06/05/2023 lhrvgadmin

Wagon Master Duties

Wagon Master Duties

Wagon Master Duties (click here to download PDF version)

  • Read and understand the contract. The VP who made the contract will always help answer your questions.
  • Contact the RV park and identify yourself as the wagon master
    • Confirm the following:
      • Arrival and departure dates
      • Cost per rig
      • Deposits made and balance due
      • Roles and responsibilities they expect of you vs. them (for example, some parks require the wagon master to assign spots, most parks require one check for the balance but some collect from each rig directly…)
      • Clarify park policy if there will be more or fewer rigs than the reserved number and policy for those who plan to arrive before rally dates or stay beyond rally dates
      • Confirm clubhouse access
      • Stay in routine touch with your RV park contact and be sure that you have and continue to have a meeting of the minds
    • Customize the rally application with details for your rally – (click below to download the rally application to customize the application with details for your rally)
    • Submit the rally application to the club website manager for posting.

Prepare an itinerary of activities planned (click here for Idea List), and provide it to members signed up for the rally.

  • Make copies of the application and Itinerary to hand out at club meetings
  • Promote the rally and how much fun it will be at club meetings
  • Collect applications and money from club members per the contract. This can be a deposit followed by the balance, or it can be the entire balance at once.
  • Use the spreadsheet posted on the website to track all costs, and checks collected. Cost for any activities will be included on the application or paid separately by the member.   All checks will be given to the treasurer.  Obtain blank checks from the treasurer to be used for final payments.
  • Mail checks to RV park as required by the contract.
  • Make a list of attendee names and cell phone numbers and hand out to each rig, noting AED-qualified persons, if any.
  • Coordinate shared meals.
  • Communicate activities at the rally with handouts, whiteboard…
  • Have Fun