Northeast Mountaineers Airstream Club
Rally Planning Guide
Motto: Simply Camping

Welcome
At the Northeast Mountaineers Airstream Club, rallies are where our love for "simply
camping" truly comes alive. Our rallies bring together members to enjoy nature, good company, simple pleasures, and the freedom of the open road. Whether you're returning for another season or stepping up to host your first rally, this guide will help you create an easygoing and memorable experience for everyone.

Hosting a Rally

Rally Hosts help shape the heart of our camping season. You don’t need to plan
anything elaborate—just a welcoming space where friends can connect, share meals, explore the area, and relax together. A Co-Host is encouraged to help with planning and to serve as backup.
 

As Host, you’ll:
Choose a campground or rally location
Coordinate with our Club leadership for approval Manage registrations, meals (if any), and light activities Communicate details to members, share a list of local attractions and events

Board Approval

All rally proposals should be reviewed by Club leadership. Keep it simple: proposed
dates, location, rough costs, and any details you’d like to include. Approval ensures coordination, liability coverage, and smooth scheduling.

Steps for Planning a Rally
1. Pick a Place

Choose a location that reflects our "simply camping" spirit—peaceful, scenic, and within reasonable reach. Full hook-ups are appreciated (especially in warmer months) but not required. Boondocking is always welcome for those who prefer it. You’ll serve as the point of contact with the campground.

2. Pick a Date

Coordinate with our club calendar to avoid conflicts. Confirm venue availability, rates, deposit rules, and pet policies.

3. Visit the Site (if possible)

Know the location of nearby essentials—medical care, groceries, fuel stations, and points of interest. This helps keep rallies safe and enjoyable.

4. Pick a Theme (optional)

Themes are optional, but they can add fun. Many of our rallies remain theme-free for a laid-back experience.

5. Set a Price

Account for campsite costs, group space fees, and any optional meals or activities.
Track expenses simply.

6. Promote the Rally

Once approved, the rally will be shared through club communications—email, website, and social media. If it’s not in the annual brochure, we’ll help spread the word.

Rally Day Essentials
• Itinerary: Keep it simple—arrival, campfire, maybe a group meal.
• Greeting: Welcome everyone warmly and help new members feel included.
• Campsite Setup: Place newcomers in central spots if possible.
• Leave No Trace: Always leave the campsite better than you found it.

Registration Process
Request. Reserve. Respond.

• Request – Members fill out the rally registration form.
• Reserve – Hosts provide booking instructions.
• Respond – Members confirm their reservation and payment if applicable.

Track registrations, send reminders, and provide clear directions before the rally.

Handling Money
Any funds for meals or activities go through the Club account. The Treasurer provides deposit slips, and you’ll submit receipts and a short expense summary after the rally.

Cancellation Policy

• Cancellation made up to 60 days prior to the rally will be eligible for a 100% refund of the fee minus $1.00
• Cancellation made up to 30 days prior to the rally will be eligible for a 50% refund.
• Cancellation made closer to the rally will not receive any refund, except in cases of emergency, at the discretion of the rally host and a second Board member.
• Cancellation by the club of a rally will result in a 100% refund.
• For a rally with a fee above the club standard, the fee will be reviewed by the executive board and may result in a modified cancellation and refund policy.
• The board reserves the right to amend this policy at any time

Insurance & Safety

If a certificate of insurance is needed, we’ll coordinate with Airstream Club International. Always prioritize safety and know nearby emergency contacts.

In Closing

Hosting a rally is a rewarding way to connect with fellow Airstreamers. Keep things light, easy, and fun—just like our motto. Don’t hesitate to ask for help, and always remember the goal: simply camping, together. Let’s get out there and make more memories!