Duties of the Event Director, AKA Wagonmaster
An Event Director or Wagonmaster volunteer is approved by the Vice President for each recreational event to take responsibility for the planning of that specific event. The Wagonmaster’s duties will vary somewhat by the nature of the outing, but shall include, but not limited to:
- Selecting a site for the outing if a site was not previously selected by the members. In the event a site selected by the Members is not available, the Wagonmaster shall select an alternative site. The Wagonmaster is given wide discretionary authority in selecting sites but care should be exercised to ensure that the site is within three hours travel time of Boise (not more than 150 miles by road and preferably less than 125 miles) and that the site selected will maintain a balance between primitive and hook-up sites so that the Tumbleweeds outings for the year will have an equal number of both scheduled.
- Confirming reservations if reservations have previously been made or making reservations if none have been made. If a reservation fee is charged, the Wagonmaster can either obtain a check from the Treasurer or pay the fee and obtain a reimbursement from the Treasurer. If the location is one that is not reserveable, the Wagonmaster shall use reasonable efforts to arrive early or coordinate with another Member who will arrive early to establish a section of the site for use by the members who will be in attendance. If the group is going to use a meeting room or covered patio, the Wagonmaster should reserve that facility for the outing as well.
- Deciding whether there will be a breakfast/brunch/lunch/dinner planned in place of or in addition to the Saturday dinner. Whether it will be pot-luck (usually the case except for early spring or late fall outings) or eating out (usually the case for early spring or late fall due to colder weather) for the Event meal. Tumbleweeds have had good luck with both formats in the past. If the group will be going out to a restaurant, the Wagonmaster is responsible for selecting the restaurant and making group reservations. If the meal contains a specialty main course to be prepared by either the Wagonmaster or another member, which will feed everyone, the Wagonmaster shall determine how much per person in attendance the main course will cost and collect from each person in attendance. Examples are the pig roast and salmon barbeque, but any centrally prepared main course is eligible for reimbursement when the Members are asked to bring no main course dishes, only complementary dishes like salads and desserts.
- Sending out an invitation to all Members and those persons identified as prospective members. The invitation should be sent out ten to fifteen days in advance. If a Member has elected to receive electronic notifications by email in lieu of printed invitations through the USPS, that fact will be clearly noted on the membership roster and if so marked, such members, and only such members, may have their invitations transmitted by email. The Wagonmaster may elect to send all invitations in the mail. If the Wagonmaster needs to know who will be attending to fulfill the Wagonmaster’s duties, an RSVP should be indicated conspicuously on the body of the invitation and all Members should respond to the RSVP as soon as possible to facilitate the job of the Wagonmaster.
- Members should RSVP 7 days prior to the camp out, unless other arrangements have been made with the Wagonmaster.
- Invitations need to contain the following:
- Contain a description of the outing including dates, place, and driving directions or maps.
- Any special instructions should be included and a description of the breakfast/lunch/brunch/dinner planned pot-luck or eating out) in place of or in addition to the Saturday dinner with any special instructions about what to bring.
- Include any information about the nature and extent of any hook-ups, onsite dump stations, the existence of game rooms and horse shoe pits, and campfire facilities
- During fire season the Wagonmaster should check with the appropriate authorities about fire regulations that may be in effect and include that information in the invitation as well.
- If the Wagonmaster has any questions the Vice-President should be contacted for information.
- Prior to the Event the Secretary-Treasurer will contact the Wagonmaster to see if they want to receive funding for postage, if so the Wagonmaster will receive a check for $12.00 from the Secretary-Treasurer to offset postage expense or any other costs incurred while hosting a recreational event.
- Locating special recreational opportunities at or near the site, if desired, such as theaters, golfing, fishing, and others. If special recreational opportunities are available at or near the selected site, the Wagonmaster should obtain information about such opportunities and include the information in the invitation including the particulars for attending such as where, how and when to make reservations; the cost, if any; dates; and times as applicable. Tumbleweeds outings are for relaxing and doing, or not doing, what each member is comfortable with. Attendance at all special recreational opportunities is optional and, while many will attend, some will choose not to attend and there is nothing wrong with that.
- Place the Tumbleweeds signs at notable locations indicating directions to the site, at the entrance, or along the way to the camping site. Posting the Tumbleweeds Wagonmaster sign in front of their rig. Greeting Members as they arrive and assisting Members in finding places to park their rigs. Special attention should be given to those Members that need special facilities because of handicaps. Save close–in spaces and level spaces for those Members that have trouble walking so that can enjoy the outing experience like everyone else.
- Following up at the end of the outing to make sure the site is clean and that any returnable deposit is returned to the Tumbleweeds. Insuring if the next campout Wagonmaster is present giving them the Tumbleweeds signs for the next campout, if they are not present insuring they get the Tumbleweeds signs for the next campout.
