Starting and Operating a Club
Just like the front wheel of your motorcycle, your organization needs all its spokes dialed in and tight to roll smoothly and stay on course. Below are 15 key components—your spokes, if you will—that every organization should consider and evaluate to stay on track.
No one checks every box perfectly, but the more we do, the smoother and more effective our operations will be.
We’ve broken down club management into two key areas: starting a club and operating & maintaining a club. Additionally, we’ve included a section on hiring professional staff to help ensure your organization’s success!
Why Start a Club?
Advocate
To provide a collective voice for off highway motorcycle recreational interests in our communities and/or geographic areas.
Educate
To be an ambassador and promote responsible off highway motorcycle recreation
Steward
To protect, maintain and create opportunities for off highway motorcycle recreation.
First Steps: Baseline for Starting a Club
Create a Mission Statement and Goals
- Define the club’s mission and objectives clearly.
- Outline the purpose of the club, such as promoting off-highway riding, trail conservation, safety education, etc.
Legal structure
- Choose a legal structure suitable for a nonprofit organization, such as a 501(c)(3) charitable organization or a 501(c)(4) social welfare organization.
- Register the organization with the appropriate state authorities and obtain necessary licenses and permits.
- OR create an organization as a subsidiary of a larger non-profit organization.
Board of Directors
- Recruit individuals willing and able to serve and form a board of directors responsible for governing the club.
- Define roles and responsibilities of each board member
Bylaws
- Draft bylaws outlining the club’s governance structure, membership criteria, decision-making processes, meeting procedures, etc.
- Ensure compliance with local laws and regulations governing nonprofit organizations
Financial Management
- Open a bank account in the name of the organization.
- Develop a budget and financial plan.
- Implement financial controls and reporting mechanisms to ensure transparency and accountability
Membership
- Determine membership criteria, dues structure, and benefits.
- Develop a membership application process.
Ongoing: Operating and Maintaining Club
General Operations
- Schedule and hold Director meetings on a regular basis.
- Set meeting agendas in advance to allow for input on important club business
Safety and Risk Management
- Obtain appropriate insurance coverage for the club, including liability insurance.
- Conduct regular safety training sessions for members
Marketing and Promotion
- Develop a marketing strategy to attract new members and raise awareness about the club.
- Utilize social media, website, and other channels to promote club activities,events, memberships and donations.
- Collaborate with local businesses and sponsors for support and sponsorship opportunities.
Documentation and Record Keeping
- Maintain accurate records of club activities, financial transactions, and membership information.
- Keep meeting minutes and documentation of important decisions.
- Ensure compliance with record-keeping requirements for nonprofit organizations.
Trail Work and Stewardship
- Collaborate with local land management agencies and conservation organizations to promote responsible off-highway riding practices.
- Develop and implement trail maintenance and conservation initiatives.
- Educate members and the public about trail stewardship and conservation principles.
Grants
- Write, apply and administer grants for educational, trail stewardship, events and club maintenance efforts.
Event Planning and Coordination
- Plan and organize off-highway riding events, group rides, and other social activities.
- Obtain necessary permits and permissions for events.
- Ensure compliance with all applicable laws and regulations.
Community Engagement
- Engage with the local community to build positive relationships and foster goodwill.
- Participate in community service projects and charitable activities.
- Promote the benefits of off-highway riding and the club’s contributions to the community.
Mission Statement
- Revisit the mission statement and goals on a regular basis.
- Adjust when appropriate
Staffing: Hire Professional Staff
Volunteers are invaluable, but sustaining an organization long-term often requires consistency and accountability that paid staff can provide. Professionals help prevent burnout, manage complex tasks like grant administration, and ensure reliable representation with agency partners. As land managers increasingly rely on partner non government organizations, having dedicated staff keeps your club effective, engaged, and moving forward.
Why consider this option?
- Volunteer fatigue
- Leveling the playing field with other recreational, conservation and environmental groups
- Create consistent representation of our sport.
- To maintain a level of engagement with our agency partners, other groups and communities.
- To be a reliable resource your agency partners and community rely on.
- Agency hiring issues will likely result in more reliance on partner organizations for trail stewardship.
- To apply and administer grants
Considerations
- Funding – payroll, insurance etc.
- Management
- Finding the right candidates