Campout Host/Co-Host Guidelines and Responsibilities

First, thank you for your interest in being a Campout Host or Co-Host. Campouts are the primary activity that bring us together as a club. Campouts enable us to build friendships and to enrich our lives by enjoying the great outdoors with a broad-based membership who share like interests and our love for everything Airstream.

There are two basic ways to become a Campout Host

(1) ideally many months in advance, communicate with the club president and indicate your desire to Host a Campout at a future time and location you prefer, or

(2) respond to a request from the president to Host a Campout that has

been scheduled without a Host (or has had a Host cancellation).

Hosting a Campout is not intended to be a cumbersome task

As Campout Host there are a few basic things that you will be expected to do. Most of these tasks are centered around organization and communication.

You will also not be alone. There are many experienced members who are more than happy to provide guidance and share their experience…all you need to do is ask!

Co-Hosting a Campout is one of the best ways to gain experience and confidence

Working directly with the Campout Host, you will learn by contributing your efforts as agreed with your Campout Host. Everyone has something to contribute and being a Campout Co-Host is one of the best ways to learn while doing. If you have hosted a rally previously, why not ask a newer member to co-host with you.

Seek out Co-Hosts

Hosting is so much easier as a team sport. Reach out to friends or ask the president to help you partner with a co-host or two.

No two Campouts need be alike

Make your Campout your own by planning, organizing, and proposing events and activities that match your personality and utilize the resources, activities, and attractions at or near your Campout\ location. See some ideas below.

Develop and communicate Campout  Meal Plans

Some Hosts find this to be an enjoyable activity while others do not. As a host, you get to choose the style of meals. You don’t have to provide all the food, but you do have to communicate the meal plan.

Here are a few options:

• Host Provided Meals
• Host Provided Meals (Campers chip-in to cover costs)
• Hybrid Host Entrée with Camper Potluck Sides/Deserts
• Potluck Meals (With Host and Camper Provided Contributions)
• Group Restaurant Reservations (Campers “Opt-in” Through Host)
• Group meets at Restaurant (All go to a venue with enough capacity for walk-ins).
• Catered Meals (Check with Campground Regarding Rules/Restrictions)
• Other Creative Options…

The Campout Host is not expected to bear the total cost of meals

Hosts, co-hosts, and campers are all welcome to contribute their own funds, food, and supplies  as they see fit. A Pot Luck or guest provided cocktail is a good example that is not covered by the club.

Manage Campout Logistics and Communications

Make an Initial Plan

If hosting an otherwise un-hosted campout, inform the president and webmaster of you intention to host.

If creating a new campout, work with the president to find a suitable time and location.

Provide advanced notice of the event.

As soon as the dates and general location are chosen, inform the webmaster so that the campout calendar can be created and posted on the campout schedule. Details can follow for the formal event posting. Posting this lets people have advanced notice that an event is in the works.

• Host(s)
• Event Title
• Dates
• Venue Name (if known)
• Location (city, state)

Official Event Posting on ACI Website

When the details are known, the webmaster can create the formal event page on the ACI site. Creating this page is required for several reasons. First it makes the event an official ACI event that is covered by ACI’s insurance. Also it allows all ACI members, from this club and other clubs across the country, to find the event on the map and in searches on the event pages. https://airstreamclub.org/events

The following information is needed for the page to be built.

• Host Names and contact info
• Title
• Dates
• Short description - (max 240 characters) this is for the public listing.
• Long description - This is all the good stuff you want to tell members to get them excited about the event and to let them know the logistical details. This does not have to be complete at first. It can be updated as details fill in.
• Teaser Image - This should be a picture or graphic that identifies and distinguishes the event from the other listings. The webmaster can help you make this if you need. Just ask.
• Location (full address or GPS coordinates)

Socialize the Event

Work with the President to have the rally/campout shared on Facebook and included in the monthly newsletter.

Manage the Guest List

It helps all the campers to have a guest list, created by the President or Webmaster to share information about who has signed up and what each is contributing to meals or activities.

The information in the guest list can be determined by the Hosts based on the type of event and the meals and activities planned.

This guest list will be linked to the official event page that is only available to ACI members. Please do not share the link to the Guest List on social media or elsewhere so that the information stays private.

Is there More?

If you think of more, or different, useful information let the webmaster and president know so that we can update this guide.