Vulcan Riders USA

Host a Rally

Hosting a VRA National Rally is an exciting opportunity to showcase your chapter, your city, and your creativity. This guide will walk you through the essential steps to planning a successful, organized, and memorable event for riders across the country.

1. Choose Your Theme

A strong theme ties your entire rally together — from merch and graphics to ride routes and scavenger hunts.

Tips for Picking a Theme:

  • Reflect your city’s culture, landscape, or history

  • Consider seasonal elements (Fall Colors Ride, Coastal Escape, Mountain Madness)

  • Keep it broad enough to inspire merch and activities

  • Make it fun, easy to brand, and memorable

Examples:

  • Bluegrass Backroads Rally

  • Desert Thunder Rally

  • Smoky Mountain Escape

  • Steel City Ride-In

2. Pick a Name for your Rally

Your rally name should:

  • Be easy to say and remember

  • Connect clearly to the theme

  • Work well on merchandise and promotional materials

  • Include “VRA” or “National Rally” for clarity

Examples of past rallies:

- Kentucky- Fied Rally

- Ozark Mountain Mischief

3. Secure Rally Central (Host Hotel)

What to Look For:

  • Large parking area (preferably motorcycle-friendly)

  • Ability to reserve a room block for 4–7 days

  • Meeting or banquet space for Thursday night

  • Central location near ride routes

  • Willingness to negotiate group rates

Important Steps:

  • Contact the sales or events manager

  • Explain expected attendance numbers

  • Negotiate discounted room block

  • Set a booking deadline for members

  • Get the agreement in writing

  • Confirm cancellation policies

This hotel will be your official “Rally Central.”

It's also very important to list 3-4 other hotels or accomidation locations in the area for rally overflow

4. Plan Ride Routes

Ride routes are the core experience of any rally.

Route Planning Checklist:

  • Scout routes in advance (ride them yourself if possible)

  • Plan multiple distance options (short, medium, long)

  • Avoid high-traffic or construction areas

  • Include scenic stops or landmarks

  • Identify fuel stops and rest areas

  • Share GPS files (GPX format if possible)

  • Provide printed maps as backup

Pro Tip: Have designated ride leaders and sweep riders for each group.

5. Design & Sell Rally Merchandise

Merch creates identity and helps fund the event.

Ideas:

  • Rally T-shirts

  • Event patches

  • Stickers

  • Pins

  • Commemorative mugs

  • Limited edition items for pre-orders

Make sure:

  • The design matches your theme and fits within the VRA style guide.

  • The rally name and year are included

  • You calculate costs + profit margin carefully

  • Pre-orders are offered to reduce waste

6. Connect with Your City’s Tourism Department (Optional but Recommended)

Tourism offices LOVE large visiting groups.

They may:

  • Promote your event locally

  • Provide welcome packets

  • Suggest scenic routes

  • Offer city maps or coupons

  • Help coordinate parking or permits if needed

Let them know the estimated number of visitors and duration of stay.

It's also very important to list 3-4 other hotels or accomidation locations in the area for rally overflow

7. Plan Evening Entertainment

A rally isn’t just about riding — it’s about community.

Ideas:

  • Local bands

  • Comedians

  • Acoustic artists

  • Bike show night

  • Trivia night

  • Theme costume contest

Reach out to:

  • Local artists

  • Event venues

  • Community theaters

  • Comedy clubs

Secure contracts early and confirm equipment needs (sound, stage, lighting).

8. Create a Theme-Based Scavenger Hunt and Games (Optional & Fun!)

Merch creates identity and helps fund the event.

Ideas:

  • Rally T-shirts

  • Event patches

  • Stickers

  • Pins

  • Commemorative mugs

  • Limited edition items for pre-orders

Make sure:

  • The design matches your theme and fits within the VRA style guide.

  • The rally name and year are included

  • You calculate costs + profit margin carefully

  • Pre-orders are offered to reduce waste

6. Coordinate the Thursday Night Banquet

The Thursday banquet is often the highlight of rally week.

Steps:

  • Decide: In-hotel banquet vs off-site venue

  • Contact local caterers early

  • Request tasting if possible

  • Confirm dietary accommodations

  • Finalize headcount 2–3 weeks before

  • Arrange awards, announcements, or guest speakers

Consider:

  • Award presentations

  • Chapter recognitions

  • Raffle drawings

  • Memorial tributes

Rally Planning Master Checklist

12+ Months Out

  • Choose theme

  • Choose name

  • Secure host hotel

  • Confirm rally dates

6–9 Months Out

  • Begin merch design

  • Scout ride routes

  • Contact entertainers

  • Contact caterers

3–6 Months Out

  • Finalize room block details

  • Open registration

  • Confirm entertainment contracts

  • Order merch

1–2 Months Out

  • Finalize ride maps

  • Confirm banquet headcount

  • Confirm hotel room block numbers

  • Prepare volunteer assignments

Download the VRA Rally Check list HERE