Suffolk Centre Marshals Information & Support
Congratulations, you have committed to running a Suffolk Centre Rally or Event.
This page is specifically intended to support Suffolk Centre Marshals.
If you would like to be a Marshal or support a rally next year, please contact the Rally Secretary email@example.com or see the contact details in your Rally Handbook.
Shredding Rally Slips:
For security reasons and to help avoid the growing problem of identity fraud, please could Marshals shred rally slips after a rally to ensure members’ details cannot be re-used. If you do not have a shredder, please pass old slips to a Committee member who will ensure they are are shredded for you.
Thank you for your assistance.
Rally Accounts Documents:
(please contact the Treasurer for more information)
Please could Marshals contact the Treasurer with any queries or for advice before running their rally. Whatever the question or query, our Treasurer will be able to guide you and make sure your rally accounting is on the right track. You will be surprised how easy it is to get in a tangle, so don’t be afraid of asking for help as it saves time in the long run.
Just a reminder of one very important area to consider to avoid incorrect charging of VAT:
VAT – This is currently set at 20% and is applicable on all rally income. The only exception is if your site is VAT registered and will be giving you a VAT receipt. In this case it is not charged twice and the account form allows for the difference of money collected between a VAT registered and non VAT registered site.
Our Centre Treasurer has provided a number of documents to support you through the process.
|Rally Marshals Financial Information|
|How to Obtain VAT Receipts|
|Attendance Default Sheet|
|Rally Account Form|
|Rally Finance Forms|
How to Order Your Rally Plaques:
Our rally plaque supplier contact HAS CHANGED please DO NOT contact David Totman ” Panda Plaques “..
- Please make sure you use the new order forms below for your rally plaques and provide at least 14 days for the supplier to process your order. Please note that all plaques are now one size only.
- Please send artwork or artwork request 14 days prior to the booking cut off date of your rally. Send plaque numbers no later than the day after the cut off date. Late orders may result in your plaques arriving late.
- Do NOT over order plaques. It is possible to purchase more if you need to after your initial order is processed, these additional plaques may not arrive in time for the rally.
- Email or telephone your order to L.S Plaques and your order will be sent to directly to firstname.lastname@example.org.
- Your plaques will be posted to you in time for your rally. If you have any queries or concerns, please contact L.S. Plaques on 01473 279768.
- The invoice for your plaques will be sent directly to our Treasurer and part of the “admin fee” from your rally will be used to pay for the plaques. You do not have to add the cost of your plaques to your rally. It is important therefore that you only order the same number of plaques that you have vans on your rally.
|Rally Plaque Order Form|
<—– REMEMBER NO MATTER HOW SMALL THE VENUE —–>
<- KEEP ABSOLUTE MINIMUM 9 METERS BETWEEN SETTING OUT PEGS ->
If you need more information regarding the spacing or siting of caravans and motorhomes, please ask your rally chairman or a committee member.
It is YOUR responsibility to get it right as YOU are the rally marshal.
Centre Rally Equipment:
If you need support with rally equipment or need an extra item of equipment such as a tea urn or additional pegs or signs, please contact the Rally Equipment Officer.
Contact details can be found in the Rally Handbook or email: email@example.com
Rally Equipment Schedule:
Our Equipment Officer has renewed much of the equipment for 2019 and there are now “light weight bags” containing rally equipment together with a new flagpole, feather flag and speed sign. Our Equipment Officer has created a schedule for each set of equipment so that the Rally Marshal can collect their allotted set of equipment from a local rally in advance of their own rally.
|SCCC Equipment Rota 2019|
A selection of SCCC road signs and other signs for the rally field are in the bag of equipment provided for your rally. Please make sure that you collect all the signs when your rally is over and double check that they are in the bag before you pass it to the next Rally Marshal.
Returning Rally Equipment:
(Please contact the Equipment Officer for more information)
It is very important that each coloured set of rally equipment is checked regularly. It is unfortunate that equipment can be lost or stolen and it helps us all if you can check the equipment when you collect it and when you pass it on. There is a list in the bag where missing items can be marked and sent to the Equipment Officer, so that any missing items can be ordered and replaced. The bag can then be collected by the next Marshal that is booked to have that particular coloured set of equipment. Your help with this is very much appreciated.
FOR ALL RALLY EQUIPMENT ENQUIRIES AND BOOKING OF SPECIAL EQUIPMENT SUCH AS TEA URNS, PLEASE CONTACT EQUIPMENT OFFICER AT THE EARLIEST OPPORTUNITY.
Rally Marshals’ Guides for planning Future Rallies:
(Please contact the Rally Secretary for more information)
If you would like to propose a rally for next season, an information sheet and form can be downloaded from this page, or contact the Rally Secretary firstname.lastname@example.org
Our Rally Secretary will be very happy to discuss your planned rally to ensure that your rally does not clash with other events in the programme. We also wish to prevent the temptation of members sending rally slips before the AGM in October.
It is important that you contact our Rally Secretary before you confirm dates with your Landowner / Site Manager.
Our Rally Secretary requests that Rally Marshals please confirm or book venues using the guides provided below.
Please complete the Rally Programme Form with all the information about your rally. This information will be used in the new Rally Handbook so make sure you include everything you require in the handbook. If you state “as per last year’s handbook” please be clear about any changes or variations as it is more difficult to follow up later.
Please ask your Landowner / Site Manager to sign three copies of the completed Confirmation Letter. One copy is for the Landowner / Site Manager, one copy is for the Rally Marshal and please send one copy to the Rally Secretary along with your Rally Programme Form.
Your rally cannot be confirmed in the rally programme until the Rally Secretary has received your forms.
|Title||Word / Excel||PDFs|
|Rally Marshal’s Notification List|
|Rally Marshal’s Information Sheet Template|
|Rally Programme Form Template|
|Confirmation Letter Template|
Safety with Tea Urns:
The SCCC Equipment Officer has received a number of questions about the safety and use of our electric and gas Tea Urns. To support Marshals we have prepared the following advice. Download the instruction sheets and pass them to your Marshals.
If you require a Tea Urn for your rally, please be sure to book well in advance with the Equipment Officer. Particularly for larger rallies that require two.
After a rally has ended, please can you ensure that the Tea Urn is collected for the next rally or returned to the Equipment Officer.
Electric Tea Urns are typically used indoors and must be sited next to a fixed 13A electric socket. This is due to there 3kW power requirement. The use of extension leads is also not advised. Marshals should not attempt to use electric tea urns on electric hook-up or where temporary power points are installed, unless specifically advised by a qualified electrician.
Gas Tea Urns can be used indoors or out doors. Do not site within 3 feet of curtains, awnings, gazebos, wind breaks etc due to fire risk. Instructions for lighting:
- Ensure gas bottle is securely fastened using a gas spanner
- Place the Gas Tea Urn on level ground (avoid grass or flammable surfaces)
- Fill the Urn with Water
- Turn gas on and pass lighter or match through lighting hole at arms length (keep your face back from flame area)
- When finished, switch off gas and allow Urn to cool. Remove water before moving Urn.
|Advice For Using Electric Tea Urns|
|Advice For Using Gas Tea Urns|
It is common to use an opened man-hole to dispose of grey and brown waste from our tanks. Please take care with these as they can present significant risk on the rally field to adults, children and pets. The Equipment Officer has purpose made reflective barriers that can be used to warn members and the public in order to reduce the risk of falls or accidents.
Reporting Incidents on the Rally Field:
(Please contact the Hon Secretary for more information)
It is very important that incidents are reported by the Rally Marshal / Organiser and all the information is collected at the time of the incident. Please download and use the form below to capture the relevant information and pass it to your Centre Secretary for processing.
|Incident Report Form|
Photography & Video Permission Form:
Please note that any photographs or videos involving those 18 and under that may be published in the future require a permission form to be completed by a parent/legal guardian
|Photography & Video Permission Form|