Caravans | SCW RV Club

Caravans and Rallies

Group camping can be an exciting adventure, and two popular options are caravans and rallies. Caravans involve traveling together as a group from one to destination to another, often with the option of driving separately to the first location before hitting the road as a unit. On the other hand, rallies focus on a single destination where participants travel individually to the campground, creating a sense community upon arrival. Both offer unique experiences and the chance to connect with fellow campers!

Past Caravans

Discover our past Caravan trips for inspiration for your future adventures. This section has links by region to past trips and provides highlights to guide your planning for your next unforgettable Caravan experience.

Southern Arizona

Mexico - Rocky Point

Guides to Running a Caravan

The following sections are guides to running and participating in a Caravan

Rules of the Road

Wagonmaster / Rally Leader

Section Leader

Shotgun

Rules of the Road (top)

The Wagonmaster/Rally Leader will usually establish the speed to be driven, but should adverse weather or road conditions exist, or the Section has fallen behind, or is too close to the preceding Section, Section Leaders will modify the speed to maintain at least a fifteen (15) minute spacing between sections, but in no event shall a legally posted speed limit be exceeded.
In congested areas or on single lane (one in either direction) roads, members must do their best to maintain 200-300 feet between caravan vehicles so that other traffic can pass, enter or exit the roadway safely. The Wagonmaster, Rally Leader or your Section Leader will direct you to close up when it is necessary or advisable to do so. Always use due care and caution when executing traffic movements.
Do not lag excessively behind the unit in front of you. The added distance makes for a longer caravan and increases the difficulty for the Section Leader and the Shotgun to communicate. When advisable to do so, the use of your cruise control will be helpful in maintaining the proper spacing between units.
All units in a Caravan (while on the road a Rally is a Caravan) must have a GMRS radio (Guide to GMRS Radios). The Wagonmaster will determine which channel to use. With the exception of the Wagonmaster, Rally Leader, Section Leader, or Shotgun, all communications should be limited to members of our own Caravan or Rally.
The club has standardized on using GMRS (General Mobile Radio Service) two way radios for Caravan’s. It’s recommended that you use channels 1-7 or 15-22. It’s important to note that not all GMRS channels are equal. There are a total of 22 channels available (not including repeaters, which we won’t be using).The FCC restricts the transmit power on channels 8-14 to 0.5 watts, so avoid those channels.
If you plan to leave your Section/Caravan temporarily (sightseeing, refueling, shopping, repairs, etc.) or you are terminating your participation, the Caravan Wagonmaster, Rally Leader or Section Leader must be notified prior to your departure. If you then desire to rejoin the Caravan or Rally you must request permission to do so from the Wagonmaster, Rally Leader or a Section Leader. Members leaving Caravans or Rallies may have to pay for unused campsites and reservations or other incurred expenses over which the Wagonmaster or Rally Leader has no control.
Should you develop mechanical problems or need to stop immediately you must advise the Section Leader or Shotgun by GMRS radio or cell phone ASAP, turn on emergency flashers and pull off the road at the first available safe place, leaving enough space for the Shotgun to pull in behind your vehicle, if time and space permits. Your Shotgun will stop and assist you. If traveling in Mexico, the entire Caravan will generally stop if road conditions permit.
If your GMRS Radio becomes inoperable and you have a cell phone, alert your Section Leader. If you do not have a cell phone, continue on as your communication problem will soon become obvious.
When departure times are given, please be at the assembly place not less than 30 minutes prior to your scheduled departure, as your Section Leader has a number of duties to perform before the Caravan moves out.
Caravan or Rally members should remember to share in the transportation costs when riding with others. (If reimbursement is declined, perhaps a small gift may be appropriate.)
Section Leaders will drive 55-60 miles per hour when conditions permit. Slightly higher speeds may be considered on Interstate Highways, but in no event, shall legally posted speed limits be exceeded.

Wagonmaster & Rally Leader (top)

. Plan your caravan, selecting dates, destinations, campgrounds, rest and refueling stops, and the number of RVs you wish to take: Include group activities such as potluck dinners, social hours, and any other activities that may be of general interest. Reserve campsites and other facilities WELL IN ADVANCE, requesting written confirmation and request that sites be grouped as close together as possible. Estimate total cost per participant, the deposit required, and when final payment is due. Each participating RV must pay a non-refundable caravan fee in an amount set by the Board. Prior to departure, submit to the Caravan Director the caravan fees (payable by check to the ‘RV Club of SCW’), along with a copy of each participant’s Caravan Application, and a bound or jacketed copy of your Caravan Itinerary, as described below.
Prepare the itinerary including the campground address, phone number, arrival and departure times/dates. Prepare a list of participants, with their names, addresses, and phone numbers (include cell phones) along with a detailed trip itinerary with all routes specified so participants can reach your destination should they become separated from the caravan. Allow sufficient time for for fuel, lunch, and rest stops, and perhaps site seeing opportunities. Select departure times, speed (may be delegated to Section Leaders), and length of stops so as to maintain a 20-30 minute interval between sections. Prepare the caravan or rally structure, listing Section Leaders, Shotguns, RV travel order, etc. Include section numbers, type and length of RV, and make/model of tow vehicle.
Meet with the members of your caravan one or two weeks prior to departure to distribute the documents mentioned above, review trip activities, expected weather conditions and any special situations that may be encountered. Meet with the Section Leaders and Shotguns to discuss travel speed, intervals between sections and any contingent plans. Provide Section Leaders with numerical position numbers to be affixed to the rear of each rig or tow vehicle. Be sure the Shotgun is equipped with emergency warning triangles.
Ensure that each participant on the caravan or rally has signed a release form on the bottom of the application and that you have received a copy of the RV Club’s “Wagonmaster or Rally Leader Appointment” letter. Designate the GMRS channel to use and, if necessary, explain how to properly communicate. Indicate the assembly area, usually east of the library, in the RH Johnson Recreation Center parking lot. Comply with the posted traffic laws of each city and state and encourage safety. Upon arrival at the campground you may be responsible for registration and assignment of sites, (depending upon the RV Park).
At the conclusion of the caravan, provide the Caravan Director with a written report of any suspensions or terminations of participants, as well as, any suggestions or observations that might be beneficial to the next Wagonmaster or Rally Leader taking this same trip, or another with similar routing. Include a financial report, accounting for all funds collected, expended or refunded. Send a summarized expense report to each participant or couple, along with any refund due.
Wagonmasters or Rally Leaders must possess a good working knowledge of the “Rules of the Road” and the duties of both the Section Leader and Shotgun.

Section Leader (top)

Must be familiar with routing, refueling, and rest stops designated by the Wagonmaster or Rally Leader.
Distributes numerical position number cards to each member of the Section and ensures that all cards are properly positioned.
Issues traffic safety-warning triangles to Section Shotgun.
Conducts a Radio check with all members of the Section prior to departure.
Provides supervision to the Section, adhering to departure, travel, and arrival schedules, unless the safety of the Section requires a deviation, or a traffic detour is required. Rest and fuel stops may be changed to another location if circumstances require it. Informs the Wagonmaster or Rally Leader of any changes made.
Leads the Section, maintaining a proper interval between vehicles, at a safe speed for weather and road conditions and within the posted speed limit
Occasionally checks for problems (via GMRS radio or cell phone) and warns Section as to traffic conditions, road hazards including children, animals and vehicles near the roadway, lane changes and approaching lane changes and turning maneuvers.
Must have a working knowledge of the Section Leader’s and Shotgun’s duties and responsibilities, and should be acquainted with the duties of a Wagonmaster or Rally Leader.
Must possess a working knowledge of the Rules of the Road, and be willing to enforce them.
Performs all other duties requested by the Wagonmaster or Rally Leader.
If the Section Leader has a cell phone, it remains on so that the Wagonmaster, Rally Leader or Shotgun can communicate if out of Radio range.
The Section Leader represents the Caravan Wagonmaster or Rally Leader in his/her absence and possesses the authority to perform the duties of a Section Leader, as well as any additional duties imposed or requested by the Wagonmaster / Rally Leader.
Collects all issued number cards and equipment at the caravan’s termination point, returning same to the Wagonmaster or Rally leader

Shotgun (top)

Occupies the last position in the Section and keeps the Section Leader informed of the status of the Section.
Comes to the aid of any member of the Section and stays with the member until the trouble has been resolved, or other satisfactory arrangements have been made, or until released by the member.
Warns the Section of passing vehicles on two-lane roads, and informs the Section Leader when a traffic sign or signal has been cleared; when the Section has completed an entry or exit of a freeway or limited access highway; after clearing or passing any obstructions, or after completing a route or lane change.
Assists the Section Leader in monitoring the Section’s spacing and suggests changes as needed. This may require directing participants to close or open intervals between RVs, or perhaps asking the Section Leader to temporarily reduce speed.
Reports any RV leaving the Section, and consults with the Section Leader regarding the appointment of a replacement should it be necessary for the Shotgun to leave the Section or be relieved.
Perform all other duties requested by the Section Leader, or assigned by the Wagonmaster or Rally Leader.
Must possess a working knowledge of the Rules of the Road, and should be familiar with the Section Leader’s duties.
Represents the Section Leader in his/her absence and possesses that authority deemed necessary to perform the assigned duties of a Shotgun, as well as any other duties imposed or requested by the Section Leader, Wagonmaster or Rally Leader.

Liability (top)

CLUB VOLUNTEERS: Club members who are appointed to perform an approved service or function for the club, and whose actions are withing the scope of their assigned duties, benefit from RCSCW liability insurance coverage. This additional coverage is secondary to the member’s primary insurance. Volunteers provide a service for the club and its members, but do not assume reponsibility for the care and/or safety of any person or property.

PARTICIPANTS: Club members and their guests participating in any club-sponsored activity, assume full and total responsibility for their persons, property and actions. Additionally, every caravan participant shall personally sign a Caravan Application specifically holding the club harmless for any injuries or property damage suffered or caused by them.

(Revised 2/07)