WAGON MASTER GUIDELINES
Research the Location
If there is a conflict with your assigned campout, it is your responsibility to find another club member to swap with and notify the Trail Boss as soon as possible.
Identify a resort within reasonable driving distance (250 miles from
LA/Inland Empire area) unless otherwise club approved.
Review the Resort Contract Agreement
Determine the number of sites needed. (Currently booking for 30)
Understand types of discount minimums, cancellation policy and fees associated, and when the final manifest is due to resort
Be aware of when the deposit and final payment is due
Determine cost per coach per night
Ask about clubhouse or meeting facilities and availability
Check if a campsite can be used as a gathering spot as an alternative
Check site sizes (will they accommodate a 45 ft. coach)
Ask about rental units, hotels, and cottages
Pet allowance
Reserve the Location
Send a copy of the contract to the Treasurer for approval
Upon approval, sign resort contract
Treasurer will make initial deposit payment
Update the Trail Boss on the Schedule
Provide an update to the Trail Boss on confirmed reservations
Wagon Master Planning
Obtain the master email list from the Trail Boss
Create & distribute the flyer to all attendees 3 months prior to the campout
The flyer should include sign-up date for those attending
Email a flyer to the Club President to notify NorCal Family Travelers
Create & submit the final manifest with site assignments for all attendees (Appendix B)
The Wagon Master is responsible for completing all of the required paperwork requested by the resort
Create itinerary for the camp out (Appendix C)
Create site & food assignment list (Appendix D)
Communicate resources needed to attendees (EZ-UPS, tables, string lights, Crockpots etc..)
Final Invoice Review
Check the final invoice from the resort to verify the correctness
Forward the final invoice to the Treasurer for payment
Provide Campout Information
Email itinerary with site & food assignment by 3 weeks prior to campout
Ongoing Communications
Communicate payment deadlines to the attendees
Communicate the number of spaces remaining to Club members