Campout Host Guidelines
Revised 6-12-2012
GENERAL
Sam’s Radio Hams monthly campouts have been the highlight of member experiences for the decades since the chapter was founded. The keys to success of our campouts are the members who volunteer to be the Camp Hosts and Co-hosts. Hosting a campout is one of the ways that members enhance the camping experience and contribute to the success of the Chapter.
At the beginning of each year the Wagonmaster sets the camp schedule for the year based on input from those members who volunteer to host the campouts. When a member decides that they want to host a campout, they pick a campground, and a date, decide on a camp theme, select a co-host and plan the schedule of activities. The host determines how much each camper will pay based on the activities, menu and campground fees. Once that is determined the host creates a registration form and submits it to the webmaster and newsletter editor for publishing.
The guidelines listed here can be used as a checklist
CAMPGROUND RESERVATIONS
Many Southern California campgrounds are very popular and reservations must be made months in advance in order to obtain sufficient numbers of sites for the group. The following steps are key:
Schedule the campout
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
Fee
Pet policy
Note: The Chapter does not camp where pets are not permitted or unduly restricted.
If a signed contract and/or deposit check is required by the campground, coordinate with the Treasurer for review and check issuance. The host shall insure that a written confirmation is obtained stating dates, agreed upon facilities, costs including fees and cancellation policy, room reservations and sites..
ASSISTANCE
Find a co-host to help with the preparations and camp duties. Delegate meaningful activities to the co-host in order to enhance their hosting experience.
Hosts may 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 and location of the campout
The campground fees, chapter fee, special dinner costs
Campout dates
Talk in simplex and repeater frequency
Campground driving directions or map
Registration cutoff date
If campfires are allowed, request that members bring firewood and firetubs if not provided by the campground
The form should include a cut-off coupon that includes the hosts mailing address, 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 on a form provided by the Treasurer that includes a summary list of registered campers and fees paid. 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. It is possible for the host to deposit the checks (see the Treasurer for information)
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 Chapter fee is determined by the officers based on the current cost of those expenses. 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 (agenda), and make enough copies to hand out to each rig as they arrive. Programs should include:
Campout member roster with call signs
Site assignments
Morning nets
Time of coffee breaks
Time of happy hours
Time of business meetings
Time of any potlucks/dinners
Time of campfires
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
A raffle is usually held at the conclusion of the Chapter business meeting. Acquisition of raffle prizes and determination of the form of the raffle is up to the host. The hosts should 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. If possible, arrange with the campground to allow hosts to assign sites and advise the campground of site assignment.
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, 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. 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 hosts 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.