Running a rally can be enjoyable, rewarding and interesting - why not give it a try? Our Rally Co-ordinator - Neil Rogers - has written the following guide to help alleviate any fears you may have. Should you have any further queries - not answered here - please contact him direct.
1.
Introduction: If
you do decide to organise a rally then you will be sent full documentation and further
guidance. If there are any questions or problems do not hesitate to
contact the Rally
Co-ordinator for help (Tel./Fax)
01325 374 540
2. Site Selection:
Select and contact either a commercial site or use a Green Field site. Be aware of any restrictions on numbers, hook-ups, pets allowed etc. Also agree with owner/manager the dates, times, site fees to be charged and what facilities are included.
If using a field at the side of a site, possibly called a rally field, then you must get a signed undertaking from the site owner/manager stating that the vans at your rally, plus any public caravanners on the site, will not exceed the number of vans that he/she is allowed by their licence for both facilities and access from the highway. If the undertaking is not forthcoming then the rally cannot take place. Forms are available from the Rally Co-ordinator.
Rallies can also be held on Green Field sites, i.e. land with basic facilities such as drinking water & toilet disposal. For such a rally you will use the Club’s Exemption Certificate (valid for 5 nights at a time). This is issued by the DEFRA to cover such rallies.
3. VAT: VAT is feared by many members - but this need not be so - it is easier than it would appear.
Check if the site is VAT registered the fees should include VAT, if not then 17.5% must be added to the fees. VAT is NOT added to site fees on non registered sites.
Receipts with the VAT number shown are needed for expenditure under £100.
Over £100 a proper VAT receipt is required.
4. Approval:
Club
Confirmation: Book the site only after you
have checked the dates and details with
the Rally Co-ordinator.
Site Confirmation: Confirm your booking with the site in writing and ask for written confirmation.
5. Insurance: Public Liability Insurance for rallies should be provided by the Club.
6. Advertising: Send full rally details to the Rally Co-ordinator for publication in the Newsletter. Use the format as in Rally supplement including: -
Is the rally to be held at a place of interest or a special event? Then include the details.
Directions to the chosen site should be clear and concise.
8. Rally Fee:
The rally fee is set to cover the administration costs plus tea/coffee & biscuits etc. Please consider single members when setting the Rally Fee. This must also include VAT at 17.5%.
Allow approx. 55p in your rally fee for each plaque. Order the rally plaques from the book which will be automatically sent to you. Please return A.S.A.P.
Does the rally fee need to include your site fees? Sometimes site owners will negotiate free camping for you (and at large rallies - your assistants) if not add in your site costs.
9. Meals:
DO NOT organise a meal unless payment for this can be made directly by the members to the restaurant. Otherwise a VAT receipt is required. Do not promise these things only state that they may take place subject to sufficient numbers being achieved.
Pubs are popular meeting places and for meals. Is there one close by or does the site have these facilities? Inform members of these facilities; if organising meals then a VAT receipt is required. Better to get members to pay directly for meals.
10. On site:
Hope for good weather but is there a room or alternative place to meet?
Emergency telephone numbers should be available: e.g. local doctor, dentist, vet, nearest A&E hospital (including directions), site telephone number plus nearest phone, public or mobile.
Welcome coffee evening/gathering at start of rally. Welcome & introduce new ralliers. Also a coffee/tea gathering at the end of the rally is normal.
Do you have people boiling kettles for the coffee/teas or do you wish to have an urn?
Do ask other ralliers for help - if you need it - you find that help is always willingly available.
Are you having a raffle? You will need tickets and some small prizes. Tickets can only be sold to Club members and any profits MUST be returned to the Club. This a legal requirement.
Don't forget to thank all who have helped and those who have donated raffle prizes etc.
11.
Accounts:
Send the supplied accounts sheet with VAT
receipts,
including
a VAT receipt for the site fees, to the
N.B. Only Club members are able to attend rallies.
N.C.R. Jan 2004(V8).
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June 14, 2007