 2-3 organizers/facilitators
- 1-2 featured speakers/presenters (when applicable)
Consistency in timing, location, and format helps build attendance over time.
Purpose: To maintain community connections, share timely updates on cycling initiatives, provide educational content, gather feedback, and create space for cyclists to connect in a structured but relaxed environment.
These meetings are designed to be:
- Informative: Sharing relevant cycling news and updates
- Educational: Featuring speakers on cycling-related topics
- Interactive: Including activities that encourage participation
- Community-Building: Creating space for relationships to form
- Action-Oriented: Providing clear opportunities to get involved
By the end of each meetup, you should achieve the following:
- Informed Community: Attendees understand current cycling initiatives, advocacy efforts, and upcoming events
- Expanded Knowledge: Participants have learned something new from educational content or speakers
- Strengthened Connections: Community members have met new people or deepened existing relationships
- Clear Action Items: Attendees understand how they can participate before the next meeting
- Community Ownership: Members feel invested in the cycling community's growth
- Feedback Collection: Organizers have gathered input to improve future meetings
Developing a consistent preparation checklist saves time and ensures nothing is forgotten.
Your promotional materials should emphasize:
- The community-building aspect
- The educational value of attending
- The casual atmosphere with structured content
- Any featured speakers or special topics
- The consistent schedule (e.g., "Every first Tuesday")
Subject: Join Us: Monthly Bike Community Meet-Up – [Featured Topic/Speaker]
Hi [Name],
It's time for our monthly community cycling gathering!
Join us to connect with fellow cyclists, get updates on local projects, and learn something new:
🚲 DATE: [Date] from [Time]
🚲 LOCATION: [Venue Name & Address]
🚲 THIS MONTH'S HIGHLIGHT: [Speaker/Topic]
This month, we're excited to feature [Speaker Name], who will share insights on [Topic] (15 minutes).
We'll also cover:
- Updates on the [Specific Project] campaign
- Progress on the new [Infrastructure Project]
- Upcoming group rides
- Community Q&A and discussion
No RSVP required—just come as you are! Bring friends who might be interested in our cycling community.
Light refreshments will be provided. Bike parking available.
Can't make it? We'll send a brief recap in our next newsletter.
See you there!
[Your Name]
[Organization]
Instagram/Facebook Post:
🚲 MONTHLY COMMUNITY CYCLING MEET-UP 🚲
Join us [DATE] at [TIME] for our monthly community gathering at [LOCATION]!
This month's highlight: [Speaker/Topic]
Come for:
• The latest on local cycling projects
• Connect with fellow cyclists
• Learn about [specific topic]
• Share your ideas and feedback
Plus, we'll have [refreshments/special activity].
¶ ROLES AND RESPONSIBILITIES
For successful meetups, assign these key roles:
Responsibilities:
- Opens and closes the meeting
- Keeps the agenda moving and on schedule
- Facilitates transitions between segments
- Manages Q&A and discussion portions
- Creates an inclusive atmosphere
Skills needed: Public speaking comfort, time management, ability to redirect conversations when needed
Responsibilities:
- Welcomes people as they arrive
- Helps newcomers feel oriented
- Makes introductions between participants
- Ensures everyone signs in
- Identifies potential volunteers or speakers
Skills needed: Outgoing personality, good memory for names and faces, natural connector
We cannot overemphasize the importance of a community connector. Make sure someone is assigned to welcome and engage new faces. Cliques will always form. Make sure you have a person who can help network newcomers to like minded members so they keep coming back.
Responsibilities:
- Arranges speakers and educational content
- Prepares updates on cycling initiatives
- Creates any slides or visual aids
- Ensures technical aspects run smoothly
Skills needed: Organization, communication with speakers, basic tech skills
Responsibilities:
- Records key points and decisions
- Captures action items and volunteers
- Documents attendance numbers
- Compiles feedback for future improvements
- Creates brief recap for those who couldn't attend
Skills needed: Good listening and summarizing abilities, detail-oriented
For smaller organizations, one person may fill multiple roles, but try to have at least two people managing the meeting.
| Time |
Activity |
Description |
| 0:00-0:10 |
Arrival & Welcome |
Informal greeting, sign-in, refreshments, introductions |
| 0:10-0:15 |
Opening & Announcements |
Welcome, agenda overview, quick announcements |
| 0:15-0:30 |
Featured Content/Speaker |
Educational presentation, speaker, or workshop |
| 0:30-0:45 |
Community Updates & Progress |
Updates on projects, campaigns, and successes |
| 0:45-0:55 |
Interactive Element |
Discussion, activity, or breakout groups |
| 0:55-1:00 |
Wrap-up & Next Steps |
Questions, summary, upcoming events, call to action |
Got it! Let’s refine the format so the activities feel more organic and naturally aligned with cycling safety, advocacy, and community building. These activities should help people connect through shared purpose rather than icebreakers that might feel contrived.
A big motivation for many members to attend is making connections. Let's be real, a lot of us cyclists are a little awkward and being forced into small talk can feel uncomfortable. This alternative format offers ways to encourage the community aspect of cycling through natural social activities.
| Time |
Activity |
Description |
| 0:00-0:10 |
Arrival & Interactive Sign-In |
Instead of passive mingling, create a sign-in board with a prompt like “What’s your dream cycling improvement in our city?” or “What’s one cycling safety tip you wish more people knew?” Members can add their responses with sticky notes or markers. This immediately sparks organic conversation. |
| 0:10-0:15 |
Welcome & Ride Stories |
Instead of a formal welcome, start with a quick, engaging question: “What’s a moment on your bike that made you feel most connected to your community?” A few volunteers share, setting a positive, personal tone. |
| 0:15-0:30 |
Deep Dive: Real-World Cycling Challenge |
Introduce a specific cycling-related issue the community is facing (e.g., a dangerous intersection, a need for better bike racks, an upcoming policy change). Then, let small groups brainstorm solutions or share experiences related to the issue. |
| 0:30-0:45 |
Hands-On Problem Solving |
Instead of just talking, engage members with an active, practical activity. Examples: Maps marking dangerous routes, fit-it knowledge share. |
| 0:45-0:55 |
Collaborative Action Plan |
Bring ideas together. Ask: “What’s one action we can take this month to make biking better?” The group commits to a simple, tangible next step (e.g., organizing a group ride to highlight safety needs, attending a city meeting, creating a cycling tip sheet). |
| 0:55-1:00 |
Closing & Next Ride Connections |
End with a simple challenge: “Find someone you’d like to ride with and plan a time to meet up.” Encourage ongoing engagement through casual rides, advocacy efforts, or skill-sharing meetups. |
- Everything connects naturally to cycling safety, advocacy, and enjoyment.
- No forced small talk—conversations happen through real issues and activities.
- Shy members can engage at their comfort level (writing on a board, contributing ideas, or hands-on activities).
- Attendees leave feeling like they made a real impact (instead of just attending another meeting).
Adjust timing based on your community's preferences. Some groups prefer more social time, while others want more structured content.
Keep your monthly meetings engaging with these interactive elements. Choose one for each meeting:
Purpose: Share cycling news and build collective knowledge
Materials:
- List of 3-5 current cycling news items (local and broader)
- Optional: printed article snippets
Instructions:
- Briefly introduce each news item (1 minute each)
- Ask for insights, reactions, or local implications
- Discuss how the news might affect your community
- Identify any action items emerging from the discussion
Facilitator Tips:
- Prepare conversation prompts for each news item
- Keep the discussion balanced and moving
- Connect news to local advocacy opportunities
Purpose: Gather community input on cycling infrastructure needs and opportunities
Materials:
- Large local map (paper or digital projection)
- Colored dot stickers or digital marking tools
- Legend for different categories
Instructions:
- Focus on a specific neighborhood or route each month
- Provide different colored markers for:
- Dangerous intersections/areas (red)
- Desired connections (green)
- Recent improvements to celebrate (blue)
- Priority projects (yellow)
- Invite participants to mark the map and briefly explain their additions
- Photograph the completed map for advocacy use
- Identify 1-2 priority areas for follow-up
Facilitator Tips:
- Rotate focus areas monthly to cover your entire community over time
- Use insights to inform advocacy priorities
- Share results with transportation officials
Purpose: Generate community solutions to cycling challenges
Materials:
- Timer
- Sticky notes
- Pens
- Wall space or boards
Instructions:
- Present a specific cycling challenge your community faces
- Give everyone 2 minutes to write potential solutions on sticky notes
- In groups of 3-4, have participants share their ideas (30 seconds each)
- Groups select their top solution to share with everyone
- Full group votes on ideas to pursue further
- Identify volunteers to explore top ideas before next meeting
Facilitator Tips:
- Choose timely, specific challenges
- Encourage creative thinking
- Follow up on promising ideas at future meetings
- Rotate between infrastructure, education, policy, and community challenges
Purpose: Leverage community expertise to build collective knowledge
Materials:
- Sign-up sheet for future skill-sharers
- Any demonstration materials needed
Instructions:
- Pre-arrange for 2-3 community members to share a quick cycling tip or skill (3 minutes each)
- Topics might include:
- Basic bike maintenance trick
- Navigation app demonstration
- Riding in specific conditions (rain, hills, traffic)
- Gear hacks or recommendations
- Allow one brief question after each mini-presentation
- Invite sign-ups for future skill-sharing
Facilitator Tips:
- Record skills-shares for social media (with permission)
- Create a skills inventory of your community's expertise
- Balance technical, practical, and advocacy skills
Rotating topics keeps meetings fresh and interesting while appealing to different segments of your cycling community:
-
Local Transportation Officials
- Updates on cycling infrastructure projects
- How to effectively provide input on transportation plans
- Funding mechanisms for bike infrastructure
-
Bike Shop Owners/Mechanics
- Seasonal maintenance tips
- How to choose the right bike for different needs
- Common repair issues and solutions
-
Experienced Cyclists
- Route planning and navigation
- Commuting best practices
- Group riding etiquette
-
Cycling Advocates from Other Communities
- Success stories and lessons learned
- Effective campaign strategies
- Building political support
-
Health Professionals
- Cycling for fitness at all ages
- Injury prevention
- Nutrition for cyclists
-
Law Enforcement/Safety Experts
- Understanding cycling laws and rights
- Crash prevention strategies
- Security and theft prevention
-
Environmental Experts
- Cycling's role in climate action
- Connecting cycling to broader sustainability efforts
- Green infrastructure and cycling
-
Inclusive Cycling Advocates
- Making cycling accessible to all abilities
- Family cycling strategies
- Breaking down barriers to cycling
-
Advocacy 101 Series
- How to talk to elected officials
- Writing effective public comments
- Organizing neighbors for support
-
Cycling Infrastructure Explained
- Types of bike lanes and their purposes
- Traffic calming measures
- Intersection design for safety
-
Cycling Around the World
- Bike-friendly cities and what makes them work
- Cultural approaches to cycling
- Bringing global best practices home
-
Technical Skills Workshops
- Basic tool usage
- Flat tire repair
- Brake adjustment
-
Community Cycling Programs
- Starting bike trains for schools
- Organizing neighborhood slow rides
- Creating bike buddy systems
- Start on time (or within 5 minutes) to respect attendees' schedules
- Welcome everyone warmly, especially newcomers
- State the purpose of the monthly meetings generally and this month's focus specifically
- Review the agenda briefly so everyone knows what to expect
- Establish any ground rules for discussion (e.g., step up/step back, keep comments brief)
- Create energy with your enthusiasm and appreciation for attendance
¶ Managing Time and Flow
- Use a visible timer for each agenda section
- Give time warnings ("We have 5 minutes left for discussion")
- Gently redirect tangential conversations
- Table complex issues for committee work or future meetings
- Be flexible when meaningful discussions emerge, but compensate elsewhere
- End on time to respect commitments and build trust
- Use a mix of formats that appeal to different communication styles
- Direct specific questions to quieter participants when appropriate
- Break into pairs or small groups for more comfortable sharing
- Use hand-raising or round-robin for orderly discussion
- Actively invite diverse perspectives ("We've heard from several experienced cyclists; I'd love to hear from some newer riders")
- Create non-verbal participation options (dot voting, written feedback)
¶ Handling Challenging Situations
- For dominant voices: "Thank you for those insights. Let's hear from some folks we haven't heard from yet."
- For negative focus: "What solutions might address these concerns?"
- For technical debates: "This seems like a detailed discussion a smaller group could explore. Would you be willing to form a working group and report back?"
- For conflicts: "Both perspectives have merit. Let's note these different viewpoints and consider how we might find common ground."
- For off-topic comments: "That's an interesting point that might be better for [another forum/after the meeting]. For now, let's focus on [current agenda item]."
"Good evening everyone, and welcome to our monthly cycling community meeting! I'm [NAME], and I'll be facilitating tonight's gathering. Whether this is your first time joining us or you're a regular, we're glad you're here.
These monthly meetings are where we come together to share updates, learn from each other, and move our cycling community forward. Tonight's focus is [MONTHLY THEME/TOPIC].
Before we dive in, I'd like to invite anyone who's new to briefly introduce yourself - just your name and what brought you here tonight. [Pause for introductions]
Thank you all! Now, let's review what we'll cover in our hour together: First, we'll hear from [SPEAKER] about [TOPIC], then we'll share updates on current projects, have our interactive [ACTIVITY NAME], and wrap up with next steps and upcoming events.
Let's get started!"
"As we come to the close of our meeting, I want to thank everyone for your participation and insights. Let's quickly recap our key points from tonight:
- [KEY TAKEAWAY 1]
- [KEY TAKEAWAY 2]
- [KEY TAKEAWAY 3]
Before our next meeting on [DATE], here are ways you can stay involved:
- [SPECIFIC ACTION ITEM 1] - we need [#] volunteers for this
- [SPECIFIC ACTION ITEM 2] - contact [NAME] if interested
- [UPCOMING EVENT] on [DATE]
Please take a moment to complete our quick feedback form [SHOW FORM/QR CODE] to help us make these meetings even better.
Feel free to stay for a few minutes to connect with others, and remember to check our [WEBSITE/SOCIAL MEDIA] for regular updates. Thanks again, and see you next month!"
Subject: [Organization Name] Meeting Recap & Next Steps
Hi [Name],
Thank you for being part of our monthly cycling community meeting yesterday! For those who couldn't attend, here's a quick summary:
Meeting Highlights:
- [Speaker Name] shared insights on [Topic], including [1-2 key points]. [Link to resources if available]
- We discussed progress on [Project Name], which is now [status update]
- The community identified [location] as a priority area for our advocacy efforts
- [Other significant discussion point or decision]
Action Items Before Our Next Meeting:
- Contact city council about the [Street Name] project (Lead: [Name])
- Volunteers needed for [Upcoming Event] on [Date] (Contact: [Email])
- Share your feedback on the draft bike plan by [Date] (Link: [URL])
- Complete our quick post-meeting survey: [Link]
Mark Your Calendar:
Our next meeting will be on [Date] at [Time], [Location].
Next month's focus: [Topic]
If you'd like to get more involved or have questions, don't hesitate to reply to this email or reach out to [Contact Person] at [Phone/Email].
Keep pedaling!
[Your Name]
[Organization Name]
To maintain interest and attendance over time:
- Standard Format (described above)
- Workshop Format (deeper dive into one skill or topic)
- Project Sprint (focused work session on a specific initiative)
- Social Format (more networking, less formal content)
- Field Trip (meet at relevant location like a new bike lane or facility)
Align your monthly meetings with seasonal themes:
- January: Goal-setting and yearly advocacy priorities
- February: Indoor workshop month (during cold weather)
- March: Spring preparation and maintenance
- April: Earth Month/sustainability connections
- May: Bike Month celebrations and outreach
- June: Family cycling and youth programs
- July: Summer riding and tourism
- August: Back-to-school bike trains and routes
- September: Bike-to-work challenges and commuting
- October: Visibility and fall/winter riding
- November: Celebrating yearly accomplishments
- December: Holiday social and year-in-review
Track these metrics to evaluate your meetings:
- Attendance (overall numbers and retention)
- New participant percentage (fresh engagement)
- Action completion rate (follow-through on commitments)
- Volunteer recruitment (new helpers identified)
- Knowledge transfer (learning reported in feedback)
- Community satisfaction (from feedback forms)
- Impact on broader goals (how meetings support advocacy)
To Do: Link word doc or Google Docs form for easy print / edit
Monthly Meeting Feedback
Date: _______________
-
How would you rate today's meeting? (1 = needs improvement, 5 = excellent)
1 2 3 4 5
-
What did you find most valuable about today's meeting?
-
What could we improve for future meetings?
-
What topics would you like to see covered in upcoming meetings?
-
Would you be interested in:
□ Presenting on a topic (please specify below)
□ Helping organize future meetings
□ Leading an activity
□ Other: ____________________
-
How did you hear about this meeting?
-
Any other comments or suggestions?
Community meetings serve as the heartbeat of your cycling advocacy efforts. By creating consistent opportunities for connection, education, and action, you build the relationships and knowledge necessary for effective community change.
Remember these key principles:
- Consistency builds community: Regular meetings create reliable touchpoints
- Balance information and interaction: People come for content but stay for connection
- Rotate leadership: Involve different community members in planning and facilitating
- Celebrate progress: Acknowledge accomplishments, no matter how small
- Always provide next steps: Every meeting should lead to clear actions
- Evolve over time: Respond to feedback and changing community needs
Your meetups are not just organizational events—they're the living embodiment of your cycling community's values and aspirations. By thoughtfully designing these gatherings, you create the foundation for lasting change in your community's transportation culture.