Parking/RV Czar
From BayTeam
CHECKLIST FOR RV CZAR
1) Two-to-four weeks in advance of the trial, coordinate with the site in advance regarding the following: location of hookups, water, sewer, electric, restrooms, and showers. Any restrictions about parking, running AC, BBQs, and bonfires. Date and time campers can arrive to setup. Fees--"wet" and "dry." Times the site gates are locked, after-hours entry, gate combinations if required for after-hours entry, phone numbers for after-hours guards. Obtain a PDF map of the site to post online.
2) Once entries close, obtain the list of RV/Overnight Campers -- hopefully the list includes name, email addresses, nights paid, vehicle description(s), whether or not a 2nd pass is required for a camper's tow vehicle, and license plate numbers for vehicles.
3) About 1 week before the trial, compile the information letter (and map) and distribute to the email list. Coordinate with the Trial Chairs to determine the time campers can arrive. Include the descriptive information we have on each camper and ask for confirmation so that when doing a physical inventory, it is easy to recognize our Campers. Have someone post the information letter and map to the Bay Team website.
4) A few days before the trial, print Parking Passes for each vehicle (e.g., 2 passes if there is a towing vehicle and a trailer). Cardstock works well. Bay Team has a template. Include the Camper's name on the Parking Pass for easy identification.
5) At the General Briefing on the first day of the trial, make an announcement for Campers to pick up their Parking Passes from a central location. Ask Campers to place the pass on the vehicle where it can be read by someone doing a "walk-about" to check for valid Permits. Note-- the ink runs in the rain!
6) Track any changes to the pre-trial sign ups. Adjustments can be made post-trial if the Camper has coordinated with the Trial Secretary.
7) On Sunday mornings, do a physical "walk-about" inventory. You are looking for 2 things-- 1) of the people who signed up, are they all present (this is the number on which we make payment to the site) and 2) are there any vehicles in the camping spaces that have not signed up and paid for Passes. If the latter is found, you need to attempt to track down whether the vehicle belongs to the Bay Team trial or not.
8) Mark any changes (e.g., last minute "no-shows," people who came without pre-registering, or people who stay for a different number of days than their original registration) on your spreadsheet and provide the information to the Trial Chair (or whoever is handling Trial Expenses). Someone from the site will likely come to collect payment before the end of the day Sunday.
9) After the trial, mark up your spreadsheet to reflect any changes and distribute to the Trial Secretary, Trial Chair, and anyone else involved in the P&L for the trial.
As of November 2009, Karin Bruce (and possibly others) have standard forms for the Parking Pass, Information Letter, and list of know RV Campers and their vehicle identification; email kbruce007@mac.com for details.
