Creating A Flyer & Rally Planning Checklist

CREATING RV RALLY FLYERS

Rally Flyer Overview

-       Rally Masters are authorized $100 to assist in purchasing needed supplies and/or food items for use by all attending the Rally.  Additionally, Rally Masters are authorized to recoup the cost of two campground nights, up to $100 in total, from the Roadrunners Club (the Rally Master is authorized to allocate one or both of these nights for use by the Co-Rally Master).  

-       Rally Masters work with the Rally Master Coordinator prior to submitting the required ONE PAGE Rally Flyer in MSWORD format to the Communications Officer at tvroadrunnersrv@gmail.com.  The Communications Officer sends a copy to the Webmaster.  Once the Flyer is on the website, the Roadrunner Communications Officer posts a link to the Flyer in the Roadrunner Google Calendar. 

-  Rally Masters provide paper copies of Flyer to as needed to Club Members at monthly Roadrunner Club meetings.

- All Rally Participants must be up to date regarding annual club dues and it is a Rally Master responsibility to check the list of Rally Participants against the latest Roadrunners Club Roster.

-  Roadrunner Webmaster will post the Flyer to the website. 

-  Roadrunner Rally Master Coordinator will reach out to each Rally Master to help assure all planning requirements are met.

Rally Flyers must at a minimum address the following:

-       Picture(s) related to upcoming rally (small thumbnail at top of flyer)

-       Campground:

o   Check-in date

o   Check-out date

o   Cost per night

o   Website and Phone Number

o   Address

o   Cancellation Policy

-       Other important campground information such as: cutoff date for making campground reservations, full hookup, no sewer, route to campground restrictions, etc…

-       Itinerary items (schedule of group and optional activities, provide info regarding any tickets that need to be purchased immediately)

-       Activities and points of interest in the area

RALLY CHECKLIST

INFORMATION MANAGEMENT: 

• Create and maintain a Rally Participation Spreadsheet that contains names, email addresses, cell numbers, and campground site numbers

• Keep all Rally members informed by using a group email distribution list and/or a group text stream 

• In direct coordination with the Rally Master Coordinator, create a one-page Flyer in MSWord format that includes:  

  • • a key picture regarding the rally (i.e., campground, venue, etc), check-in date, check-out date, cost per night, campground website, campground phone number, campground address, cancellation policy.  

    • Include other key information such as: reservation cutoff date, full hookup, no sewer, restrictions regarding the route to campground, etc..

    • Itinerary on Flyer includes:  schedule for group activities such as breakfast potlucks/coffee, lunch/dinner potlucks (heavy meals or Hors d'oeuvres or pastries or deserts...), public events, shopping, sporting activities, optional activities and free time.

    • Important note:  breakfast time gatherings (potlucks or just coffee) are daily desirable events.  These morning gatherings go a long way in keeping everyone informed and included.  These sessions also gives an opportunity for new people to easily join-in on activities.

LEADERSHIP:  

• • • Team-up with 1 or 2 couples to share load, select dates and discuss locations.  If possible one should already been a Rally Master

    • Work directly with the Roadrunner Rally Master Coordinator to assure the Rally Flyer and all planning requirements are met.  

LOCATION CONSIDERATIONS:

• • • Select one or two potential sites based on local interest or prior successful rally

    • RV friendly highway access

    • Initial call to campground and/or Chamber of Commerce to see if any surprise conventions/activities (i.e., bike week, Oktoberfest, area activities, potential special events, etc.)

    • Activities for everyone (hiking, museum, local history, theater, bike paths, swimming/fishing/shopping/evening activity/restaurants....

    • Main Events:  Bristol Speedway, Barter Theater, Foxfire light show, local concert or theater, museum visit, bus tour, etc

    • Range of most attended rallies are within 150-200 miles from Tellico (although shorter and longer rallies need common

    • Ideally a trip to check out campground, local facilities and speak with Chamber of Commerce, restaurant management for private room, etc will minimize surprises

CAMPSITE FACILITIES/AMENITIES:

• • • Level sites(some long enough to fit 40' rigs, wide enough for 4 slide outs

    • Animal friendly

    • Full-service connection considerations (50amp, 30amp, sewer, water and cable)

    • Pavilion for group meetings (breakfast/dinner)

    • Nice Views

    • Cordial Camp Management, get name of Campground Manager name and number...get after hours phone number

    • Reasonable costs

    • Make initial block reservation, inform rally attendees how much time they have to secure one of these block reservations

TYPICAL RALLY AGENDA:

This is an example of an agenda for a 4-day rally.  Parties, tours, or other optional activities are planned by the RALLY MASTERS, depending on the location.

     Day of Arrival-

• • •  5:00 pm - Social and cocktails

    •  6:00 pm - Potluck - Heavy hors d’oeuvres

    •  8:00 pm - Campfire time

     Second Day

• • •  8:30 am Coffee, potluck breakfast

    •  Participate in a planned activity or enjoy time on your own          

    •  5:00 pm Social and cocktails

    •  6:00   Planned Dinner

     Third Day

• • •  8:30 am Potluck Coffee, fruit bowl, pastry, etc.

    •  Optional planned Activity

    •  5:00 pm – Social and Cocktails

    •  6:00 pm – Potluck Dinner

    •  8:00 pm – Campfire Time

     Last Day

• • •  8:30 am - Coffee, fruit bowl and pastry

    •  Depart for home……….Safe Travels