By George Beckwith | BRN 29401 | Caravan Committee Chair
The Airstream Club International Caravan Program is one of our most storied and beloved traditions. Like any valued program, it continues to evolve. Recently, you may have heard conversations about updates on the administrative side of caravans. We want to take a moment to share what’s changing, what’s not, and why these improvements will help strengthen the program for leaders and participants alike.
The good news? Many aspects of caravans will stay exactly the same.
And the updates we are making will create a more fair, transparent, and consistent experience for everyone.
What’s Not Changing (But Will Be Managed Better)
Protecting Member Funds
Caravans will always keep the security of member funds as a top priority.
- We will never allow member funds to be placed in a bank account that is not owned by the club.
- The club will always have access to funds if a leader becomes unavailable
- Caravans can transition funds smoothly to new leaders when leaders change
- We will not use Zelle, Venmo or other ‘person to person’ payment methods.
- While those processes are great for some personal purposes, they are often used by scammers to steal from unsuspecting people. Scammers are getting very sophisticated and just remember, official ACI events do not use Zelle or Venmo.
This change safeguards members and removes risk from leaders.
Driver’s Manuals Archives
Driver’s Manuals have always been part of the official caravan record. We are recommitting to collecting these each year, so the club maintains complete archives. This helps:
- Preserve the history of each caravan
- Ensure we can sustain caravan quality over time
- Protect itineraries from external competitors
Taste of the Blue Ridge Caravan 2023
What Is Changing (And Why It’s Good News)
A Better, Fairer Registration & Waitlist Process
Waitlists have long been the #1 concern from members. Members have been unsure of their place in line, not all caravans have used waitlists, some members sign up for multiple caravans just hoping to get a place on any of them, etc. The new process keeps what works in the current system, but adds structure and fairness:
- Caravans will publicize when registration opens on AirstreamClub.org through an email sent to all ACI members.
- The first 25 members to register (or whatever size the caravan is), will pay a 50% deposit to confirm their spot. When that payment clears, they will be on the Go List.
- The next group of registrants will be placed on the stand-by list and hold their place in line by paying a $250 stand-by fee.
- The stand-by list is transparent and managed consistently. When a spot opens, members on the stand-by list will be contacted and can register for the Go List in the order they registered for the stand-by list.
- The cancellation costs will consist of all “unrecoverable costs” if the participant is not replaced or $100 if the spot is filled.
- If a cancellation happens within 90 days of the caravan start day (or 120 days for caravans longer than 30 days), all remaining members on the stand-by list will be emailed and ACI HQ will email an alert to all members that an opening is available.
- When the caravan starts, the remaining people on the stand-by list will be refunded their fee and the process will start over again for the following year’s caravan with no carryover of prior names UNLESS the member would like to be placed on the go-list for the following year and are willing to make a larger deposit at that time (up to half of the expected kitty fee).
This system ensures that everyone on the list is serious about participating, and that spots go to members fairly and efficiently.
Stronger Recordkeeping for Taxes and Compliance
National caravans operate as part of the ACI organization, so financial documentation must support the club’s IRS filings. Starting with 2025 caravans, all receipts and records will be sent to HQ via:
- Electronic upload
- Scanned copies
- Paper copies
- Originals, if preferred
This reduces the burden on leaders and ensures the club is protected in future audits. It also keeps leader reimbursements aligned with IRS accountable-plan requirements.
A Modernized, Unified Definition of a Caravan
Beginning in 2026, all caravans—national, regional, and local—will use the same baseline requirements. Caravans may certainly exceed these, but each caravan should have a minimum of the following:
- 6 nights
- 3 locations
- 7 rigs
This lower entry point will make it easier to form caravans, encourage more offerings for working members, and ensure continuity if a local caravan wants to transition to the national program.
The new definition also removes the REQUIREMENT that a kitty fee be used. The number of nights, locations and rigs do make a caravan, having a kitty does not necessarily add to the caravanner experience. We have some requests for national level caravans that would start in multiple places and pick up rigs as they converge on a single place or event. An example would be the 2028 Olympics or another national event. Kitty fees are difficult when people join at different points along the way, but we do not want the individual groups to be denied the resources of caravan coordination by being excluded from the definition of a caravan.
Clear Expectations for Leadership Succession
Caravan continuity depends on leadership preparedness. A new set of expectations clarifies:
- Leaders and co-leaders should help identify successors
- Co-leaders should be ready to lead if the current leader steps down
- Leaders should bring on co-leaders to ensure continuity
This helps prevent caravans from going dormant and supports new leaders entering the program.
Potato Digger at Spud Farm | Northern Lights and Polar Bears Caravan 2023
Exciting Projects on the Horizon
There are additional improvements in development that will strengthen the Caravan Program even further:
- Updated and Enhanced Leader Training
Coming soon: expanded training that includes conflict resolution, crisis management, social dynamics, and more.
- Club-Managed Caravan Email Addresses
@airstreamclub.org emails will improve continuity, hand-offs, and security.
- Exploring Modern Financial Tools
Longer-term research includes evaluating technology that could simplify receipts, reimbursements, and budget tracking—potentially reducing the need for separate bank accounts altogether.
- A Secure Digital Driver Manual
We’re exploring ways to provide electronic itineraries securely—accessible only to participants—protecting the unique planning that makes ACI caravans special.
- A Formal “Path to Caravan Leadership”
A clear, supportive roadmap for new leaders is being developed, helping those who are ready to step into leadership roles feel prepared and confident.
Moving Forward Together
These updates are all grounded in the same goal: making the ACI Caravan Program stronger, more transparent, more consistent, and more sustainable for years to come.
They support leaders.
They protect members.
And they ensure the program continues to grow and thrive as one of the most cherished parts of Airstream Club International.
As always, thank you to every caravan leader, co-leader, and participant who keeps the spirit of caravanning alive. Your passion and dedication are what make this program extraordinary.
If you have questions or want to learn more, the Caravan Team is here to help—and we’re excited for what’s ahead.
