Revised 6/28/09

ORVW Event Host Information

I.       Prior to the Event

A.   The ORVW Secretary will contact the RV Park with a registration list of participants and all the information required by the Park. (one month  before the Event).

B.   At the same time, she will provide you with the following: 

1.     A list of participants, so you will know how many to plan for. 
2.     The name and location of the Park scheduled for this Event. 
3.     Information to assist you in contacting the Park for details about the facilities and rules and regulations that may effect activities you have planned. 
4.     Information about being reimbursed for expenses incurred by you. (currently this is $40 per Event).

C.   Develop an Event Agenda and submit it to the Secretary at least three weeks before the Event.  She, in turn, will send it out to participants in that Event.  This Agenda should include the following:

1.     Directions to the RV park.
2.     The days, dates, times and places of all the activities you have planned. (see the attached list of ideas for activities).

II.    During the Event

A.   The Secretary will provide you with a box of Chapter supplies. (Cups, coffee, plates, napkins, etc.)  Contact the Secretary before the event for an exact inventory.

B.   Have an Event packet ready for each participant, to include:

1.     A list of all participants names, (supplied by the Secretary).

2.     An Event Agenda.

3.     Information about local attractions, sites and activities. (when appropriate).

C.   Be available to greet participants as they arrive.

D.   Organize the use of all facilities - keys for doors, kitchen for cooking, tables for meetings and meals, campfires, etc.

E.    Help organize transportation to activities outside the RV park.

F.    Be the group representative to the RV Park when concerns arise.

G.  Lead or appoint someone to lead or assist in activities, scheduled events and clean up.  (Don't be afraid to ASK FOR HELP).  You are responsible for making sure that all areas used during our stay are cleaned according to the expectations of the Park.

III.  After the Event

A.   Get any receipts for expenses to the Treasurer for reimbursement.

B.    Email rally write up to the Secretary, who will forward to RVW for the magazine and to barbpace1@msn.com for Chapter News on this site.

Activity Ideas for Hosts