Before you begin
You only need a Campfyre account. Campfyre does not need to have created a rally for you yet. A Rally Concept is a private planning workspace, not an event people can join.
For example
For a possible 40-rig autumn gathering, compare two resorts and two weekends before inviting anyone. Record estimated meal costs and a draft welcome dinner without promising attendees a final schedule.
Start and shape a concept
- From Rally, choose Start Pre-Planning.
- Add the working name, description, destination, date options, and target rig count.
- Use the Overview, Venues, Budget, Itinerary, Vendors & Sponsors, and Review & Submit tabs.
Topics covered: Create Rally Concept · Concept overview · Multiple date options · Target rig count · Automatic saving
Evaluate venues and amenities
- Search by city, state, region, or landmark; optionally narrow by campground name, minimum rig capacity, known capacity, rally-friendly status, big-rig access, or full hookups. Open the venue profile before adding a candidate.
- Open Rally Concepts → Venues. Compare rally-friendly recommendations and add resorts to investigate.
- Read capacity evidence carefully: a stated group capacity, a historically demonstrated rally size, and unknown capacity mean different things. A prior 40-rig rally does not establish the maximum.
- Compare your target rig count with fit warnings, then ask the resort to confirm current availability, group capacity, rates, group facilities, and vendor policies.
- Record the source and confirmation in your venue notes before choosing a primary venue.
Topics covered: Venue scouting · Venue status pipeline · Resort amenities checklist · Primary venue selection · Rally-friendly venue recommendations · Venue capacity evidence · Target-rig fit warnings · Confirm venue group capacity · Destination venue search · Campground-name search · Minimum-rig filter · Known-capacity filter · Rally-friendly filter · Big-rig filter · Full-hookup filter · Venue profile preview
Model the budget and draft itinerary
- Add flat, per-rig, and per-person costs across site or venue, activities, food, swag, speakers, logistics, insurance or permits, marketing, and miscellaneous categories.
- Set a target margin and review the suggested registration fee.
- Create draft itinerary items for each day; these become hidden events when promoted.
- Review starter costs such as venue, catering, supplies, Campfyre, insurance, and rented equipment; replace estimates with sourced amounts as decisions firm up.
Topics covered: Concept budget · Cost categories · Suggested registration fee · Registration fee override · Draft itinerary · Expanded budget categories · Starter budget costs
Build the vendor pipeline and submit
- Add vendors from the marketplace or create manual prospects.
- Track Idea, Contacted, Interested, Confirmed, and Declined statuses.
- Review the concept and request Campfyre to create the rally.
Topics covered: Concept vendor marketplace · Manual vendor prospects · Vendor prospect status · Concept review · Submit or resubmit concept · Concept-to-rally promotion
Organizer tip
A concept is private. Use it for uncertainty and negotiation; use the real rally for confirmed attendee-facing information.
Check your work
Return to My Rally Concepts and reopen your draft. Check that your destination, date choices, venue notes, and budget were saved. Submitting a concept asks Campfyre for help; it does not instantly open registration. Confirm group capacity and dates directly with the resort; a recommendation is not a booking.
Module 1
Rally Concept
Working Rally Name
Destination & Dates
Target Rig Count
Auto-saved