The Hosting of a Rally is an extremely rewarding experience.  These guidelines are intended to assist in the process of conducting a fun-filled Treasure Coasters Rally. 

11/3/2015

Members of Treasure Coasters are encouraged to host or be a member of a hosting team.

Rally hosting may be a bit intimidating for those who have never hosted a rally, but it can be a   very rewarding experience and can provide a real sense of being a contributing club member.

Hosting can be fun and is an excellent way to get to know club members.

There are no Rules & Regulations – This document is simply a guide.

As host, you are free to conduct the rally as you wish.

Step 1.  Recruit the Team

            a.  Pick one or two couples to assist (Can be long time TC friends or new members)

            b.  Decide on the Team Captain (This will help in decision making & delegating)

            c.  Share email addresses & phone numbers (Communications is critical – no surprises)

            d.  Hold several planning meetings (Can be during a Rally, at a home or restaurant, etc.)

            e.  Select one Team member to be the treasurer (collect registration forms & fees)

Step 2.  Determine the Theme

               A theme is not necessary, but can be fun and a good guide for food & decorations.

            a.  Time of year (Halloween, Christmas, Valentine, etc.)

            b.  World Places (Hawaiian, Mexican, Western, etc.)

            c.  Timeframe (20’s, 50’s, future, etc.)

Step 3.  Plan the Agenda

a.  Contact the RV Park (Introductions, expected sites needed, reservations & payment policy, restrictions of clubhouse and kitchen)

b.  Research the Area for things to do (Google & Google Maps can be a great help to find locals attractions e.g. museums, theaters, sporting events, parks, etc.)

c.  Decide on evening activities (Games, storytelling, seminars, campfire gatherings, business meetings, talents shows, hired entertainment, etc.)

Step 4.  Plan the Meals

            a.  How many meals to have?  (Historically hosts have provided cooked or continental breakfast, ice cream social, and a cooked dinner.  Hosts have the option to have pot-luck meals, picnic meals, brown bag meals, catered meals, or no meals at all).

            b.  What kind of meals?  (Eat-out, Catered, Pot-Luck, Brown Bag, Grill-out, Host prepared)

            c.  Considerations for meals

1.  Number of people – restaurant and/or clubhouse restrictions

2.  Preparation time – Pre-cook or cook-on-site

Step 5.  Shopping for Meals

            a.  Develop a Budget (This becomes the maximum $$ to be spent – Based on the number of attendees, decorations, entertainment, and perhaps minor purchases for rally bin replenishment)

            b.  Obtaining the food (Make a detailed shopping list – Be specific on what to buy and how much to buy for your Rally only.  Do NOT impulse buy and no stocking the bins)

            c.  Shop together or Split the duties (meats, deserts, etc.)

Step 6.  Keep Accurate Records

            a.  Keep all receipts for expenses & give to Team Captain for reimbursement.

            b.  Complete Expense Report (Be prompt & accurate & attach all receipts)

            c.  Submit Expense Report to Club Treasurer (at rally conclusion if possible)

            d.  Use the Treasure Coasters Rally Expense Form (It becomes an auditable document)

             e.  For Auditing purposes make sure receipts only list rally expenses and not personal expenses.

TC Rally Expense Report (See Below)

https://docs.google.com/document/d/1KlFCl2FwHXBxh4qyYPKTktoJSIHaA7xeii454h9j_2o/edit?usp=sharing

       Miscellaneous Considerations

After the last meal & before departing

            a.  Pack the bins carefully – put items in the proper bin & pack items for transportation

            b.  Collect ALL Treasure Coasters property – American flag, TC Banner, white-board, etc.

            c.  Assure all Treasure Coasters property & bins are transferred to the next Rally Host

            d.  Leave a clean clubhouse & kitchen – The appearance we leave behind is a reflection of the Treasure Coasters Chapter of FMCA