Organizing a Poker Run
A poker run can look like a simple ride with a few card stops, but organizing one in New Hampshire takes more than choosing a route. You need permission to use every part of the course, confirmation about permits and insurance, and a plan for riders who get delayed or need help. Careful preparation protects participants, trail access and the club relationships the event depends on.
Start with the event format and required approvals
A typical poker run sends participants along a set route, where they draw or receive a card at each checkpoint. At the end, the hands are compared and prizes may be awarded. That is different from a race or timed competition, but the label “poker run” does not automatically determine what approvals apply. The route, activity, land involved, number of riders and use of public roads can all matter.
Before announcing a date or collecting registrations, describe the event in writing. Include the proposed route, expected attendance, machine types, checkpoint locations, schedule, whether riders will be timed, and what prizes or fundraising activities are planned. Then check with the relevant New Hampshire agencies, land managers, clubs and towns about permits, access and insurance. Ask specifically whether the event format you are proposing requires an approval. Requirements can vary with the location and event details, so do not rely on another organizer’s past experience as proof that your event is cleared.
A noncompetitive ride with checkpoints should not be treated as a race simply because participants draw cards. But adding timed sections, speed-based awards, a marked competition course or other competitive features could change the approvals needed. Review New Hampshire Rules for an Organized Ride and, if the event includes competition, New Hampshire Permits for a Race. Confirm current requirements directly before setting the route in stone.
| Event feature | What to confirm before proceeding |
|---|---|
| Club trail or organized trail system | Whether the club and land managers approve the date, route, checkpoints and expected turnout |
| Private land | Written permission for the specific use, location and event date |
| Town road or street | Whether OHRV use is authorized on that specific road and whether the event needs town approval |
| Timed or competitive activity | Whether the format requires a race or other special permit |
| Large group or public event | Whether additional permits, safety plans or insurance documents are required |
| Fundraising or prizes | How funds will be handled and whether the prize or fundraising arrangement raises other requirements |
Contact the land managers early. A club’s trail map does not necessarily mean the club has authority to approve an event on every parcel along the route. Some trails cross land owned or managed by others, and permission can depend on landowner agreements, seasonal restrictions and trail conditions. Start with the club or organization responsible for the trail system, then ask who else must approve the route. The guidance in New Hampshire’s Club Membership and Access can help clarify the difference between riding access and approval for an organized event.
For land outside an approved trail system, do not assume that a lack of signs means the event is allowed. Obtain the landowner’s permission, put the agreed route and event date in writing, and ask whether the permission covers staging, parking, checkpoints and any temporary signs. See New Hampshire Rules for Riding Private Land and New Hampshire Written Permission Requirements.
If the proposed route uses a road, confirm that OHRVs are allowed there and that the event can use it. A road open to OHRVs under local designation is not a blanket approval for an organized event. Town rules and permitted routes can differ, and an event may need separate coordination with the town. Review New Hampshire Rules for Riding Across a Town Line when a route passes between communities. If a town has not confirmed the road’s status, leave it out until you have a clear answer.
Build a route that works for riders and land managers
Choose a route only after you know where event organizers have permission to ride. Start with a manageable loop on trails that are open and appropriate for the machines expected. A route that looks short on a map can take much longer when riders stop at checkpoints, wait for friends, encounter a closure or travel at a cautious pace.
Ask the responsible club or land manager to review the whole course, not just the start and finish. Confirm that each connector is open for the event date and that checkpoints can be placed without blocking a trail, road, gate, bridge or staging area. Pay attention to width limits, seasonal closures, special land restrictions and locations where riders might be tempted to leave the marked route. One uncertain segment can create problems for the entire event.
Make the course easy to follow without encouraging fast riding. Use clear instructions and approved signs where permitted. Do not place signs, staff or tables where they obstruct other trail users or drivers. If riders need to stop for a card, choose a safe pull-off or other approved location with room for machines to wait without crowding the trail. Tell participants to stop fully and keep moving at a controlled pace between checkpoints. The card draw, not speed, should determine the result.
Check trail status again close to the event, and keep a backup plan in case a section closes. A route may change because of weather, maintenance, landowner direction or another access issue. The organizer needs a way to tell participants about a change before they start and a process for directing riders who are already out on the course. New Hampshire Trail Status Before You Ride is a useful reminder to verify conditions rather than treating a previously approved route as permanently available.
A practical route plan should include:
- A main route and a shorter alternative, both approved for the event.
- Start and finish locations with enough room for check-in, trailers and waiting machines.
- Checkpoints positioned where riders can stop safely and staff can reach them.
- A way to identify each checkpoint and explain the route without relying on cell service.
- A clear plan for riders who miss a checkpoint, turn back or arrive after the event closes.
- Emergency access points that staff can describe to responders.
- A process for removing temporary signs and leaving the route clean.
Before event day, ride or inspect the course with someone familiar with the system. Check for confusing junctions, narrow spots, unstable surfaces and places where a group could block a trail. If a section is unsuitable for less experienced riders or a particular machine type, change the route or explain the limitation clearly in the registration information.
Keep the group size realistic for the route and the number of volunteers available. A large turnout can create congestion at the start, checkpoints and fuel stops, even when the trail itself is open. Consider staggered starts or smaller groups if the club and land managers approve them. Staggering can reduce bottlenecks, but it does not replace permission or make an unsuitable route safe.
Plan rider requirements, insurance and event-day safety
Make clear that participants are responsible for arriving with machines and equipment that meet the rules for their ride. New Hampshire registration requirements may apply even when a rider comes from out of state. Do not tell visiting riders that an out-of-state registration automatically gives them permission to ride in New Hampshire; confirm the applicable requirements and direct participants to Riding New Hampshire With an Out-of-State Machine.
Explain registration, decal display, rider age and supervision rules in the event information, and remind riders to carry any required documents. A poker-run wristband or event card is not a substitute for machine registration or any required safety credential. Organizers should also make it clear that taking part in the event does not authorize riding on a closed trail, outside the approved route or on private land without permission.
Insurance needs attention well before check-in. Ask the organization’s insurer whether its coverage applies to this particular event, the planned route, volunteers, participants and event activities. Do not assume a club policy or a participant’s personal coverage automatically covers an organized ride. Ask what documents are required and what activities are excluded. If coverage is not confirmed in writing, pause planning until the issue is resolved. Insurance a Ride Organizer Carries offers a related overview of why event organizers should address coverage directly.
Prepare a simple written safety plan. It should identify who is in charge, how to contact event staff, where help can reach the course, how a rider reports an injury or mechanical breakdown, and what happens if weather or a trail closure forces a change. Assign specific volunteers to key tasks instead of expecting everyone to handle everything.
Useful roles may include:
- A ride lead who checks the course and communicates any route changes.
- A sweep rider who follows the last group and reports when the course is clear.
- Checkpoint volunteers who keep the stop organized and relay problems.
- A person at the start and finish who tracks who has departed and returned.
- A designated contact who can coordinate with local responders or land managers.
The plan should account for weak or absent cell coverage. Tell volunteers how to communicate if phones fail, identify any locations where help can meet the group, and make sure the contact person has a current route map and participant information. Keep emergency details limited to what is needed, and handle participant contact information responsibly.
At registration, tell riders what they need to bring, what the event provides and what conditions may lead to a cancellation or route change. Give a safety briefing before departure. Explain that riders must stay on the approved route, obey posted restrictions, yield appropriately and avoid riding beyond their ability. For group management, describe how to handle a separation: stop in a safe place, avoid searching off-route, and use the event’s contact procedure.
A waiver can be part of an event’s paperwork, but it is not a substitute for permission, insurance or a safe plan. Have appropriate counsel or an insurance professional review event documents if you need advice about their effect. Avoid promising that a waiver eliminates responsibility or guarantees coverage.
Run the checkpoints and close out the event responsibly
Keep the poker-run mechanics simple. Decide whether staff will draw cards for riders, hand out sealed cards, or use another method. Explain the rules before the ride, including how many cards each rider receives, where hands are checked, how ties are handled and what happens if someone misses a stop. Clear rules reduce disputes and keep volunteers from having to improvise at the finish.
Protect the cards from weather and keep the system easy to audit. Waterproof sleeves, numbered envelopes, clipboards and basic signs can help; supplies may be found locally or through Amazon. Use a method that prevents accidental duplicate draws or confusion between groups, and keep spare materials at the start and finish. If the event raises money, assign a responsible person to track registrations, donations, expenses and prize distribution separately from the card-checking process.
Checkpoint volunteers should know where they may stand, where riders may park, how to keep the route clear and whom to contact if a problem occurs. Give them the same route instructions as participants. Provide a concise contact sheet with event leads, checkpoint locations and the emergency procedure. Do not ask volunteers to direct traffic or control public roads unless the relevant authority has approved that arrangement and the volunteers are prepared for the role.
At the finish, keep a record of returned participants and follow up on anyone who has not checked in by the stated closing time. The sweep rider should report when the course is clear. If someone is missing, use the agreed contact and escalation plan rather than sending uncoordinated riders back onto the trail. Report injuries, property damage, closures or other incidents to the appropriate people, including the land manager or club when required.
Afterward, collect signs, cards, litter and other event materials. Check the route for damage or items left behind, and report concerns promptly. Thank the club, landowners and volunteers, and share any useful observations about trail conditions or access problems. Maintaining good relationships matters: a well-run event can support a trail community, while an unapproved route or careless cleanup can put future access at risk. For volunteer coordination and expectations, see New Hampshire Club Volunteer Requirements.
A strong event plan is not just a polished registration page. It is a route that has been approved, a format that has been checked for permit requirements, insurance that has been confirmed, and volunteers who know what to do if the ride changes course. If any of those pieces is uncertain, resolve it before inviting riders.
Disclaimer
This article is for general informational purposes only and does not constitute professional advice. Laws, prices and regulations vary by location and change over time. Consult a qualified professional for guidance on your specific situation.
