How To Get Listed As A Rally

Discussion in 'General Rally Info' started by PopUpSteve, Sep 21, 2010.

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  1. PopUpSteve

    PopUpSteve Administrator

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    Before you can have your rally listed, you must have the following:

    • A Location & Date
      Select a campground and a date for your rally. This can be done by announcing on the appropriate "Planning A Rally" board, your general plans to hold a rally in an area and time of year such as "Spring Indiana Rally". You can suggest a list of locations and dates. Other members who are interested will help you narrow down the list to one particular campground and date. The second method is to pick a campground and date ahead of time and if other members find that location and date will fit their schedule, then you're set.

      You can also do a combination of the two methods or adjust your proposed date to better suit the schedule of others. However you determine the location and date, remember that you can not please all the people all the time. If nine members say a date is perfect and one says they can't make that weekend, don't try to reschedule for the one member.

    • Members
      Well, it wouldn't be a rally without other members attending. To officially become a rally, you must have a total of five (5) members committed to attending. That count includes the organizer. The commitment should be in the form of reservations at the campground. Everyone wants to think that they can make a rally and will say that they will attend. But unless they make a reservation, you may end up hosting a rally of one.

      Once a list of attending members is posted, other members will most likely join in once they see the popularity of the rally.

    When these two requirements are met, the organizer will be made a "Wagon Master" and the rally will be added to the official PUP Rally schedule on the forum and added to the calendar of events.

    The exceptions to these rules are annual rallies. These are rallies which have been drawing members for the last few years.
     
  2. PopUpSteve

    PopUpSteve Administrator

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    Once a PUP Rally can become official, a dedicated board can be created by the website administrator. The following information is needed to create the new board. Email or PM this information to the website administrator.

    Rally Name - This is the name that will be displayed
    The rally name should be a very brief description of the rally. Ideally this should be the general location of the rally and month/season, preceded by the year.

    Examples:
    • 2013 - Wisconsin June Rally
    • 2013 - Sept - Fishermen's State Park, RI Rally
    • 2013 - Feb - 5th Annual Springfield RV & Camping Show "Rally"
    Rally Description - A short description of the rally
    This is displayed under the rally board title on the board list and above the first topic within rally board. The description should include the basic information about the rally, Name, Dates, & Location.

    Examples:
    • California Winter Rally - January 11-13, 2013 - Blair Valley Campground, Anza Borrego, CA
    • 5th Annual Springfield RV & Camping Show - Feb 15-17, 2013 - Eastern States Exposition Grounds, West Springfield, MA
    • 3rd Annual Ohio Fall Rally - Sept 13-15, 2013 - Indian Lake State Park - Lakeview, OH
    Rally Start & End Dates
    This is the easy one. When is the rally due to start and end. The typical rally is a weekend event is from Friday to Sunday. So the date range for this would be 8/23/2013 to 8/25/2013.

    Location
    The exact location of the rally will help members make the proper reservations, if required. Because many State/Provincial parks and National Parks may have numerous campgrounds within their borders, it is important to notate the exact campground in which the rally will be held.
    Examples:
    • French Creek State Park, Camping Loop B
    • Pike-San Isabel National Forests, White Star Campground
    • Mogollon Rim, Forest land 14 miles north of Woods Canyon Lake
    Google Map / Longitude & Latitude
    In addition to the "Location" listed above, the mapped longitude & latitude of the campground is needed. This will also help members locate the rally site and map their trip. This mapped longitude & latitude can easily be obtained from Google Maps. Simply zoom in on the rally location in Google Maps and right-click on the exact location. Select either "Directions To/From Here". Next click on the "Link" icon (looks like a link of chains) in the upper-left of the screen. This will display a Google Map URL for your selected point on the map. Copy the URL (NOT the Short URL). This will be used to create a Google Map on the rally's topic page.

    Examples:
    • [nobbc]http://maps.google.com/maps?daddr=40.216996,-75.784035&hl=en&ll=40.21716,-75.783412&spn=0.014009,0.033023&sll=40.215226,-75.781138&sspn=0.01401,0.033023&mra=mift&mrsp=1&sz=16&t=m&z=16[/nobbc]

    • [nobbc]http://maps.google.com/maps?daddr=39.089035,-106.366882&hl=en&sll=39.089035,-106.366882&sspn=0.01401,0.033023&mra=mift&mrsp=1&sz=16&t=m&z=16[/nobbc]

    • [nobbc]http://maps.google.com/maps?daddr=34.475615,-110.96391&hl=en&sll=34.475615,-110.96391&sspn=0.01401,0.033023&mra=mift&mrsp=1&sz=16&t=h&z=16[/nobbc]

    Nearest City Info
    As with the "Location" and "Mapped Longitude & Latitude", the follow will help identify the rally location. But more importantly, this information may be needed in case of an emergency to help locate emergency personnel and services. It can also help members locate a stop before the campground in which to obtain supplies.
    • Nearest City
    • State/Province
    • Postal Code
    • Country Code
    Reservation Info
    Most rally locations will require reservations. The exceptions may be in areas where camping may be done on public land, in which case the Wagon Master should verify the land use requirements before committing to the location. For all other location the following is needed.
    The "Reservable Sites" question refers to one of two things. First, are required? In the case of camping on public land, the answer would be no and the "Site Cost" would be $0. Second, if sites are not reserve able but there is a cost, as in a "First Come, First Served" type of campground. These types of campground should be avoided for rallies but sometimes that is not possible.
    • Reservable Sites (Yes/No)
    • Reservation Link (URL)
    • Site Cost ($ Per Night)
    Special Notes
    Any special information or instructions that a member may need for making the decision about attending the rally. Such as the campground is a "First Come, First Served" type, so get there early. If it is to be a " Boondocking" or "Dry Camping" type of rally. And so on.
     
  3. PopUpSteve

    PopUpSteve Administrator

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    Rally Info
    [table]
    [tr][td]Rally Name[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Rally Description[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Start Date[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]End Date[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Location[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Mapped Longitude & Latitude (URL)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Nearest City[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]State/Province[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Postal Code[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Country Code (USA or CND)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Reservable Sites (Yes/No)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Reservation Link (URL)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Site Cost ($ Per Night)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Special Notes[/td][td]__________________________________________________________[/td][/tr]
    [/table]
     
  4. PopUpSteve

    PopUpSteve Administrator

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    Wagon Master - Username of the person responsible for the rally
    The member who has been organizing the rally is known as the "Wagon Master". This individual will be the main contact person for the rally. Sometimes, other members will volunteer to help the Wagon Master to run a rally. To keep with the "Wagon Train" theme, we'll refer to these members as "Scouts". All members involved in the organization of a rally need to be documented in the setup of the rally. For the Wagon Master and each Scout, the following information is needed:
    • Full Name
    • Address
    • Phone Number
    • Email Address
    None of this information will be displayed on the website or released to anyone outside of PUP. It is used to help organized the rally and for and rally sweepstakes that may be issued.
     
  5. PopUpSteve

    PopUpSteve Administrator

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    Wagon Master Info (Repeat for Each Scout)
    [table]
    [tr][td]Member Name[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]First Name[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Last Name[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Address[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Address[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]City[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]State/Province[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Postal Code[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Country Code[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Phone (H)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Phone (M)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Phone (F)[/td][td]__________________________________________________________[/td][/tr]
    [tr][td]Email Address[/td][td]__________________________________________________________[/td][/tr]
    [/table]
     
  6. PopUpSteve

    PopUpSteve Administrator

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    Attending Members - Members who have expressed interest in attending the rally
    All members who have expressed interest in attending the rally must be documented. By doing this, a list will be maintained in the first post of all those members. This information will also be used to maintain the Pot-Luck thread and the rally Photo Album. Each entry will allow the Wagon Master to note information about each member pertaining to the rally.
    • Member's Username
    • Number of Adults, Children, Pet
    • Campsite Info (If campsites can be reserved)
    • Status (Attending, Tentative, Canceled)

    This is the basic info used to create the attendee list which is put in and maintained on the first post of the rally topic.

    I'm working on a sign-up sheet that is to be used at the rally so the Wagon Master can record the attending member's address Info. This is for Website Give-A-Ways and will not be displayed on the website or released to anyone outside of PUP.
     
  7. PopUpSteve

    PopUpSteve Administrator

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    Dec 22, 2002
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  8. PopUpSteve

    PopUpSteve Administrator

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    Now, the "Rally" & "Wagon Master" info needs to be completed and emailed or PMed to the website administrator. Once received, a new rally board will be created and the exciting rally threads moved to the new board. A new thread will be created using the supplied information and made into a "Sticky" topic (meaning it will always be at the top of the new board). A final post will be added to the old topics redirecting the reader to the new rally topic. The old topics will then be locked.
     
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