Caravan Rally and Meet Planner

Who this is for

The marshal's sheet for a rally or meet. It holds the field details, who is coming with what outfit and for how many nights, what each unit owes and has paid, and the running order of the weekend. The summary shows how many units are booked and how much is still to collect.

Rally marshals and organisers for caravan and motorhome clubs, and friends arranging an informal meet who need one person to keep track of pitches and money.

What this helps you track

• The venue, dates and who to contact on the field
• Every unit booked, with van type, outfit length and arrival day
• What each unit owes, what has been paid and what is outstanding
• The programme for the weekend and who is leading each part
• The number of units attending for the landowner or site

How to use it

1. Write the rally name, venue, dates, marshal and a contact number at the top.
2. Add each unit as they book, with the outfit length so you can plan the pitch layout, and the day they arrive.
3. Enter the fee each unit owes, using your own club or venue rate, and what they have paid; the balance and totals are worked out in the browser and the workbook.
4. Fill in the programme with the day, time, activity and who is leading it.
5. Print a copy for the field and settle the outstanding balances on arrival.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How do I work out each unit's fee?

From your own club's or venue's rate for the rally, multiplied by the nights if it is charged per night. The sheet supplies no rates; write each unit's fee in once you have worked it out.

Why record outfit length?

Because pitch spacing and access are planned by the length of each car and van, or motorhome. Knowing the lengths in advance makes it easier to lay out the field and put the longest units where they can get in.

Can I use it for a meet with no fees?

Yes. Leave the fee and paid columns blank and use the attendee list and programme on their own. The count of units still works.

How does this fit with the club's own accounts?

It records what came in for one rally. Carry the total collected into the club treasurer's cashbook, with the sheet kept as the supporting record.