Planning a Rally – Notes for Hosts/Rally Masters
There is no set agenda for a monthly rally – it is completely up to the hosts to decide the events for the week. However, some of the activities have settled into a kind of routine that might be used as a framework for those starting to think about what to do, bring, and eat.
You (or potentially the Wagon Master if the two of you decide that) will be making contact with the campground. You will need to reserve enough sites to accommodate the families who wish to attend - usually 10-15 sites. We recommend that you start early and get a potential number as soon as is possible.
Agenda -- Of Course Subject to Modification by the Hosts
Day 1
Participants are expected to arrive at the selected campground by mid to late afternoon, with a Meet and Greet scheduled for 5:00 PM. Folks bring their own drinks and the hosts provide snacks. or a meal The hosts may also request that participants help with the food.
Such snack items may include such items as chips and dips, veggie plates, cheeses, hot hors d'oeuvres, etc.
Note: It has been suggested that the snacks be kept on the lighter side so that folks do not ruin their dinners. You may want to suggest that the snacks rotate from person to person throughout the week in order to simplify things).
Plan on having on hand:
- Bowls
- Serving platter(s)
- Smaller paper plates
- Plastic silverware
- Napkins and paper towels
- Tablecloths
- Tent
The location has generally been at the camp site of the rig that has the most room, the site of the host, or the site of the President. If the weather is bad and the campground has a meeting space, you may want to move inside.
Dinner after the Meet and Greet can be anything the host determines to be good for socializing. We have had a bbq, ordered pizza from a nearby place, used hot hors d’oeuvres as dinner, had folks bring their own meals to a central spot, or tell families that they can eat on their own. What you decide will determine what supplies you need to consider having available. For example, if you have a bbq, you may want to provide the condiments, meat, buns, side salads, and a dessert. Participants would be expected to bring over their own plates and silverware, as well as drinks. Alternatively, participants could bring their own meats, and the hosts provide the rest.
Day 2
We have generally started with a breakfast, followed by the month’s meeting. You may want to be sure there is a place at the campground where you can set up the various electrical appliances, serve food, and then have the meeting. This can be at one of the sites or in a covered area owned by the campground. Participants provide their own plates, silverware, and coffee cups. If a coffee pot is not available, tell folks to bring their own coffee as well. Another alternative is to have a daily continental breakfast Tuesday through Friday of the camp out week. The food does not have to be elaborate -- it's more of an opportunity to gather and plan the day's activities.
Note: Other members are often willing to help provide equipment and/or supplies. For example, the Epsteins and the Henderson/Nelsons each have griddles; the Metcalfes have an extra frying pan and a table; several coaches carry table cloths; and extra tables may be on board as well. Feel free to ask for “donations”.
Following the meeting, there will be a time for clean-up, and then you can schedule an activity for the afternoon. Dinner can be on your own or a community gathering, with folks bringing their dinners to a central area.
Day 3
The hosts would be responsible for having a list of possible activities available to participants. The group can decide to break into smaller subsets, depending on interest, or go to a place together. Biking, water activities, fishing, museums, train rides, hikes, drives, shopping, wine tastings, or other events specific to the area are all possible. In some cases, we have also set up a lunch together at a local restaurant that can handle larger parties that can accommodate separate checks. It is good to plan ahead with the restaurant if you decide to go that route. Dinner can again be on your own, at a local restaurant, or a community meal.
Day 4
The last evening has generally included a cocktail hour followed by a pot luck dinner, with each family providing a meal. We have not structured this carefully in the past, but you can orchestrate that if you want to be sure that there is a balance between main entrees and side dishes. We have had ice cream sundaes for dessert, as well as baked goods on other occasions. You may again want to have this meal under cover if weather predictions are iffy. It depends on what is available at the campground, of course. Because prep time is an issue, the activities for the day may need to be closer to home, or at least limited in time so that folks can get back to the campground in time to prepare dishes.
Plan on providing:
- Table cloths
- Napkins
- Some snacks
- Salt and Pepper
- Paper plates if needed
Participants will need to bring their own plates and silverware, as well as drinks.
Other Notes:
Evening activities have included such things board games, cards (Hand and Foot), movies, camp fires, and just general conversation. The group seems to decide things organically. If you have a campfire, most campgrounds ask that you use wood obtained from them, but you can check with your site to be sure.
Local Chambers of Commerce are generally very helpful and can provide information on area sights and activities. They are also happy to send you maps and guides if you ask them for extra copies. The campground owners also know a lot about what folks can do in the area.
Help is also available from the Club’s Wagonmaster, past hosts, and the Club President. You should always feel free to ask any of these folks for assistance whenever needed. All are available by phone and/or email.