Terms

What is covered under our terms and policies:

How we handle rally and event reservations.

  • Special campsite requests.
  • Rally Cancellation Policy.
  • Release of Liability.
  • Photo Release.
  • Administrative and bank fees.

“Trailerfest” is a trademarked rally name and, for the purposes of this document, refers to any rally or event hosted, produced, or managed by Paul and Caroline Lacitinola, VCT Media Inc., or Vintage Camper Trailers Magazine.

We started Trailerfest at the biggest campground we could find in Northern California. We wanted an event where everyone who wanted 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.
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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, require Caroline to work many more hours to coordinate the waiting list, issue refunds, reprint guest lists, and 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 you have ever attended!

How we handle reservations:
New rallies and registration deadlines are posted on our websites, in the VCT Magazine, on our social media, and via 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. Getting on the waiting list is imperative to get into the event. If you do not get in this year, people on the waiting list will receive priority the following year. Most people on the waiting list will get in if they are flexible as the rally date approaches, when most cancellations are made.

Special campsite requests:
We want to make Trailerfest the best rally you will ever attend. You may add notes to your reservation or email us if you have special requests, like a specific campsite or someone 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 factors, such as your arrival date, trailer size, and other participants’ set reservations, may prevent us from meeting your request. Remember that everyone wants sites close to the bathroom, with shade, or next to all 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 cannot be guaranteed, as last-minute changes at parks are beyond our control.
All best-made plans, like itineraries, campsites, and weather, are subject to change.

Rally Cancellation Policy:

In fairness to those on the waiting list, please cancel as soon as you know you will be unable to attend.

  • Cancellations made more than 60 days before the rally’s start will be refunded, 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 the rally will NOT RECEIVE A REFUND.
  • Transaction charges (for online payments) are not refundable.
  • 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 reservations CANNOT be transferred to a different person without notifying the host. Reservations are ONLY valid for the original buyers. Reservations are non-transferable without prior arrangement.
  • If you do not check into 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 for the following year. If you want to attend the following year, you must re-register when registration opens to the public.
  • If you cannot attend for one year but would like to hold your site for the following year, you must cancel before the event start date and pay a “virtual camper” fee.
  • All events are rain or shine. Come prepared.

Release of Liability

By participating, visiting, or otherwise being a part of any Trailerfest Rally, I agree to the following…

  1. I understand that while participating in this activity, I may be photographed. I agree to allow my photo, video, or film likeness to be used for any legitimate purpose by the activity holders, producers, sponsors, organizers, and assigns. If you don’t want your photograph to be used, please notify us in writing at least two weeks in advance. Please include a photo of yourself with the email for our records.
  2. I HEREBY ASSUME ALL OF THE RISKS OF PARTICIPATING IN ANY/ALL ACTIVITIES ASSOCIATED WITH THIS EVENT, including by way of example and not limitation, any risks that may arise from negligence or carelessness on the part of the persons or entities being released, from dangerous or defective equipment or property owned, maintained, or controlled by them, or because of their possible liability without fault. I acknowledge that this Accident Waiver and Release of Liability Form will be used by the event holders, sponsors, and organizers of the activity in which I may participate and that it will govern my actions and responsibilities at said activity. The Accident Waiver and Release of Liability Form shall be construed broadly to provide a release and waiver to the maximum extent permissible under applicable law.
  3. All events are rain or shine. Come prepared.
  4. Follow all park rules.
  5. Be nice.

Photo Release

I understand that my image may be edited, copied, exhibited, published or distributed and waive the right to inspect or approve the finished product wherein my likeness appears. Additionally, I waive any right to royalties or other compensation arising or related to the use of my image or recording.
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I understand that any images I post to social media sites maintained by the producers of Trailerfest, Glamperfest, Pismo or other rallies on this site, may  be used, edited, copied, exhibited, published or distributed by the producers and I waive the right to inspect or approve the finished product. Additionally, I waive any right to royalties or other compensation arising or related to the use of my images or recordings.

In the event you DO NOT want your likeness used please notify us in writing with your photo at least two weeks prior to an event. If you DO NOT want us to use your photos DO NOT post them to our Facebook pages.

*What is the administrative fee?
Administration fees help to cover fixed costs incurred by the host/organizer. These include credit card and transaction fees, deposits, entertainment, rentals, insurance, labor, food, and other related expenses.
Reservation deposits are forfeited if the reservation is not completed within the time stated.

Bank transaction fees are not refundable. $25 returned check charge.