GUIDELINES FOR CARAVAN LEADERS

1.   DATES: Determine the dates and duration of the caravan. The number of days will be influenced by the events, sightseeing and travel time you wish to cover. To date, most caravans have been from 14 to 21 days long and have involved moving to at least three different locations.

2.   CARAVAN COSTS: AAA Tour Books and Campground Books are invaluable tools for arriving at a caravan fee and camping costs. Determine the cost of the following items by obtaining quotes whenever possible, or by estimating the cost using your best judgment.

    a)   ACTIVITIES: Discount tickets for groups are common and sometimes complimentary tickets for the Tour Leader are available but you usually have to ask. Include in the       caravan fee the expenses for as many events as practical. Most people appreciate everything being prearranged. However, do not make days unreasonably long. If possible, schedule one free day at each stop for caravanners to relax, engage in activities on their own, clean, etc.

    b)   CAMPING/PARKING: Caravan Leaders should make all arrangements for camping and negotiate prices for campgrounds. Group camping rates are usually discounted, but again you have to ask. If on occasion dry camping fits into your schedule, take advantage of the opportunity. Campground fees should be included in the Caravan Fee.

    c)   ORGANIZATION FEE: When determining the caravan fee, include $1 per day per coach and the sum of $450 of which $350 is to be used to help defray the caravan leader’s cost of setting up the caravan and $100 for the co-leader’s expenses. It is Chapter policy for the leaders to accept these fees and not to use them to reduce the cost of the caravan.

    d)   FOOD /SUPPLIES: When planning for caravan meals (food paid for by the caravan, but cooked by caravanners) allow approximately $10 per couple for a regular meal and $6 per couple for breakfast. (Steaks require more.) This has been found to be a workable formula. Be sure to tell the person in charge of a meal what their budget is. PLEASE NOTE the difference between caravan meals and potlucks. Both have their place so don’t be afraid to use them. Also, on slow mornings, caravan breakfasts are very popular. Some “group” parking areas are very conducive to campfires etc. Picnics have been very popular when events warrant them.

    e)   TIPS: For those events involving the group eating together, a bus hired for a caravan event, or a tour guide for the group, it is STRONGLY recommended that all tips be included in the caravan price. It is often disruptive to ask for tips from the group at the time of the event.

3.   APPROVAL: When you have assembled all the necessary caravan information, present it to the Caravan Coordinator (at present your President & spouse) for approval and/or suggestions. Upon approval, your caravan becomes a sanctioned chapter event and you are then covered by the FMCA liability insurance. You should then firm up all arrangements and the caravan will be advertised in the next feasible newsletter and/or Lifestyles magazine. The Caravan Coordinator will assist you in preparing the application form and establishing appropriate dates and fees. NOTE: Sufficient time must be provided to adequately advertise the caravan and receive the applications, which usually means applications should go out in the newsletter (Wheels) at least six months before the caravan starts.

4.   ADVANCE COMMUNICATIONS. As each application is received, it should be acknowledged as soon as possible. If more than the maximum allowed applications are received, names of all applicants received by the Caravan Leaders by the date established on the application (at least 60 days following publication of the application in the newsletter) will be drawn at random to select those who will be able to participate. (Note: Before conducting the drawing or notifying all applicants of their selection, the leader should contact the Chapter Treasurer to make sure all applicants are members in good standing of the Chapter. For those applicants who have not paid their current dues, the leader may either not consider them or contact the applicant to see if they simply overlooked their payment). After the drawing, notify all applicants of their standing in the drawing including those on the waiting list. For those who are accepted, provide a preliminary itinerary for the caravan showing the various locations, events, and times. Approximately 30 days in advance of the caravan start, you should provide a more complete itinerary to include addresses and telephone numbers for all campgrounds, the extent of campground services (W, E, S), note which campgrounds will accept mail, a list of all meals during the caravan (including whether the price is included in the caravan price), the Caravanners Guidelines and any special instructions.

5.   PARTICIPATION: The Caravan Leader should strive to include every caravanner either in a committee or special job, i.e., parking, tail gunner, car-pool coordinator, meals, etc. A Sunshine Chairman might be considered to arrange for special recognition for any birthdays or anniversaries falling within the caravan dates.

6.   CAR POOL : It is strongly recommended that a car-pool coordinator be appointed to arrange for the day’s car-pool drivers and those to ride in each car. Ideally each day should have different drivers and riders together. This has proven to be a very positive and popular way for all caravanners to get to meet and know each other. Be sensitive to caravanners with special needs and pets who may need to return early from an activity. THE CAR POOL LEADER’S SPEED SHOULD NEVER EXCEED 5 MPH BELOW THE LEGAL POSTED SPEED! This will help insure the tail gunner never has to exceed the speed limit to stay up with the car pool.

7.   COMMUNICATIONS: Please encourage all of your Caravanners to have a Family Radio in their tow vehicle. (This is also encouraged in Guidelines for Caravan Members.) We have been told that “Step On” guides are available in some places. He/She would ride in the 1^st car and give tour details via Family radio for all to enjoy.

8.   SOCIAL HOUR. A great time for fellowship is a late afternoon social hour/get-together. It is the policy of the Chapter not to provide alcoholic beverages during these events. Instead, each Caravanner should bring his or her own beverage to the event. Furthermore, you should NEVER schedule a social hour in advance of a car pool to a dinner. Drinking and driving do not mix.

9.   HORS D’OEUVRES FOR THE SOCIAL HOUR. Everyone should be informed that there are two types of hors d’oeuvres – light and heavy. Light means peanuts, pretzels, chips, fruit, etc. Heavy means pigsin- a-blanket, small sandwiches, cold meats and cheeses, etc. When the caravan has a full lunch, then heavy hors d’oeuvres may be more appropriate for the evening social hour, as often the group will chose to substitute these for their supper. Light hors d’oeuvres are more appropriate when there is a scheduled cook out or potluck that evening.

10. TRAVEL DAYS: Caravan Leaders and 1 or 2 “ parkers” should leave on travel day 30 minutes before the others leave in groups of no more than four at a suggested interval of 15 minutes. Tail gunner and at least one other coach should be last. THE CARA VAN LEADER’S SPEED SHOULD NEVER EXCEED 5 MPH BELOW THE LEGAL POSTED SPEED! This will help insure the tail gunner never has to exceed the speed limit to stay up with the caravan.

11. CARAVAN RECAP: Caravan Leaders must submit a detailed accounting on Authorized Recap Form within 30 days of conclusion of caravan. The report should include useful information in the event this caravan might be repeated or for the general good of the chapter.

12. DAY-TO-DAY COMMUNICATIONS. Caravanners like to be kept informed. Make sure each day’s plan is fully communicated to ALL caravanners in advance of the day. This includes clear directions to every place and the scheduled time for all events.

13. CHAPTER SHIRTS: Currently the caravan fee should show an additional fee of $20.00 per person in the total amount to cover chapter shirts for those who do not already have their shirts. There is a separate order form for shirts. You will receive $100.00 to cover the expense of the Leaders and Co-Leaders shirts. If you already have your shirts this money is to be used for your incidental expenses. (If you do not have Co-Leaders, you will receive $50.00).

14. ADDITIONAL FORMS: After your caravan is approved, you will receive copies of additional forms for use in requesting funds, providing caravanners information and for soliciting caravanner comments.  

15.  Excel Worksheet  - For those of you who are familiar with Excel, a worksheet has been developed by one of our Caravan Leaders that simplifies the tasks of planning the caravan, recording information about the caravanners, vendors, guests, carpools, trip accounting and the final reporting.  The spreadsheet is documented with comments and labels and the formulas are protected against accidental erasure.  The use of this spreadsheet template is optional but for those people familiar with Excel, it should save quite a bit of time reinventing the wheel.   Contact Kim Pollock for questions or comments on this template.