We started Trailerfest at the biggest campground we could find in Northern California. We wanted an event that everyone that wanted to could join in on the fun. By our 5th year The Trailerfest Rally had grown to its capacity. We still want to include everyone, but simply do not have enough sites. We reserve the entire campground for Trailerfest Rallies to keep the show areas "pure" with vintage trailers. Because of this, we have had to carefully consider how to deal with reservations and cancellations. We want to be fair to the campers that have supported the event for years and welcome new trailerites to join in the fun.
We, (by we, I mean Caroline), spends countless hours organizing hundreds of “special requests” and budgets of thousands of dollars to pull off these events. Cancellations, while sometimes unavoidable, cause Caroline many more hours of work to coordinate the waiting list, issue refunds, reprint guest lists, notify the park etc. Trailerfest is an "EVENT", not just a camping trip. Plans, deposits and commitments are made a year in advance to ensure you attend the best rally that you have ever been to!
How we handle reservations:
New rallies and registration deadlines are posted on our websites, in the VCT Magazine, on our social media and mailed out in email blasts. Connect with us in one or more ways to stay informed.
If you have a site one year, you have the option to have that site the next year. It is best to register for the next year at the rally. It is imperative to get on the waiting list to get in to the event. People on the waiting list will receive priority the following year if they do not get in this year. Most people on the waiting list will get in if they are flexible closer to the rally date when most cancellations are made.
Special Campsite Requests:
We want to make Trailerfest the best rally you ever attend. You may add notes to your reservation or send us an email if you have special requests like a specific campsite or who you would like to camp with. We make every effort to accommodate. Your requests are more likely to be possible if you register early. Other things like your arrival date, trailer size and other participants set reservations may prevent us from being able to meet your request. Keep in mind that everyone wants sites close to the bathroom, with shade or next to all of their best friends. We will do what we can but there are only so many bathrooms, the shade changes throughout the day, and everyone can't be right next to everyone. Specific campsites can never be guaranteed as there can always be last minute changes with parks that are beyond our control.
Rally Cancellation Policy:
In fairness to people on the waiting list, please cancel as soon as you know you will not be able to attend.
Travel Insurance:
Here are a few places we found with Google where you can insure your travel plans in the event you need to cancel. We have no relationships with any travel insurance companies and do not endorse any in particular. Do your own research and use at your own risk. We cannot asssist with claims other than to provide a letter to the insurer to confirm your cancellation.
CANCEL YOUR RESERVATION AND REQUEST A REFUND
*What is the administrative fee?
Administration fees help to cover fixed costs incurred by the host/organizer. They include things like credit card and transaction fees, deposits, entertainment, rentals, insurance, labor, food, and other related expenses. You may always sell your reservation yourself to avoid this charge. We must be notified of any changes to the names on your reservation no less than 2 weeks from the start of the event. Reservation deposits are forfeited if the reservation is not completed within the time specified.
We, (by we, I mean Caroline), spends countless hours organizing hundreds of “special requests” and budgets of thousands of dollars to pull off these events. Cancellations, while sometimes unavoidable, cause Caroline many more hours of work to coordinate the waiting list, issue refunds, reprint guest lists, notify the park etc. Trailerfest is an "EVENT", not just a camping trip. Plans, deposits and commitments are made a year in advance to ensure you attend the best rally that you have ever been to!
How we handle reservations:
New rallies and registration deadlines are posted on our websites, in the VCT Magazine, on our social media and mailed out in email blasts. Connect with us in one or more ways to stay informed.
If you have a site one year, you have the option to have that site the next year. It is best to register for the next year at the rally. It is imperative to get on the waiting list to get in to the event. People on the waiting list will receive priority the following year if they do not get in this year. Most people on the waiting list will get in if they are flexible closer to the rally date when most cancellations are made.
Special Campsite Requests:
We want to make Trailerfest the best rally you ever attend. You may add notes to your reservation or send us an email if you have special requests like a specific campsite or who you would like to camp with. We make every effort to accommodate. Your requests are more likely to be possible if you register early. Other things like your arrival date, trailer size and other participants set reservations may prevent us from being able to meet your request. Keep in mind that everyone wants sites close to the bathroom, with shade or next to all of their best friends. We will do what we can but there are only so many bathrooms, the shade changes throughout the day, and everyone can't be right next to everyone. Specific campsites can never be guaranteed as there can always be last minute changes with parks that are beyond our control.
Rally Cancellation Policy:
In fairness to people on the waiting list, please cancel as soon as you know you will not be able to attend.
- Cancellations more than 60 days from the first day of the rally will be issued a refund, less a $40 administrative fee*.
- Cancellations within 60 days of the event will receive a refund ONLY if we have a waiting list and can fill the site. If we cannot fill the site, no refund will be given. A refund within 60 days will be less an administrative fee* of $60.
- Cancellations made within two weeks of the first day of a rally will NOT RECEIVE A REFUND.
- We DO NOT forward your deposits or fees to a different rally or event. Each transaction is handled separately.
- Refunds may take up to 30 days to process.
- Site reservation name changes must be made with two weeks' written notice of the start of a rally and a $25 administrative fee.
- If you do not check in to your site on the first day of your reservation, your site may be filled.
- If you are a no-show (without canceling), you will lose your site/seniority, and if you want to attend the following year, you will need to re-register when registration opens to the public. (To hold your site, you must cancel prior to the event start date.)
- All best made plans like itineraries, campsites and weather are subject to change.
Travel Insurance:
Here are a few places we found with Google where you can insure your travel plans in the event you need to cancel. We have no relationships with any travel insurance companies and do not endorse any in particular. Do your own research and use at your own risk. We cannot asssist with claims other than to provide a letter to the insurer to confirm your cancellation.
CANCEL YOUR RESERVATION AND REQUEST A REFUND
*What is the administrative fee?
Administration fees help to cover fixed costs incurred by the host/organizer. They include things like credit card and transaction fees, deposits, entertainment, rentals, insurance, labor, food, and other related expenses. You may always sell your reservation yourself to avoid this charge. We must be notified of any changes to the names on your reservation no less than 2 weeks from the start of the event. Reservation deposits are forfeited if the reservation is not completed within the time specified.
