Rally Hosting Tips:

Decide if it's going to be a Regional, Unit or a "Vintage Gathering /Rendezvous."

Feel free to contact your Regional VAC Representative for assistance and any clarification required.

When scheduling, check for other VAC Rallies within your regional area to avoid conflicts – there's 52 weeks in a year and its nice to have a variety of event dates to attend.

Start off with a small rally and build on the success. There have been no "failed rallies" yet.

Pick an area where people can park/camp together or reserve sites together, if possible, when using
formal campgrounds.

Boondock, Remote or True Vintage style is OK, too! A gathering or rally on private land or a remote location, with or without shared utilities or in a boon dock setting, is actually camping in true "vintage" style. Popular remote lands available are BLM and National Forest Service lands. State and National Parks offer a range of designated campgrounds, usually on a first-come-first-served basis, which can be tricky to coordinate camping "together."

Hook-ups are nice but not required with most vintage owners. If no hook-ups are available, check for on-site/nearby facilities/showers and always be mindful of our environmental responsibilities when it comes to wastewater.le

A central meeting place/hall/barn is ideal – cooking/BBQ/picnic facilities even better.

Group campfire areas create a
natural meeting place.

Enlist volunteers to assist with parking, cleanup, cooking, games and activities. Have a sign-up sheet so that people can volunteer to assist during the rally. People enjoy contributing to the success, and being part of the rally.

Use E-mails to distribute information and updates, early and often. Once your rally registration has closed or is full you can set up a specific rally attendee E-mail list.

Create an on-line registration and
rally fees payment plan if you have that ability. If not on-line, establish a registration (sign-up) process that works for you. Make sure that your fees come in on-time and before the start of your event. It is also helpful to establish a "late registration" option.

A "rally fee" should be set to cover expenses. Rally costs are based on things like site fees (a "per night attended" cost), group meals, event commemoratives or special awards and any other costs to be shared by the group.

Souvenirs are a great way to highlight the members' attendance. Provide some sort of memorabilia - plaques, labeled souvenirs, etc.

Advertise early on the VAC website, in the Blue Beret, in the Vintage Advantage and even local newspapers. Local news is great for inviting the local community to the Open House.

Greet people as they arrive. Make them feel welcome. Register them in, and identify the places available to park. Its important to assign an individual to help park people as they arrive.

Pre-printed rally agendas and information on local places of interest and attractions are a nice conveniences for rally attendees.

Plan tours of local attractions or areas, or prepare directions for self-guided local trips reflecting the attributes of the area.

Plan a group event for the last evening. Catered meals, BBQ's, potlucks and even a Pizza Night are common events.

"Happy" or "Social Hours" in the late afternoon are great ways to recap that day's events and bring attendees together to meet and talk.

Designate a volunteer to encourage attendees to become VAC members or become Subscribers to the Vintage Advantage.

Provide a list of addresses and phone numbers of local emergency contacts, hospitals, police, etc. to all attendees.

Schedule "On Your Own" time for personal exploration.

Plan an Open House, and time to prep for it. Signs with year/model/owners are a nice touch.

Entertainment at rallies is always a plus – encourage people to participate if they have a special talent. Local astronomy clubs like to give evening stargazing sessions; some local restaurants will sponsor specialty food and/or wine gatherings; local Park Rangers are usually very willing to come to a rally and give a presentation on the local surroundings and natural history of the area; Also, look to local educational entities such as colleges and museums for speakers on various topics.

Seek interested individuals to be rally photographers to take pictures (digital and film) for the VAC Rally Scrapbook and the Vintage Advantage.

Take notes for the rally report. Nothing generates more interest for next year's rally than words and images from this year's event published in the VAC Rally Scrapbook and the Vintage Advantage!