SUGGESTIONS AND RECOMMENDED DUTIES FOR WAGON MASTERS

Contact campground for available dates. (Try not to schedule on RV meeting dates – 2nd Friday of month).

Obtain from campground number of sites available and maximum length of RV the site will support.

Provide the head wagon master with rally information (clearing house) prior to scheduling the rally.

Once approved, provide the web master with detailed information for rally so it can be placed on the web site. Various forms are available for this function.

Negotiate best price and method of payment to campground.

Notify club members of rally dates and daily rates.

Provide information on site hookups (amps available, sewer, cable, etc). When appropriate assign individual sites.

Contact, schedule, and negotiate prices for outside activities.

Collect funds for above when necessary.

Present written campout information to members prior to the rally and include all of optional activities, including any costs to participate.

Ask campground to provide you with brochures and information on things to do in the area.

Check with local tourist information center or town chamber of commerce for more suggestions.

Locate restaurant to accommodate campers for an evening out, if so desired.

Check for clubhouse availability for club activities while at the campground.

Inform attendees the number of nights the reservation includes.

Inform attendees the cost for early arrival and/or extended days.

Obtain charges for additional people in the motor home and receive prior permission from wagon master for guests.

Notify the participants the minimum number of nights that each unit must pay.

Obtain camper’s RV unit size and slide information, if needed by the campground.

Make certain each attendee is a paid club member (excluding guests).

Record all payments received from rally participants.

Make members aware of the cancellation policy for the rally and include the last day a member can notify the wagon master they cannot attend, without losing their deposit fees for the reservation.

Notify participants of check-in and check-out dates and times.

Notify members for what activities they should wear club shirts, name tags, etc.

Notify attendees to bring plates, utensils, etc if necessary for activities.

Ask people to bring enough food to serve 10-12 people, ie pot luck dinner.

Make attendees aware of pet policies and/or additional financial obligations for pets.

Inform pet owners to bring animal records, especially their pet inoculation information.

Give each camper travel arrangements to include a map showing suggested route for attendees to arrive at the destination.

Establish channel 13 as the citizens band on your CB, for traveling.

Make every effort to arrive at the campground early to accommodate a smooth check-in process and be the last to leave insuring a safe departure for all campers.

Check campers upon arrival to insure they are comfortably settled and well informed.

Inform campers of wagon master campsite.

Provide a list of rally attendees, cell phone numbers, and if available their campsite, to everyone attending the rally.

Have attendees give you their cell phone number, to be passed on to a club officer staying behind, in case of an emergency during the campout. Give the list to an officer of the RV Club who will be in The Villages while you are away.

Inform attendees of daily programs and the erasable board displayed at the wagon master campsite.

Utilize club owned sign and banner, displaying it in a convenient location. The president of the club is the keeper of the sign and banner. Please return to the President after the rally.

Assume financial responsibility for preparation and planning for each rally.

Submit receipts for expenditures to the chairperson of the wagon master committee for consideration for reimbursement of the expenses.

Please include everyone in all activities.

Enjoy the rally.