Introduction

The used bike collection is the principal means by which Bikes for the World sources bicycles to help people overseas.  A bike collection also raises a significant share—approximately 40 percent—of the money needed to collect and ship the bicycles and parts, and administer the program.  Finally, the bike collection educates and involves greater numbers of the public (and recruits volunteers and collection sponsors), and its success in collecting bikes and raising funds builds credibility with corporate, foundation, and other potential program partners.

This manual provides guidance on organizing a collection.  As BfW gains experience, the approach will surely evolve (and suggestions are appreciated!).  It assumes that the collection sponsor will be working closely with BfW from the beginning and through the final transfer of the bikes to BfW hands.

What is a Used Bike Collection?

A bike collection is typically a one-time, three-hour event, held on a spring or fall weekend, to which the public is invited to bring unwanted bicycles and donate $10 per bike toward shipping.  At the event, a sponsor’s volunteers—minimum four to six at any one time—provide receipts and program literature, and compact bicycles for storage and shipment.  Typical times are 9am–12 noon Saturdays or 12-3 pm Sundays.  In general, BfW recommends avoiding the summer and winter months when working conditions are less comfortable (and more distractions discourage attendance).  BfW will assist a first-time organizer by providing an orientation video, an experienced individual to guide the process, and bike pick-up.  Volunteers need not have any prior mechanical experience with bikes. Note that a collection consists of two equally important parts:

1. publicity and
   
   
2. the event itself.
   
   
3. Overall Marketing Strategy.  The appropriate marketing strategy for a collection in a given community will depend on local factors: the identity of institutional sponsors, the ease of alternatives for disposal of bikes, demographics and income, local familiarity with the concept of a used bike collection, etc.  The following, based on BfW experience in other communities, is to provide suggestions, but not to limit your approach or imagination:
   
   
1. (a) Who should sponsor a collection?  Three basic criteria for a good sponsor and collection site include: local identity and credibility, central and accessible location, and availability of volunteers.  BfW experience suggests that a local church, synagogue, school or established civic organization with a large membership and volunteer base is best-suited to sponsor a collection.  Word-of-mouth dissemination among members of a community bonded in trust is still the best form of publicity, even in the age of mass media.  An existing institutional structure also facilitates delegation of organizational tasks.  The location of the collection does not have to be that of the sponsoring group.  For example, the parking lot of a large shopping center may be a better site than the parking lot of a church on a residential street.
   
   
2. (b) Publicity.  Publicity is key!  The number of bikes ultimately donated will depend on the effectiveness of the strategy and effort employed in publicizing a collection.  Using the local sponsor’s credibility is the first step in publicity.  Also important is not subsuming the collection in another, unrelated event.  Beyond the sponsor’s network, other publicity channels include:
   
   
1. The media.  Let a local reporter know what you are doing.  An article in the local paper will find you bikes!  In large metropolitan areas, the local (i.e., suburban) paper is often superior in reliably providing calendar and news space, and therefore getting people's attention (and their bikes).  Failing an article, make sure you get the collection into the calendar feature appearing on the Thursday or Friday preceding the weekend (and which generally have two-week deadlines).  Don’t forget throw-away Shopper newspapers; they have calendars in them and also publish articles.  If possible, submit a press release (Bikes for the World can provide you with one you can use) via email.  This is a more convenient format for the newspaper to use.  Of course, contact local TV and radio stations as well.  They too have community calendars.  Bikes for the World makes a good feature story for a local newscast.
   
   
2. Churches, temples, etc.  Faith communities will generally place notices in parishioner bulletins announcing non-profit events such as BfW bike collections.  Such congregations are frequently the best source of bikes.  Obtain a list from a local council of churches that also includes the names of pastors--then you can send announcement to the pastor directly.  If you can get a group of churches to sponsor the event jointly, this is even better.  If you are contacting churches in a nearby community for which you don’t have a list of churches, you can often get such a list on your computer by using the Yellow Pages feature of your web browser.  If you can get e-mail addresses of some churches or pastors, use these addresses as an additional method of distributing publicity. 
   
   Often a church will have a social action committee with an interest in overseas development; ask at the office when leaving a flyer and other publicity material, for later follow-up.  (Check with BfW for an update of endorsers.).  Along with a flyer, send the church an announcement in box format that they can cut and paste directly into the weekly bulletin.  You can also print this item on a post card to be sent as a follow up about two weeks before the event.  In a cover letter, tell them that this announcement is available also via e-mail (with address given) so they can request it in electronic format.
   
   
3. Service Clubs.  Be sure to contact Rotary Clubs, Lions Clubs, Jaycees, etc. to have the event announced at their meetings.  If they will entertain a visit from you (even for a short announcement), take the opportunity.
   
   
4. Bicycle Clubs. Send notice to local bicycle clubs.  If you need help identifying such groups, do a search on the World Wide Web or try this web site: www.bikeleague.org
   
   
5. Bicycle Shops.  In addition to placing a flyer in such shops, talk directly with the owner about how the shop can cooperate with you to promote the collection.  For example, would the shop be willing to contribute bikes traded-in plus the minimum $10 donation as a promotion to go along with the collection?  See additional suggestions in section (c ) below.
   
   
6. Flyers.  BfW can make flyers, for posting in supermarkets, libraries, health clubs and gyms, schools, clubs and civic organizations, churches, etc.  Usually, it is best to post them at least two and preferably three weeks before the event.  A sample flyer is attached as annex 1.  Alternatively, make your own.  Make sure you list a local contact phone number.  For schools, see if you can get the flyer distributed directly to students to take home to their parents. If you have a good supply of volunteer labor, you can put flyers (in full or reduced size) on windshields at football games, malls, or other places with large parking lots.
   
   
3. (c) Other organizations and possible roles in a bike collection.  Other organizations can co-sponsor or assist a collection.  For example, bike shop owners are usually sympathetic and in a position to provide volunteers, publicity, and even old bikes (but generally without an accompanying donation, so don’t take too many unless you can cover the shipping cost from another source).  Bike shops can often "seed" your event, providing an initial drop-off of bikes to establish visibility at the site and provide volunteers the opportunity to hone their processing skills.  Some shops offer customers a credit towards the purchase of a new bike, if they donate an old bike, and $10, to BfW. end list
   
   
4. Funding.  Every bicycle should come with a ten-dollar donation.  Obtaining this contribution is easy, if pre-event publicity has clearly mentioned the requested donation, explained BfW's program, and highlighted the tax-deductibility of all cash and material donations.  Income from a collection broadens BfW’s income base and builds credibility with other funders.  Requesting a donation also cuts down on delivery of "junk" bikes (making your volunteers happy!).  (BfW supplies a bike valuation guide and numbered receipts with space for description and valuation of the donated bike, cash donation, and total amount.)

Even though all publicity will indicate the requested contribution of at least $10, some donors will arrive without knowing that a donation is requested.  Word of mouth about the collection does not include all the details.  Be prepared to politely yet assertively explain to these persons why a donation is necessary.  You may want to approach a service club or other “angle” before the collection to ask them to cover any deficit in funds collected with bikes so that these funds equal at least $10 per bike.

The average cost of collecting and shipping a bicycle is close to $20.  Thus, BfW “loses money” on every bicycle accepted at a collection.  Each donated bike represents a “liability”, for which BfW must raise additional shipping funds from other sources.

You may cover any collection publicity and execution costs out of the income generated at the event.  Furthermore, any supplies and services you acquire for BfW, a sponsored project of the Washington Area Bicyclist Association and a tax-exempt organization (Federal ID #237-305-477) may be purchased free of sales tax in Washington DC.

Before the Collection

• At least six weeks prior to the event, inform the BfW area coordinator of the specific date, time, site address, public contact number, and address and fax for BfW to send a standard event flyer.
• Review this manual, and optional training video if available.
• Get bucket of tools and supplies: at least one pedal wrench, at least one Allen (hex) wrench, zip ties (or heavy twine, for pedals) [these first three items generally provided by Bikes for the World], adjustable wrenches for each volunteer, screwdrivers (slotted and Phillips), and lubricant. Additional tools, such as a vise-grip, and items such as a table, chair, donation envelope, boxes (for parts, trash, etc.), tape (electrical or similar), and rag, are also handy.
• Get BfW printed material: receipts, brochures, newsletters (these latter to be given only to those expressing greatest interest), donation request sign, and banner, if available, from the BfW area coordinator.
• Post the bike collection banner, if possible, the weekend before the collection, in an area easily visible from the street.
• Encourage bike donors to come early. Stack your volunteers towards the end (to finish strongly). A common tendency is that the volunteers are there early, the bikes are late, the volunteers leave, and a few tired "draftees" must finish compacting and loading the bikes alone.
• Should we pick up bikes? Often, people will call asking that you pick up a bike. Be careful! Time is limited. As a rule, we recommend not picking-up individual bikes. However, if a caller is willing to donate $10 and has a desirable bike, is relatively close by, and really can't get it to the collection, consider making an exception, time permitting.
• Should we allow people to drop off bikes before or after the collection? If the organization sponsoring the event can store bikes dropped off early or somehow get bikes dropped off later to Bikes for the World, this may be possible. But don't allow bikes to be dropped off early or late without an accompanying contribution. It is much more difficult to get a contribution at a time other than the collection itself. If you feel you cannot guarantee that the bikes will come with a contribution, please don't accept them early or late.

Bike eligibility criteria: BfW will accept:

• mountain bikes (most preferred)
• one-speed "cruiser" and three-speed bicycles;
• road bikes (commonly referred to as "ten-speeds") in good condition;
• spare bike parts, accessories, and supplies including books and manuals, as well as tools suitable for working on bikes including screwdrivers, wrenches, and hammers;
• children's bikes; and
• "exotic" items including tandems, recumbents, unicycles, folding bikes, mopeds (in working condition), as well as operating portable sewing machines.

Bike evaluation:

• Use the laminated card provided by BfW as a reminder of more detailed acceptance and value guidelines.
• Volunteers assisting in taking bikes out of the car may inform the person preparing receipts of the number of bikes donated and their total dollar value.
• All bicycles received should be in repairable condition and generally rust-free (a little superficial rust on chrome is OK). Reject bikes with heavily-rusted frames or chains!
• Give greater leniency with respect to rust/acceptable condition to one- and three-speed bikes.
• Reject frames (i.e., a bike with no wheels or components), or bikes with broken frames.
• When a bike is in such poor condition that it is not worth shipping, thank the person for his or her interest in BfW and for taking the trouble of bringing it, but reject the bike or arrange for disposal. [BfW has no place to get rid of it—we are not a trash disposal service.]  

Bike processing:

• Do as bikes arrive. Turn bike upside down, unscrew pedals using pedal wrench.
• Stand bike upright, tie pedals to crossbar (using twine or plastic ties provided).
• Unscrew handlebar stem bolt (top of stem), loosening and permitting handlebar to turn sideways parallel with frame (if handlebar does not immediately loosen, and stem bolt comes up half an inch, whack it with hammer or pedal wrench to depress it and loosen the handlebar).
• Re-tighten stem bolt to hold handlebars in place parallel with frame.
• In addition, loosen the second handlebar bolt (look underneath!) to turn the handlebars on 10-speeds up and those on 3-speeds and 1-speeds down (to reduce height), and re-tighten.
• lower seat to minimum extension and re-tighten.
• Remove baskets and child seats which would prevent maximum compaction, and ensure that shifters do not protrude above handlebars (where they could be broken).
• Spray chains and sprockets with lubricant (NOT penetrant like WD-40) to prevent rust.
• Optional: If you have the time, wire-brush and lube rusty chains, pump tires half-way to protect rims, and—on three-speeds-- disconnect the shifting cable from the rear hub and taped to the frame (the rocking motion of shipping can damage the hub if it is connected). 

Operational suggestions:

• As bikes are processed, place them by category (adult multi-speed, adult one- and three-speed, and children's) against a wall, tree, etc.
• Tasks can be rotated to avoid fatigue.
• Remind those processing bikes to re-tighten all loosened bolts. A loose handlebar or seat can come off and subsequently injure the unwary when the bike is handled.
• For a stuck handlebar or pedal, lubricate thoroughly with WD-40 or other penetrant, tap with a hammer, wait 20 minutes, and try again. Don't worry if once in a while one doesn't come loose! We can work around one or two pedals, but not 100.
• Periodically check to see that bikes are properly processed (an improperly-turned handlebar means lost shipping space) and bring them back to volunteers for proper processing.
• Make sure you have enough volunteers at the end, to work on a late surge in bike arrivals, deal with problem bikes, load the truck, and take down banners.
• Make sure all receipt-writers sign and date receipts, and use a brochure or piece of cardboard to separate receipts and avoid marking through onto the copy of the underlying receipt.

After the Collection

Normally, BfW will pick-up the bikes. Increasingly, however, we ask collection sponsors to provide volunteers to help unload at BfW's storage site. Also, fill out the collection summary form:

• Total the number of bikes collected and cash received.
• Total the information on the receipts: number of bikes and amount of cash donated (will be less than the actual number donated if some people do not want receipts), and estimated value of bikes donated.
• Total the hours of volunteers, including publicity time prior to the day of the event.
• Sign and submit report, along with funds and receipts (yellow copies) to Bikes for the World.

Clean up the area, gathering tools, supplies and banners. Thank the volunteers and review experience with them to identify ways to do a better event in the future (people appreciate being asked for their input).

Have a plan for handling calls from those with bikes who missed the collection. If you cannot accept more bikes, BfW should provide you with a copy of the area collection schedule, and you can help the caller identify the most convenient upcoming drop-off. Or simply refer callers to BfW. If you want, ask callers to hold on until the next collection, taking phone numbers and calling back a few weeks before.