RALLY CHECKLIST

Host or Co-Host should make initial phone contact or e-mail RV Resort:  Contact the
campground and ask for the person in charge of rallies.  Always visit the RV Resort in
person and maybe stay one night to get the feel of the resort and area.

1.        Do you have space available for a rally of _____ units on (date) _____?
2.        Will we be parked together?
3.        What type of hook-ups will you have (50 amp, water and sewer)?
1.        Do we have close access to the hall and kitchen?
2.        Will we have exclusive use of the hall and kitchen or will we be sharing?
3.        Is there a charge for the hall?
4.        Is there a fire ring available near the hall or near the group area?  Is there any
restrictions on firewood being carried in?
1.        Cost per site per night plus tax?
2.        Can we get the rally rate for early arrivals and late stays?
3.        Is a deposit necessary?
4.        Reservation fees should be no more than one night group rate in advance, balance
payable at check-in.
5.        Reservation should be cancel-able with full refund up to ten days before the rally.
(Reservation by our group are made in good faith and we expect the campground to be
reasonable if difficulties arise for our members requiring individual cancellation.)

1.        Can we get campground brochures and maps in advance with clear driving directions?
2.        What is there to do and see in your area?
3.        Any local events or entertainment ideas?
4.        Can we get a list and map of local services and emergency locations?
5.        What else should we be asking you that would make our rally more successful?

Host follows up in writing with the RV Resort
1.        Get all prices, commitments and arrangements in writing and send a confirmation,
letter or e-mail to the park, outlining your understanding with the campground.
2.        As the host, prepare a letter or e-mail to the rally master for publish in the
newsletter and website.
a.        A brief summary of the rally theme with dates, location/directions, phone number,
type of hookups, and costs.
b.        Highlights of the fun and fellowship planned.
c.        Confirmation date, when sign-up and money is due.
d.        What members should bring: food, games, chairs etc.
Phone the campground 30 days and again 7 days prior to your arrival to re-confirm your
dates, number of sites needed, roster, early arrivals and other arrangements.
1.        Upon the host’s arrival, pre-tag campsites for handicapped individuals.
2.        Money accounting: record all expenditures with receipts.
3.        Clean up: when rally is over, clean up the kitchen, hall and make sure all RV sites
are clean and tidy.  Leave the facilities as clean as you found them.

Remember the 5 P’s:
Prior-Planning-Prevents-Poor-Performance: Luck favors the prepared.