ROCKY MOUNTAIN CHAPTER. Of The FAMILY MOTOR COACH ASSOCIATION RALLY PACKET

Transcription

1 ROCKY MOUNTAIN CHAPTER Of The FAMILY MOTOR COACH ASSOCIATION RALLY PACKET

2 GUIDELINES FOR RALLY HOSTS MONTHLY RALLIES 1. Rallies are held on the third Friday, Saturday and Sunday, April thru October. 2. Locations are chosen by the 1 st Vice President (VP) and reserved by a signed agreement between the campground and the 1 st VP of RMC. If a campground deposit is required, the 1st VP will send a copy of the agreement to the RMC Treasurer for payment. Hosts should review this agreement before the event to confirm the dates & number of spaces reserved, campground amenities, campground contact information, etc. Campground sites should be reserved by each member attending the rally and sites assigned by campground personnel. Hosts should work with the campground personnel directly for specific sites for the host coaches and handicapped spaces. 3. Plan your week end programs. Obtain decorations and door prizes and most of all have fun doing this! 4. The rally information and registration form must be completed and ed to the newsletter editor at least 60 days before the event to ensure timely posting. Please use the rally schedule sample in this packet for format. RALLY FINANCES 1. Rally fees include a $5.00 charge per person over the age of 8 years old andadditional fees for any planned meals and/or activities. Checks for rally fees are payable to the rally host, not to RMC, and are mailed to the host. a. Rally fees do not include campground fees and are instead paid directly to the campground by each individual member attending. b. Hosts will pay vendors for food, activities, entertainment, etc. Rallies should be financially selfsupporting. Hosts may request up to $ in club funds to reduce member costs of meals, activities, etc. Requests for over $ MUST be approved by the Executive Committee. c. Check with the 2nd Vice President for availability of rally supplies before purchasing any items. d. Arrange your Sunday morning services with the RMC Devotions Coordinator; also, please remember to hold invocations before each meal. f. Hosts complete the Rally Expense Report and submit it along with receipts to the treasurer. If there is a surplus of funds after expenses, include a check for the amount payable to RMC. This may be done on the last day of the rally or within three weeks of the rally. 2. All requests for reimbursement to members for expenses incurred on behalf of the chapter must be accompanied with a receipt received at the time of purchase. Reimbursement requests without a receipt must be approved by the Executive Board.

3 ROCKY MOUNTAIN CHAPTER LaJunta, CO KOA West US Highway 50, LaJunta, CO (800) OR (719) May 18 20, 2012 Directions: I-25 to exit 100 A; Go east on Hwy 50 for approx 60 miles. Entrance is between mile markers 376 & 377. FRIDAY: 5:30PM: Social Gathering: Bring your favorite hors d oeuvres to share along with your own beverage. Plates, napkins and silverware will be provided. 7:00PM: Unique outdoor activity at Group Fire Ring; coon skin hats optional. SATURDAY: Morning: Breakfast on your own. 10:00 AM: Business Meeting. Afternoon: Lunch on your own. 12:30 PM: Leave for the Fort. 1:00PM? PM: Guided Tour of Bent s Old Fort National Park Admission free with Golden Access Passport or Interagency Access Pass; otherwise $ 3.00 per adult. 5:00PM: Social Time - bring your own beverage. 5:30PM: Catered Dinner bring your own plates, napkins and silverware. 7:00PM: Card Bingo - bring quarters. SUNDAY: 8:00AM: Devotions. 8:30AM: Continental breakfast. Bring your own coffee. Please make your own campground reservations; you will pay KOA upon arrival. Nightly fee is $ 32.39/night for 30 amp service & $ 36.39/night for 50 amp service There are only 24 spots reserved and only 4-50 amp service sites; all sites are pull thru and pets are welcomed. Registration Deadline: May 2, 2012 Rally Hosts: John & Bernie Gordon (303) Send check payable to: John Gordon Don & Carol Hart (719) Reed Street Jack & Connie Jones (719) Lakewood, CO cut here Name: Address: Phone: Please complete the following information: MH length: Slide outs: Yes No 50 amp 30 amp # attending Bent s Old Fort Tour Towing vehicle: Yes No Rally Fee: $ 5.00 per person X person(s) = Food: $ per person X person(s) = TOTAL =

4 Rally Registration Log Dates: No. Name - Last First Amount Check # Date Rec'd. # People Site # Totals:

5 Rocky Mountain Chapter - Rally Expense Report Location: Dates: Host: Co-host: Co-host: INCOME: Registration Fees Club Supplement Other Check # From: From: TOTAL INCOME: EXPENSES: Please remember to tape all receipts to a blank piece of paper Campground Deposit Rental Equipment Food Caterer Entertainment Other For: For: TOTAL EXPENSES: PROFIT / (LOSS): Remarks: