CAMPGROUND RESERVATIONS

Campground reservations must be made months in advance in order to obtain sufficient numbers of sites for the group. Schedule the campout for the first week of the month, if possible. Make an estimate of the number of rigs that will attend. Obtain campground information such as: group rates, cancellation policy, campfires, recreation rooms, kitchen facilities, hot showers, motorbikes, water, electricity, sewer, dump station, pet policy and fee. The Chapter does not camp where pets are not permitted or unduly restricted. When a deposit is required, ask the Treasurer to prepare a check and mail it to the campground reservations office. The host shall assure that a written confirmation of the reservation is obtained.

ASSISTANCE

Find a co-host to help with the preparations and camp duties. Request assistance on any phase of the host responsibilities from any member at the campout. Members are all willing to share in the fun of making the campout enjoyable and will help in any way that they can.

NEWSLETTER ANNOUNCEMENT

Provide the newsletter Editor with a final draft campout registration form that includes a description of the campout, the campground fees, Chapter fee, special dinner costs, campout dates, talk in simplex and repeater frequency, campground driving directions or map, and a registration cutoff date. Include a cut-off coupon to be mailed with the registrant's check. The form should be no larger than one 8 1/2" x 11" page.

CAMPOUT REGISTRATION

The host keeps records of sign ups and payments received. Unless prior arrangements are made with the Treasurer, the host is responsible for depositing member registration checks using Chapter deposit slips provided in advance by the Treasurer. Notification of the transaction will be given to the Treasurer at the host’s earliest convenience. Deposit receipts may follow at a later date.

CHAPTER FEE

The purpose of the Chapter Fee is to compensate for the hosts expenditures for raffle prizes, morning coffee, party favors, and other incidental expenses. The fee is not used for the recovery of meal costs. The amount of the fee is typically $5 per registration, but may be more or less. Application of a Chapter fee for a campout is entirely at the discretion of the host.

CAMPGROUND PAYMENTS

1. Campgrounds often require a deposit ($100 or so) at the time of initial reservation.

2. At one month before the campout, campgrounds may require a payment for the cost of the first night.

3. During the campout, a final payment is made for the total, less the previous deposits made in item 1 and 2.

The Treasurer, or another Officer with signature authority, will make each payment. Persons registering late, may be required to register themselves directly with the campground and may not receive the group rate.

PROGRAM.

Type a program of events, and make enough copies to hand out to each rig. Programs should include: Campout member roster with call signs, site assignments, morning nets, time of coffee breaks, time of business meetings, time of any potlucks/dinners, time of campfires, and time and description of any special excursions. It is desirable to have a campfire program; music, a speaker, a slide show or whatever would be appropriate. Such a program is, however, not essential.

RAFFLE PRIZES.

Acquisition of raffle prizes and determination of the form of the raffle is up to the host. Coordinate with the Sgt at Arms for the raffle tickets.

HOST ARRIVAL AT CAMPGROUND.

Hosts should arrive early. Some hosts choose to arrive the day before the campout. Place signs/streamers at road turns and campground entrance, if necessary, to assist incoming members. Advise campground management of Chapter arrival. Assign sites with campground approval.

TALK IN FREQUENCY.

Monitor the talk-in frequency and guide incoming rigs into the campground.

CAMPERS ARRIVAL AT CAMPGROUND

Hand out information packets/programs. Collect campout fees from anyone who has not mailed in their fees earlier. Direct campers to assigned sites and assist with parking, as needed.

COFFEE.

The Hosts decide if coffee shall be provided. If coffee is to be made, arrange with the previous hosts to have the coffee pot, and accessories there, or take them home with you from the previous campout. Clean the pot each day, and make sure the pot(s) and associated supplies are handed over to the following month's host.

MEETING

Coordinate the time and location of the Chapter meeting with the President.

FIRE PIT.

When a campfire is permissible and appropriate, request in the published campout notification, that members bring firewood and/or fire tubs, if none are available at the campground. Assure that the fire is made in campground approved areas and assure the fire is safely out each night.

ATTENDANCE RECORDS AND FINAL CAMPGROUND PAYMENTS.

Keep a record of the number of nights that each member camps, along with their campsite and pet payments. On the morning of the last day of the campout, tally the campground expenses, obtain concurrence of the Treasurer, or other officer with signature authority, and make a final payment to the campground. If available, the Treasurer should accompany you to the campground office. If the Treasurer is not available, request that the President or Vice President (who has signature authority) accompany you, and obtain a receipt for the Treasurer. Do this on the last day. If the campground offers free nights for the host/Wagonmaster, instruct the campground to reduce the total billing by an equivalent amount in lieu of the host/Wagonmaster free nights. It is Chapter policy to return such refunds to the treasury in lieu of to the host/Wagonmaster.

HOST EXPENSES.

List the host expenses in direct support of the campout and present the list and expense receipts to the Treasurer for reimbursement. It is not Chapter policy to refund host travel or routine camping expenses. It should be noted that hosts are not expected to bear any out of pocket costs for group campout expenses.

LEAVING THE CAMPGROUND.

Pick up the signs/streamers, if used, and hand them over to the next host along with the coffee pot, and associated gear. Patrol the campground and leave it as clean, or cleaner, than you found it.

REPORTS.

Prepare, or delegate preparation of, a campout news item for publication in the next Ham-O-Gram. Coordinate with the newsletter Editor concerning word count and submission date.

CAMPOUT ATTENDANCE PROBLEMS

If you cannot fulfill your assignment as host, the co-host may assume your responsibilities. If this is not feasible, find a volunteer to replace you. Advise the Wagonmaster of host changes, or to request assistance in finding a replacement.