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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

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