What's Next? This is where the fun begins.
About now you probably could use some help. Will you need help with meal planning and coordination? Putting out and picking up rally signs? Greeting, registration, parking and security? By involving others as co-hosts and working as a team on the rally process, you help prepare them to host future rallies and you will have more time to enjoy this one. If you need help or suggestions on this, call a member who has done a rally.
Determine “Things to do in the area,” hours of operation, costs, and make a list for the rally notice. If there isn’t much to do in the area or at the park, you may want to consider planning some games or activities as part of the rally. This is something you may want a co-host to help with. A good place to start on this would be the local Chamber of Commerce, Community Web Sites, Fair Ground Event Schedules, etc. While doing this, ask if they have any “local” information to offer for your “Rally Packet” including bags (usually litter bags). Also, do they have any suggestions on where to obtain local donations or discount coupons you could use to enhance the packet or for drawing prizes.
Determine what kind of meals you want. Most rallies have two dinners and two breakfasts, but it is YOUR RALLY. It is OK to have dinner / breakfast “on your own.. Plan accurately and expect to repurchase, resell, or use as rally/bingo prizes, left over food/supplies. The Chapter does not want to keep supplies except salt and pepper, sugar, coffee, and tea. Following is a list of suggestions but are limited only by your imagination:
Catered or Pot Luck?
Potluck with “bring your own meat” BBQ
Cook a main dish and have members bring side dishes/deserts
Some parks will provide food services or have restaurants (any group/senior pricing or coupons?)
Continental breakfast (rolls / donuts / muffins / juice / fruit/ coffee / tea)
Potluck breakfast
Some parks have inexpensive pancake feeds, etc.
Estimate the cost of meals and any parking costs that need to be included in the rally fee (i.e., nonrefundable deposit) and add 10% for error to determine the rally fee. If the park and/or meal costs are separate from the rally fees, be sure this is stated very clearly. Don’t forget gratuities. Are they included or not?
Registration forms, to do or not to do?