A GUIDE FOR RALLY HOSTS

The following information is provided to assist you in planning and hosting a Chapter Rally:

A. SITE SELECTION

1. Location – A campground, park, private property, fairground, or any place with adequate space for the anticipated number of motor homes can be a suitable location. Allow adequate space between coaches for fire safety, access of emergency vehicles, and the emergency departure of a parked coach. Reserve a location early and notify the Chapter Secretary at least 4 months prior to the Rally month to give adequate time to publish in the FMCA magazine’s Association Calendar.

2. General Terrain – Parking should be on level solid ground. Consider whether the parking area will handle the weight of coaches weighing in excess of 15 tons (30,000 pounds).

3. Activities – Festivals, historic sites, natural wonders, and local are great for adults.

4. Utilities and Facilities – Electricity at each site is usually preferred, particularly in hot or cold weather. Water and a dump station should be available nearby. A building or shelter for use in case of inclement weather should be also available.

B. CONTACT PERSON IN CHARGE OF SITE

1. Availability of Site – Determine that the site is available for the dates of the Rally. A list of all sites with information of where this Chapter has visited before is available on the web page www.coastaltarheels.com or from the Secretary. New locations are encouraged.

2. Price – Determine how the camping fee is calculated and inform membership in Chapter meeting & Newsletter. Inquire with the campground if there is a discount group rate, and if there are extra fees for air conditioning, electric, or building/shelter use.

3. Reservations – When must reservations be in? Individuals generally will call the campground for their own reservations, but will you require them to also call you (Hosts can contact the campground to get the number of people reserved under the group Chapter). Will you make all the reservations with the campground instead? When must reservations be cancelled? Can the campground handle "Early Bird" arrivals and will discount group rates still apply?

4. Special Facilities – Will a shelter or building be available? Is an additional fee required for the shelter or building? Is it air-conditioned or heated? Are there plenty of tables & chairs?

5. Contract – Obtain all agreed-upon information in writing, if required, particularly the dates and price. Negotiate a formal contract if required.

C. PUBLICATION OF RALLY INFORMATION – Provide, as a minimum, the Rally location to Secretary at least 4 (6 is optimum) months prior for publication in the FMCA magazine’s Association Calendar. Provide the following information to the Chapter’s Newsletter editor in time for publication (the earlier the better):

1. General Plans – Date and location of the Rally, activities planned, and meal arrangements. Provide the campground’s telephone number for making reservations.

2. Cost – Provide detailed information concerning the camping charges, if the Rally fee will be more than the standard amount, and special fees, such as for meals, tours, or attractions. Indicate what fees must be submitted in advance with reservation.

3. Directions – Give detailed directions to the Rally site, including route numbers and exit numbers, mileage from certain points, landmarks, etc. Give directions from opposite points of arrival. If necessary, provide a map or diagram that can be reproduced in the Newsletter. In preparing directions, assume that members are unfamiliar with the area.

4. Things to bring – List those things that attendees should bring to the Rally, such as covered dish for a potluck dinner, log for a fire, or special items (costume, musical instrument, leveling blocks for uneven terrain, extensions cords, hose). With large Rallies, you can split items between people (a technique is to use last names, Example: "A thru L brings salads and M thru Z brings desserts").

5. Emergency Information – Include a telephone number at or near the Rally site for attendees to leave at home so they can be reached in the event of an emergency. Also consider providing a CB channel or cellular telephone number that will be monitored by Rally Hosts to help attendees find the Rally parking area if area is particularly difficult to find.

6. Reservation Form Information – Provide the Secretary or Newsletter editor with whatever information you may need from Rally attendees for planning the Rally. Much of this information can also be attained during Chapter business meetings. Members will normally make their own reservations directly with the campground and you can get the number of reservations directly from the campground. If you passed around a "Sign-Up" list at a previous Rally, announce (& post in Newsletter) if this list will be used in lieu of making your own reservations or if this list is only for Hosts planning purposes. For example, in addition to name, you may need the length of coach; arrival date ("Early Bird"?) and time; and F (or L or C) number; requests for handicapped parking; number of people who will participate in a particular event (such as a catered dinner; attraction, or tour); amount of money to be included with reservation and what it covers, such as camping deposit and/or meals; person to whom check is to be written; person and address to whom reservation form is to be sent. Include what forms of payment the campground will not accept (some campgrounds cannot accept credit cards or personal checks).

D. PREPARATION

1. Supplies and Equipment – Arrange to obtain Rally equipment, such as coffee pots and signs, from the Hosts at the preceding Rally so you can ensure that they are clean and in working order for your Rally. Purchase any necessary supplies. Some item costs can be reimbursed at the President’s discretion or by membership vote.

E. RALLY DAY

1. Helping Members to Get to Rally Site – Arrive early and place signs and arrows at strategic places to assist members in getting to the site. Ensure that someone will monitor the designated CB channel or cellular telephone.

2. Parking – Assist members in getting parked or get someone else to assist in parking.

3. Registration – Greet and register arriving members. Collect fees. Keep an accurate list of attendees and the fees they pay. Provide each attendee with appropriate printed material, such as a Rally schedule, marker for coach and/or car windshield to indicate that registration is completed, pamphlets about the local area, and tickets for planned events.

4. Morning Coffee – Be responsible for starting the coffee and setting out the goodies (toast/English muffins/bagels and butter and jelly) on Saturday and Sunday mornings. Check electrical circuits for enough power. A large coffee pot or toaster needs about 20 amps, so only one pot can be plugged into any one circuit.

5. Activities – Organize and run planned activities. Tours, festivals, and local sightseeing are fun, activities that bring the group together always work well. Examples: homemade ice cream (everyone either makes a freezer full or brings the toppings); talent show, potluck dinner (with theme?); evening campfire (with fried pies, marshmallows, or hot dogs). In addition, it is recommended that you provide activities for Friday night and make arrangements for Saturday night dinner. Dinner on Friday night is optional but attendees should be informed of plans for dinner – or on your own dinner – in the Newsletter the previous month. The Business Meeting is routinely scheduled for Saturday night after dinner; however with concurrence of the President, the time may be changed. Schedule published in the Newsletter should be adhered to.

6. Emergencies – Ensure that emergency phone numbers (fire, police, medical) are posted or are otherwise readily available.

7. Going Home – Check the Rally area after most of the members have left to ensure cleanliness, etc. Thank the person in charge of the property.

F. AFTER THE RALLY

1. Newsletter Report – At end of the Rally, provide a Rally summary of activities to aid the Newsletter editor. Submit as much of the Newsletter content as you like and you can even write most of it! As a minimum, include the number of coaches and names of all people in attendance.

FOOTNOTE: While this material indicates that the Rally Host and Co-Host is to do the work, it is intended that only the responsibility is his/hers. Commandeer whatever help is necessary, and in fact, most people will gladly volunteer, especially if contacted in sufficient time.

This is a guideline of suggestions to help for planning a Rally. The idea is to develop a list of meals, restaurants, caterer and source of supplies and suppliers from which to choose for a Rally.

"Early Birds" Thursday PM _____________________________________________________

"Early Birds" Friday AM _______________________________________________________

Friday PM ___________________________________________________________________

Saturday AM _________________________________________________________________

Saturday PM _________________________________________________________________

Sunday AM __________________________________________________________________

Breakfast Menu suggestions

- Continental Breakfast: Sweet rolls, breads, muffins, coffee, hot tea, juice, etc.

- Breakfast Casserole, biscuits, coffee, hot tea, and juice.

- French Toast, bacon, fruit, coffee, hot tea, and juice.

- Fried or scrambled eggs, sausage, grits, bread, coffee, hot tea, and juice.

- Oatmeal, toast, cantaloupe, coffee, hot tea, and juice.

- Pancakes, bacon, fruit, coffee, hot tea, and juice.

- Sausage biscuits, grits, fruit, coffee, hot tea, and juice.

Dinner Menu suggestions

- BBQ Chicken, cole slaw, baked beans, bread, drinks.

- Beef Stew, bread, crackers, drinks, and dessert.

- Catered dinner by local caterer, Dutch treat.

- Fish Fry, baked beans, slaw, bread, and drinks.

- Grilled cheese sandwiches, soup, chips, and drinks.

- Hot Dogs, and/or burgers, baked beans, chips, and drinks.

- Local restaurant of choice, Dutch Treat.

- On your own, no Rally plans.

- Pork barbeque, cole slaw, baked beans, bread, and drinks.

- Pot Luck dinners and drinks.

Source of Supplies:

Sam’s Club

Food Lion, Etc.