Arizona Chapter FMCA

1
Arizona Chapter FMCA

• Rally Master Guidelines

2
Location

• Generally, the rally location is determined by
  the 1st Vice President (Wagon Master). Upon
  locating a rally site, the Wagon Master will make
  all of the arrangements for the facility.
• Prices, Dates, Site Rules, Contracts, Insurance
  Certificates, Etc.
• If you find a site that you would like to go to
  as a Rally Master, ask the Wagon Master to make
  the necessary arrangements for the site.

3
Getting Informed

• Look at the Chapter Standing Rules for such
  things as
• 1. Refund Policies for Rally Fees, Parking and
  Food
• 2. Rally Masters Rally Fee
• 3. Committee Parking for Early Arrival
• 4. Show coach Fees
• 5. Trailer Towing

4
Committee

• Upon accepting the position of Rally Master, form
  a committee of several couples to assist you in
  the following areas.
• 1. Pre- Registration Someone to prepare a
  registration list to include such things as how
  much paid, handicap parking, first timer, guest,
  or any other information that may be needed.
• 2. Parking Set up parking spaces for special
  needs, ie. Handicap etc., set up directional
  signs, check off arrival against the registration
  lists/
• 3. On-Site Registration Greet incoming members
  and guests, check off registration list, present
  Rally hand-outs, door prize tickets, present name
  tags to guests and first timers.
• 4. Coffee have someone (early riser) prepare
  early morning coffee.
• 5. Cooks Determine who will be doing the
  cooking for each meal prepared by the committee.
• 6. Clean-Up Assign clean up duties.

5
Organize meals

• Meals What meals will be provided by Committee
  Prepared, Pot Lucks, Catered?
• 1. Committee Meals Determine which meals the
  committee will provide, then estimate the cost of
  the foods to be prepared. Make sure you consider
  the extras such as white paper for table
  coverings, salt, pepper, sauces, side dishes,
  etc. Most of your food items can be purchased as
  such places as Costco, Sams club, Wal Mart, Smart
  Final, etc.
• 2. Pot Lucks Prepare and publish a theme for
  the pot lucks. Make sure everyone is informed as
  to what type of food to prepare such as
  specialty meals like Mexican, Chinese, Steak
  Potatoes, etc. Pot Lucks might be evening meals
  or breakfasts.
• 3. Catered Meals Make sure the price you
  receive from the caterer includes tax and tip.
• Use your best estimate for calculating the food
  costs. It may be best to approximate the costs
  on the high side. If in error, the Chapter will
  reimburse you. There is no full proof method for
  this estimate.

6
Organize theme

• Holidays
• Special Occasions
• Westerns
• 50s, 60s, 70s
• Consider such items as
• 1. Hall decorations for the chosen theme.
• 2. Dress-up day Costume Party, Style, Casual,
  Smart Casual, etc.
• 3. Table decorations
• 4. Plays and or Skits presented by Chapter
  Members and or Committee Members
• 5. Professional Entertainment

7
Organize activities events

• Day time activities such as games, golf, side
  trips, etc.
• Evening activities such as cards, bingo,
  entertainment, dancing, etc.
• Happy Hours snacks etc.
• Prepare a complete schedule of activities to
  include time, location, special needs, then
  publish the schedule in the newsletter, on the
  web page, and at the Rally on the White Board.
  The newsletter editor and the web master will
  assist you in these publications.
• Remember, have fun. If you were at a
  previous rally where you had fun, the group
  attending your Rally will want to have fun too.

8
Publish your rally

• Newsletter
• The Newsletter Editor will need your registration
  information before the newsletter deadline date.
• 1. Rally Location, date, phone numbers and
  direction.s
• 2. Reservation Deadline.
• 3. Rally Cost Breakdown and name and address to
  whom the check should be mailed.
• 4. Committee Members
• 5. Rally Schedule, and any special notes such as
  dry camping, handicap parking etc.
• Web Site
• The Web Site Manager will assist you in listing
  your rally on the Arizona Chapter Web Site.
• 1. Prepare a flyer for publishing.
• 2. Include all of the information listed above
  for the Newsletter.
• Meetings
• Talk about your upcoming Rally at the Chapter
  Meeting held at Rallys prior to yours. Make it
  fun and exciting to insure best possible
  attendance.

9
finances

• Income
• Rally Fee (3.00 x _____ Coaches)
  __________
• Coach Parking (Daily parking from Wagon Master)
  (Fee x ____ Coaches) _________
• Meals (Estimated food cost plus any catered
  meals) (Fee x ____ Coaches) ________
• Total Rally Fees ________
• Chapter Funds
• Facility Deposit (if paid by Chapter)
  
  __________
• Facility Rent Balance (if paid by chapter)
  
  __________
• Total Facility Rent Paid
  
  __________
• Rally Door Prize(s) Issued
  
  _________
• Other Income
• Vendors
  
  __________
• Other Income (List)
  
  ________
• Total Income
  __________
• Expenses
• Catered Food __________
• Committee Food __________
• Coach Parking __________
• Decorations __________

10
Rally master

• Have Fun Volunteering to be a Rally Master is
  fun and rewarding.
• Meet with your Committee Members Brainstorm,
  Schedule and Plan.
• Funds can be handled separately or in your
  personal account.
• Dont worry, the Chapter will make up any
  shortfall.
• Remember, the Wagon Master is always available to
  help you plan a successful Rally.