Table of Contents
NOTE: Prior to starting
preparations to host an Event, discuss with the Texas W President any
restrictions or policy changes to these guidelines.
Do not schedule an Event to conflict with an adjoining state’s Meeting or
Rally.
A theme is not necessary.
Vendors are invited to show
their wares and seminars may be scheduled. Visitors/guests are solicited and
encouraged to attend, provided they arrive in a Winnebago Industries product.
A badge or pin may be
provided to the participants, if approved by the Texas W Executive Board and
included in the budget.
The annual election of Texas W Officers occurs at the
October Rally. Texas W dues can be paid at the Rally.
Pre-Rally activities (parking, entertainment, tours, food, etc.) should not be considered as part of nor included in the registration fee. These activities are advertised as Pre-Rally activities and are paid for separately by participants.
Once the Park signs the
contract, forward the contract to the Texas W President for a signature. Send
the original signed contract back to the park. Retain a file copy and send copy
a to the Texas W President.
Ask the park what their
building occupancy is.
Know when you can have the
building(s).
One day in advance of the
Event is ideal for the hosting Chapter to make final preparations.
Some of the information you will want on the contract is:
NOTE: Does the park require an
insurance certificate? An insurance certificate is available from the WIT
office and should be requested in advance of the Event. Acquisition of the
certificate is the responsibility of the Texas W President.
The chairperson and
co-chairperson creates and submits a proposed budget to cover all anticipated
expenditures to the Texas W Executive Board for approval. The proposed budget
is normally submitted and approved six months prior to the Event date.
The hosting Chapter may
request advance money for miscellaneous Meeting expenses, after the
budget is approved.
The Chairperson retains and
submits original receipts to the Texas W Treasurer for payment. Receipts for
all expenditures from the approved budget are required for reimbursement.
The Chairperson is
responsible for:
NOTE: The WIT
Club News Rally invitation is developed by the chairperson and approved by the
Texas W President, prior to being sent to WIT. Minimum information would be:
dates, location, number of meals, driving directions, cost, a brief description
of what to expect and Pre-Rally activities.
If dealers are asked to show motor homes, and
participate in the activities, include in the budget the cost of meals for
dealers (only if they are not sponsoring for a meal).
A vendor may attend an Event with
or without owning a Winnebago Industries product. If they own and arrive in a
Winnebago Industries product they may register normally, and participate in the
activities. A vendor is normally not charged a fee above the registration fee
for selling their wares or services, but may be asked for a donation.
Prizes are not typically given to participants at a
Meeting and are not to be solicited. However, if a dealer, vendor or company
provides an item, accept it and award it to a participant via a drawing after
Saturday’s entertainment.
You must be present in the room, at the time of the
drawing, to win a prize.
The
Texas W President and Executive Board may award early registration prizes and
special incentives at a Meeting.
Ribbons
are the only awards given for game winners.
Routine prizes may be
assembled and identified with a registration number via a drawing and handed
out after the Business meeting. The routine prize drawing should be in private
and not consume Rally participant’s time.
You must be present in the room, at the time of the
drawing, to win a prize.
The
Texas W President and Executive Board may award early registration prize/s and
special incentives at a Rally.
Also include on the
Registration form:
“If handicap parking is requested, the official state approved tag must be
displayed in the front of the vehicle for viewing by the parking committee.
“We have vendors and presenters at our Meeting this weekend. They are
here to show their products, which are to be backed by their guarantees and
warranties. WIT nor the
When negotiating the cost of
food, ask if the prices quoted are all inclusive, that is, are tax, gratuity
and servers included?
List in the contract who is
responsible for serving, table service, etc.
Does the caterer(s) have any
restrictions?
Some caterer(s) may want an
advance deposit and a signed contract.
The contract is to be signed
by the Texas W President.
For your protection and to
ensure understanding, get the contract in writing.
The park normally determines
the parking location of dealer show coaches.
Request the number of
registered participants from the Texas W Treasurer and ask for a list of
attendees and their status as received on the registration form.
The park may provide a golf
cart, to be used for parking. Parkers are not to help anyone park their
vehicles, but may escort the participants to their site.
Identifies meals & meal
contents for the Event
The
hosting Chapter usually has each Chapter member bring cookies or a snack for
the snack table. Quantity will be determined by the anticipated attendance.
If
the hosting Chapter is small, members of other Chapters may be asked in advance
to assist anywhere needed. Assistance should be requested in advance of the
Event date.
To
cut costs for hosting an Event, participants may be asked to bring their own
eating utensils.
ICE
CREAM–Prior to submitting a budget, check with the Texas W Treasurer as
to the authorized amount per rig/participant. Include the authorized expense in
the budget. The ice cream expense is handled by the Texas W Treasurer and
reimbursed by Farm & City Insurance.
Ice cream or a novelty may
be purchased locally, possibly in bulk and served by the host Chapter.
Farm & City Insurance
requires the following:
Written request for
sponsorship to Farm and City (Prepared by Texas W Treasurer)
Acknowledgement (a sign
recognizing Farm & City Ins. Services as sponsor)
Farm and City Insurance
recognition in program booklet
Limits reimbursement of
$1.00-$1.50 per RV unit
NOTE: Not pints, but
To order Blue Bell: 1-800-365-0134 (This is the
Request Form for Ice Cream Reimbursement
Texas W Treasurer will send
the information and Request to:
Farm & City Insurance
Attn: Trese Hallett
Ensures there are sufficient
boards, cards, etc., to support the games planned. If necessary asks another
Chapter to bring boards and cards.
Spread the games throughout
Friday and Saturday. The winner(s) name(s) are given to your Donation, Prizes
and Awards Committee for presentation of the award ribbons.
Any craft or golf fee is the
responsibility of the participant.
Awards - Ribbons are the
only game awards and the cost should be included in the proposed budget.
Determines if there will be
a craft, and assign a coordinator for the activity.
Coordinates other activities
such as “Best of Show” craft competition for GNR
COFFEE POTS
The hosting Chapter is
required to pick up from the previous hosting Chapter the coffee pots, and
leftover supplies.
The following is the amount
of coffee to use in each coffee pot.
35 Cup 1-1/4 cups of coffee
45 Cup 1-1/3 cups of coffee
100 Cup 3-1/2 cups of coffee
ITEMS/QUANTITIES TO PURCHASE
Inventory the items received
from the previous hosting Chapter. Make an inventory sheet, if one does not
come with the items. This will help in knowing what, and the quantities to
purchase. Include the cost in the proposed budget.
Buying in bulk for
particular items at SAM’S or Costco may be cost effective. However, keep supply
purchases to a minimum.
Ask the Park what they will
be furnishing. Example: dish soap, garbage bags, paper towels.
After the Meeting, all
leftover, non-perishable items are given to the next hosting Chapter. The
hosting Chapter may keep for their use perishable items such as opened coffee,
opened non-dairy creamer in a jar, opened instant tea, opened lemonade, etc.