The Villages RV Club

 Guide and Suggestions for Wagon Masters

A. Decisions - This is your trip

      1. Decide where you would like to take an RV Trip

      2. How many rigs will you open to your rally (15 - 20 rigs is quite workable)

      3. Activities you wish to include (i.e. dinner, pot lucks, special interests)

      4. Dates for your rally and at which RV meeting you will offer your first sign- up

          opportunity to RV members

      5. Method of payment to Campground:

           a. Do Attendees to make their own reservations?

           b. Collection of all Campground fees from attendees / one check sent to Campground by

         Wagon master.

      6. Decide if you want to collect a down payment and will it be non-refundable.

      7. Decide if you want to allow guests of RV member attendees.

B. Preliminary Organization

      1. Contact Campgrounds

           a. Check rates for camp sites

           b. Check for availability of sites, size of sites, type of available hookups

           c. What method of payment is preferred by the Campground?

           d. Does Campground have brochures that they will send you?

           e. Does Campground have clubhouse for group activities if needed?

      2. Check with the local Chamber of Commerce, tourist information center, or the Internet for

           area activities

C. Post Rally to Club

      1. Present rally information to Rally Coordinator.  Enter the TVRVC.org Web site.  Click    

          on “Printable Schedule”.  Click on “Suggest a Trip”.  Enter your information.     

2. After Rally Coordinator approves rally:

           a. Update the information on the TVRVC.org Web site.  Click on “Printable Schedule”. 

               Click on “Enter Event Details”.  Enter your information. 

           b. Possibly make preliminary announcement about your rally

D. Suggestions for your table presentation for sign ups                  

      1. Use brochures of Campground and/or activities

      2. Include Rally information (i.e. dates, cost, down payment info.)

      3. Prepare sign up and standby sign up sheets

           a. Name

           b. Phone number

           c. Email address

           d. Rig information, if needed (i.e. size, hookups, slides)

           e. Column to record payments (record all payments made by sign up participants)

      5. Have Campground Cancellation policy information

      6. Have Campground Pet policy information

      7. Verify RV Club membership is current

E. Suggested inclusions for the Rally packets to be given to each participant prior to departure

1. Check in / Check out times for Campground

      2. Directions to Campground and activities

      3. Synopsis of the Rally’s daily activities

      3. If club shirts are requested and what occasions they will be worn

4. If Pot luck is an activity - What participants should bring and how much

5. List of participants names and, cell phones and if available, their camp sites.

It is suggested that you, the Wagon Master, make every effort to arrive at the Campground early to set up for participant arrivals. An RV Club banner and an erasable board (to be displayed at your camp site) will be supplied by the Rally Coordinator.  If possible, welcome participants upon arrival to insure they are settled and well informed with such information as your camp site location, time and place of evening group gatherings, and daily activities will be posted on an erasable board displayed at your camp site.

As a courtesy, be the last to leave insuring a safe departure for all participants of your rally. When you return to the Villages, make arrangements to return the RV Club banner and erasable board to the Rally Coordinator.

Don’t forget to submit receipts for your expenditures to The Villages RV Club Treasurer for consideration of reimbursement up to $50.00 for miscellaneous expenses associated with organizing and conducting the rally.  Reimbursable examples would be postage, packets, printing of packet material, or boards and/or materials for displays.  Expenses for entertainment, happy hour drinks, food, or building rentals should be paid by the participating group and will not be paid by the Villages RV Club.

9-7-10, 1-25-13

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