Running a Poker Run Across Several Club Trails
A poker run across several ATV club trails can look like one continuous route on a map, but each club may control different land and set different conditions. The organizer’s job is to get permission for every segment, confirm what permits apply, and make the ride manageable and safe. Here’s how to coordinate the route, clubs, paperwork, and event-day details.
Start with permission for every trail segment
A club poker run is not automatically authorized just because the participating clubs welcome members on their trails. A club may own the land, lease it, or have permission to use it under a separate agreement. The event organizer needs approval from whoever controls each segment, and permission to ride privately does not automatically include permission to run an organized event.
Start by asking each club’s designated contact whether the proposed route and event are allowed on its trails. Get the answer from someone authorized to speak for the club, and request written confirmation. That record can clarify the date, route, hours, expected number of riders, checkpoints, and any conditions the club requires.
This matters particularly where a club uses leased ground. Its trail access agreement may limit the number of riders, prohibit events, or require advance approval. A club member’s usual access to a trail is not a substitute for event approval. For more on how club access can work, see Club Trails on Leased Ground and How a Club Membership Opens Private Trails.
Treat each club’s land as a separate permission decision. One club’s approval does not extend to another club’s property, even if the trails connect. A route may also cross land controlled by a public agency or another private owner. Identify who controls every portion before publishing a map or accepting registrations.
Map the route by owner, not just by mileage
Build a route plan that marks the start, finish, checkpoints, trail junctions, road crossings, and all transitions between properties. For each segment, record the land manager, the person who granted permission, any access conditions, and the documents riders must carry. A simple ownership-and-permission table helps expose gaps early.
| Route segment | Who controls access | What to confirm |
|---|---|---|
| Club trail | Club or landowner | Event approval, operating hours, route limits, and club conditions |
| Leased club ground | Club and underlying landowner, as applicable | Whether the lease permits an organized ride and who must approve it |
| Public trail or forest land | Relevant land manager | Whether event authorization or a separate permit is needed |
| Road connector | Road authority and applicable riding rules | Whether ATVs or UTVs may use that specific road |
| Private connector | Property owner | Explicit permission for the event and all participating riders |
Do not assume that a legal connection on a map is legal for the group to ride. A public road, forest road, utility corridor, or trail may have restrictions that differ from the club’s private route. Check every connector rather than treating it as a short gap between approved trails. Pennsylvania Rules for a Group Ride can help with group planning, but it does not replace permission from the owner or authority for a particular segment.
If the route crosses state forest or other public land, ask the relevant land manager whether the event needs a separate authorization. A participant’s trail permit, where applicable, is not necessarily permission for an organizer to stage a group event. Rules can depend on the land, the activity, and the event’s size or format. The safest approach is to describe the event and proposed route directly to the manager and get its requirements before setting a date. See Pennsylvania Permits for an Organized Ride for the permit question, and Pennsylvania Rules for Riding a Club Trail for the distinction between club access and riding on other land.
Confirm permits, registration, insurance, and rider access
Once the route is approved in principle, make a list of what each rider needs. Requirements may differ across the event route: a club’s private land, a public trail, and a road connector do not necessarily share the same access rules. Tell participants what applies to the specific route rather than relying on a broad statement such as “club trails are open.”
Check each machine’s registration status and the applicable access requirements. Pennsylvania registration and trail access are separate questions: registration does not by itself grant permission to ride a trail, and a trail permit does not replace any registration requirement. If a segment requires a permit, verify whether it applies to the machine, the rider, or both, and how proof must be carried. Pennsylvania ATV Registration and Trail Access explains why those requirements should be checked separately.
If riders are coming from out of state, do not assume that a home-state plate settles every Pennsylvania access question. Confirm whether the registration is recognized for the planned use and whether the trail or land manager imposes additional requirements. Event materials should tell visitors what documents to bring and where to verify them. Useful background includes Pennsylvania ATV Reciprocity With Other States and Riding Pennsylvania With an Out-of-State Plate.
Insurance deserves its own check. Confirm the legal requirements for the route, then check whether each club, landowner, or event agreement requires additional coverage or proof. Do not assume that one participant’s policy covers another rider, the organizer, or damage to property. Ask each club what evidence it expects and whether the event organizer must provide information about event coverage. Organized Rides and Insurance covers this issue in more detail.
The following checklist can be adapted to the route:
- Written permission from every club or landowner controlling a segment
- Any event authorization required by a public-land manager
- Current registration and any trail-access documents required for each machine
- Proof of insurance when required by law, landowner, club, or event conditions
- A clear route map and written directions for checkpoints
- Emergency contacts, first-aid arrangements, and a plan for a breakdown or injury
- Participant contact details and an agreed process for checking riders in and out
Avoid collecting unnecessary personal information, and store any paperwork securely. If the ride uses a public trail system, verify current rules with its managing agency rather than relying on last season’s event packet. Access conditions and application processes can change, and an old permit or approval may not cover a new date or route.
Design the event around safe movement, not speed
A poker run should be a navigation and participation event, not a race between checkpoints. Set a route that riders can follow without rushing, and make clear that drawing cards or reaching a checkpoint does not justify speeding, cutting corners, or riding outside marked trails. When multiple clubs are involved, riders may encounter different trail layouts and local rules over the same day.
Before registration opens, walk through the planned route with club representatives. Check that checkpoints are on approved ground, do not block a trail, and can be reached without leaving the authorized route. Agree who will staff each one and what happens if a trail is temporarily closed, damaged, or unsafe. If a route changes, get fresh approval for the altered section before directing riders onto it.
Give each participant a concise route briefing. Include the start and finish locations, checkpoint order, permitted riding areas, expected riding behavior, and a contact number for the event. Explain how to regroup if the group spreads out and what riders should do if they become separated. Do not tell riders to follow another machine blindly; they need to know the actual route and its boundaries.
A useful event plan also covers:
- Group size and spacing: Ask each club whether it limits group size or requires smaller waves. Keep enough space between machines for visibility and safe stopping.
- Check-in and check-out: Record who starts and who finishes. Set a procedure for a rider who withdraws or fails to arrive at the next point.
- Weather and trail condition: Agree on who can postpone or cancel the event. A trail that is open in normal conditions may be unsuitable after heavy rain or other damage.
- Mechanical trouble: Identify safe pull-off areas and a way to report a disabled machine without sending other riders off route.
- Emergency response: Share the route and checkpoint locations with event staff. Know how to contact emergency services and provide clear location information.
- Rider briefing: Remind participants to obey signs, stay on authorized trails, and follow any club-specific instructions.
Do not use a closed trail as a shortcut or assume an event has the authority to override a closure. If a segment becomes unavailable, stop routing riders through it. Find an approved alternative and obtain the required permission first, or shorten the route. The same principle applies to a trail that is open to club members but not approved for the event. For more on trail boundaries, see Pennsylvania Rules for Riding a Closed Trail and Pennsylvania Rules for Riding Private Property.
It is also worth deciding ahead of time how the event will handle riders who arrive late, leave the route, or need assistance. Make the rules simple and consistent. A participant should be able to stop or withdraw without feeling pressure to keep pace with the group. If the event includes children or inexperienced riders, plan an appropriate group structure and check any age or supervision requirements that apply to the route.
Coordinate the clubs and communicate one clear plan
When several clubs participate, name one event coordinator and a contact at each club. The coordinator keeps the overall route and schedule consistent; each club contact confirms local access, conditions, and changes. Do not rely on a chain of informal messages where no one can tell which version is final.
Before the event, share the same written plan with every club and event worker. Include the route map, date and operating hours, checkpoints, expected rider count, access approvals, and emergency procedure. Ask each club to confirm that the plan still reflects its permission. If the event crosses public land, include the relevant authorization details and follow any instructions from the land manager.
For participants, separate required documents from helpful recommendations. State clearly whether riders need registration, a particular permit, insurance proof, or club authorization for any part of the route. Explain that the organizer’s permission does not guarantee a rider has met individual requirements. Encourage riders to check their own documents before arriving rather than sorting out access at the trailhead.
Share a practical event-day contact method. Cell coverage may be unreliable in some riding areas, so staff should know what to do if calls or messages fail. Identify meeting points that are actually accessible under the approved route, and avoid promising that a rescue vehicle can reach a location unless that access has been confirmed.
Finally, keep a copy of permissions and approvals with the event lead, and make sure checkpoint staff know the approved route. After the ride, report damage or safety issues to the relevant club, follow any incident-reporting conditions, and ask whether the clubs want changes before the next event. A well-run poker run depends less on a complicated packet than on clear permission, a route that stays within its boundaries, and participants who understand what they are being asked to do.
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.
