Covered Wagons Guide for Rally Hosts
by Bill Speer, Host Coordinator/Advisor modified 9-8-08


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! 


The Camp Site or RV Park

         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.)   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 for breakfast should be figured on a per person basis and included in the rally fees.

4.)  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.

5.)  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.

      7.)  If you have any out-of-pocket expenses keep your receipts to give to the Treasurer.  No one expects you absorb the expenses for the rally and we want to reimburse you.


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...what ever 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 any thing 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!

Rally supplies carried by the Wagon Master President:

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 placesetting -

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.