Covered
Wagons Guide for Rally Hosts
by Bill Speer, Host Coordinator/Advisor modified 9-8-08, 12-13-09, &
5-30-11
Each year the Wagon Master for the Covered Wagons FMCA Chapter seeks rally
sites. The Covered Wagons will request
hosts from the chapter membership to serve at the rallies. Several
chapter members have recommended great rally sites but are hesitant to serve as
a Rally Host. I know how you feel, the first time I hosted a rally I
almost worried myself into a puddle of sweat. Hosting a rally takes some
thought and preparation but no more than planning an informal back yard party
for friends. The following guide is a collection of ideas that you
can use to plan and host a rally for your motor home friends. The
following list will contain those tasks that need to be done and some ideas to
add to the fun if desired. The key points to start with are: no one has
ever criticized a host who tried, if you have a question ask the Wagon Master
or myself for help, and finally, when everyone is there to have fun it is
nearly impossible to screw up a rally!
START HERE
1) If the Wagon Master
made the initial reservation find out what agreements were made with the camp
park management in the arrangement. Find out what supplies, appliances,
and cooking equipment the Wagon Master will be bringing.
2) Check out the
shelter if the Wagon Master has reserved one.
If a shelter is not available, speak to the Wagon Master about setting
up screen rooms etc. for a central meeting area. Look for ample electrical outlets to
service coffee pots and other cooking appliances.
3) Hosts spend their own money for
what they want for the rally. KEEP YOUR RECEIPTS (it helps, when you go to the
store, to have them ring up your rally supplies separately). At the
rally, submit your list of expenses & receipts to the treasurer, who will
then write you a check for those expenses. Also submit to the treasurer
all the monies you have collected as rally fees, along with a list of the
attendees who paid them. When determining how much rally fee to charge to
cover your expenses, remember that one night's camping fee for the host
gets added to the expenses, and that neither the host nor co-host pays a rally
fee.
4) Sketch out a
rough schedule of activities and costs for meals and beverages. Notify the Wagon Master of your discoveries
and expenses with taxes included so they can be noted in the rally
announcements. The costs should be figured on a per person basis and
included in the rally fees.
5)
Make a simple draft flyer for the rally and pass it to the Wagon Master to use
as a source for a web page article or an e-mail announcement. He/she will include a map and driving route
instructions with the flyer. If you
have any other suggested routes, please submit them to the Wagon Master for
review.
6) Stay in touch with the Wagon Master
so you know how many people to expect.
Local Attractions and
Tourist Activities
1) Plan to arrive the day before the rally
starts to get settled and have the freedom to plan and arrange activities.
2) Start by asking the Park Manager about
local attractions and places to shop and eat.
3) Visit the local Chamber of Commerce and
Convention and Visitors Bureau. They can help you pull together pamphlets
and welcome items. They can furnish tourist guides, maps and perhaps
coupons for discounts at local businesses.
4) If a large number of members are expected you
can approach local merchants for "freebees" or gratuities that would
encourage chapter members to visit their business. The following approach
works for me: "I am _______ _________and I am hosting a rally of the
Family Motor Coach Association Covered Wagons Chapter at the _____________RV
Park on (dates). Do you have any gratuities or coupons we could use as
prizes that would encourage our members to visit your business?"
This line works pretty well at restaurants, antique shops, R.V. stores, and
sporting goods shops. Try to get the buy-one-get-one gratuities so the
businessman gets something when the chapter member visits. The best way to give
these out is to have drawings for these at the Warm-up gathering on Friday
night.
5) Visit some of the local attractions and
see if special group tours can be arranged.
6) Make sure you have the local emergency
number; know where the hospital is located, and where there is a good
veterinarian.
A Suggested Rally Day Schedule
1) Greet arrivals and give parking
directions and offer assistance. (Please, do not assist in parking unless your
help is requested by the driver. If the park manager wants to guide
people into their individual sites, that is his business.)
2) Present rally packet, collect rally fee
if any. I recommend each member pay their own camping fees with the park
manager.
3) Friday evening Rally Warm-up
get-together. Usually this is a ‘bring your own drink and a snack’ deal. Follow the Warm-up with
a dinner. "Pot Luck" dinners are easy for the first night and
fit with the atmosphere but a trip to a good restaurant or ordering in pizza
has also worked. If you want volunteers to help with meals and
activities, this is a good time to ask for help.
4) Saturday morning make coffee and drinks
for a breakfast from 8:00-9:00 am. Pastries, fruit or cold cereals are
popular offerings. You can cook a breakfast of pancakes or biscuits and
gravy. If you like to cook for people this might be fun and volunteers
always seem to show up to pitch in. Allow time after the meal for the
business meeting. Consult with the
president as to when the meeting should be scheduled – he should be in contact
with the officers so he’ll know when they are available.
5) Saturday evening dinner. This can
be potluck, dine out, steak or burger grill, or a catered meal. All have
been successful but make it easy on yourself and do something that fits the
park set up and facilities.
6) Saturday evening entertainment.
Games, cards, camp fire stories and Smores, show a popular movie or make
popcorn...whatever you want to do. Don't worry much about this as the Covered
Wagons are very good at starting their own entertainment.
7) Sunday morning make coffee and drinks
for a breakfast 8:00-9:00am. Same as Saturday but make it easy because it
is travel day. Doughnuts and pastries are popular Sunday fare.
Miscellaneous responsibilities (good jobs for volunteers):
~ Help clean tables/floors
~ Help arrange potluck food table
~ Help set up tables/chairs
~ Help unload and load supplies from coach to the shelter and back
~ Donut go-getter!
~ Jack of all Trades!
Other things that can be done:
~ Arrange tour to local attractions
~ Arrange and make restaurant reservations for early arrivals that wish to go
out to eat together.
~ Set up outdoor daytime games and/or recreation
~ Craft session
~ Friday events/activities for early arrivals
~ Build a shelter if needed from scratch!!! LOL!
Contact Bill Speer for any other
suggestions/ideas - he's a pro at this!
Also if you have anything to add to
this list and make it better, please speak up. Thanks!
But remember, this is just a
guide. Do not try to do everything
suggested here or you will just wear yourself out,
won’t be able to enjoy the rally yourself and will most likely step on some
toes while striving to be the perfect host.
It’s not worth it and the Covered Wagons do not expect it from you.
KEEP IT SIMPLE & EASY
ON YOURSELF & YOUR CO-HOSTS!
Let's have fun
and make ourselves and others comfortable while we RV together!
Covered
Wagons Rally Supplies (usually carried by the President or next rally host) :
· Large Chapter coffee pot
· Medium size coffee pot (for decaf or water)
· Some gallon size containers for lemonade etc.
· Huge drinking water jug (for iced tea – use 4-5 large cold
brew bags)
· Sugar and sugar substitutes
· Coffee (regular & decaf)
· Coffee creamer (powdered)
· Hot tea and cold tea bags
· Large fruit bowl w/server spoon
· Large metal serving plates
· Napkins
In short stock (to be used by those
that forget to bring their place-setting):
· Styrofoam cups, paper plates, bowls, small plates, misc.
plastic spoons, forks & knives
· Bingo game
· Plastic table covers
If any supplies are low or out,
please purchase the supply and submit your receipt to the Treasurer for
reimbursement.