RV/Vardo/SMT Registration

What is an RV? If it has road wheels and you sleep/stay in it, it is an RV. This includes vardos, trailers, rigs, campers, etc. All RVs must be registered with Kings Arrow Ranch (KAR) by emailing reservations@kingsarrowranch.com. In addition to the GW registration fees for the occupants, RVs will be charged a fee by Kings Arrow Ranch. Vardo’s are exempt from the RV fee. SMT’s will be charged according to KAR fee structure. 

RV’s – ALL STANDARD RV MANAGEMENT IS HANDLED THROUGH KAR. 

Here are a few RV FAQs to help direct you for more information:

Do all RV’s have to be in the RV area?
Everyone with an RV should plan to park it in the RV area. Merchants and Equestrian RV camping is arranged through those departments. 

Will there be reserved space?
ALL RV’s (remember that SMT’s are also RV’s and will be required to to be cleared through KAR and pay the appropriate fees) must reserve space with Kings Arrow Ranch. Merchants and equestrians should also coordinate this through their departments in case there are additional procedures to follow.

Is there a dump station for their sewage?
No. Draining sink/shower water, (grey) will be allowed, but no sewage or black water. There are dump stations at the MS welcome centers on most major interstates.

Are there electrical hook-ups?
You must reserve space with Kings Arrow Ranch if you need power and water hookups. Generators are allowed from 8am to 10pm, but only in RV boondocking spaces. Boondocking areas are those designated by KAR that do not have power or water hook-ups available to them. SMT’s are parked in camps and are NOT permitted generators at any time for any reason. Camps are NOT boondocking areas of site. Please remember to fill up your tanks for your generator before coming on site. Most spots are fairly level but heavier rigs such as class A’s, should use caution when setting up, please park in specified areas only.

Will merchants be able to bring their RVs on site on merchant set-up day?

Yes, this will only be during the merchant arrival window. RV requests will still have to be made to King’s Arrow Ranch, so remember to reserve space for your RV when sending in all of your other reservation info. You will need to contact the Merchant Department Head(s) to coordinate the appropriate arrival times for RVs to access the Merchant area.

Vardos/SMTs with regular war registration staying in an encampment will only be allowed entry to Site from 1 – 8 pm on Saturday, 8 am – 8 pm Sunday – Tuesday, 8 am – 6 pm Wednesday – Friday. Please plan to arrive during these hours.  If you arrive outside these hours, you will be required to park in the Troll parking lot until the next arrivals window. This is a safety measure to ensure safe parking and set up around other camps and is NOT NEGOTIABLE.

Liaisons will be responsible for insuring a safe entry drive is available for parking and set up of in camp Vardos/SMTs. This MAY require arrival by a specified date in order to be able to park in camp. This must be coordinated with the camp liaison IN ADVANCE. 

VARDO INSPECTION AND SET UP PROCEDURES

Vardos will be approved on a case by case basis. Being approved to be onsite last war DOES NOT exempt you from following these steps every year for every war. Every year approvals must be made BEFORE THE CLOSE OF PREREGISTRATION and verified by email confirmation sent to and recorded by the Landcrat. If you arrive on site and have not done all of these steps – you will be required to relocate and will not be allowed to park in camp. NO EXCEPTIONS. Vardos must be cleared with the approval of A) the Land liaison for that camp, B) Kings Arrow and C) the War Landcrat.  

  1. To begin the approval process – contact your land liaison no later than February 15 and get approval from them to have your Vardo in camp. The liaison will need to send an email to landcrat@gulfwars.org notifying the office of the approval.
  2. Registration with KAR by email to reservations@kingsarrowranch.com will also be required AND a copy of that registration MUST be forwarded to  landcrat@gulfwars.org IN ADDITION to the above approval from the camp liaison. 
  3. All requests for approval must clearly state the mundane and sca name of the vardo owner, the encampment where it will be parked, and the date of arrival and include current pictures showing the four sides of the vardo. This email MUST be submitted to  landcrat@gulfwars.org no later than March 1 each year. 
  4. All approvals (and all onsite permits issued) are for the current year only. The process will be followed for each year of war – there are no carry overs. 
  5. All vardos must have a period appearance (approved in advance by current pictures submitted in the request for a permit) and the wheels and tongue must remain fully covered/not visible during the entire war.  They must not exert excessive ground pressure. They will not be able to hook up to rv style utilities, and will not have access to a dump station. Electrical and water will ONLY be available the same way it would to a tent  – you can fill up your tank but may NOT stay hooked up to water permanently and you can rent a power outlet for power needs (just like a tent user). If the power is through a camp owned pole – arrangements are made through the camp liaison. If the power is from a KAR managed outlet – arrangements will have to be made through KAR. ALL OUTLETS IN CAMP AREAS ARE STANDARD 110.
  6. Upon arrival at Registration DURING THE APPROVED PARKING HOURS NOTED ABOVE, have the staff radio the Landcrat/Watch and advise that you have arrived and are heading to your encampment. If it is not in the approved parking and set up hours, you will be required to park in the lot at Registration until the next set up window opens. Again, this is a safety precaution and is NOT negotiable. 
  7. Once in camp, you will need to be inspected within 24 hours to receive your permit. Permits will not be issued until you have fully set up and met all safety and visual requirements. 
  8. Permits are a weatherproof tag issued each war that you will need to have displayed in a way that is easily seen from the roadway or walk path. 
  9. All vardos will be required to meet and maintain these minimum safety requirements once set up and inspected on site. These requirements are as follows:
    1. 1 leveling jack/stabilizer on each corner (4 total)
    2. Have all wheels chocked in both directions (a chock in front of and behind the wheel section on each side of the vardo). A chock must be an item of sufficient size and shape to successfully prevent the vardo from being able to roll either forward or backward at any time.
    3. Must be placed on relatively level ground. Unlevel areas are a hazard for stability. If an encampment cannot provide a level area for the Vardo – the liaison should not approve it to be in camp. Hazardous parking on unlevel ground will result in the Vardo being required to be moved – potentially to RV parking if any is open. 
  10. All vardos must have the hitches hidden from view throughout the entire war and cordoned off so as not to be a tripping hazard in the dark of night.

If you are not sure if something meets requirements, please email landcrat@gulfwars.org and we will be happy to discuss the item in question. ALL VARDO PRE-APPROVAL EMAILS MUST BE RECEIVED AT THE LANDCRAT EMAIL NO LATER THAN MARCH 1. Any requests received after this date will not be able to be reviewed and registered in time AND WILL NOT BE ALLOWED. PLEASE DO NOT send requests after this date. Any arrivals on site that did not go through the approval process WILL NOT BE ALLOWED ON SITE in encampments and will have to go through KAR to find parking in a regular RV approved area of war. 

SMT (small camping trailer in camp use)

Small Modern trailers (SM Trailers, SMTs) are defined as any modern camping trailer which is towed with a bumper hitch and is no more than 20’ in length exclusive of tongue.  Only one (1) SMT trailer will be allowed to park in each camp area with the approval of A) the Land liaison for that camp, B) Kings Arrow and C) the War Landcrat.  

SMTs will be approved on a case by case basis. Being approved to be onsite last war DOES NOT exempt you from following these steps every year for every war. Every year approvals must be made BEFORE THE CLOSE OF PREREGISTRATION and verified by email confirmation sent to and recorded by the Landcrat. If you arrive on site and have not done all of these steps – you will be required to relocate and will not be allowed to park in camp. NO EXCEPTIONS. 

  1. To begin the approval process – contact your land liaison no later than February 15 and get approval from them to have your SMT in camp. The liaison will need to send an email to landcrat@gulfwars.org notifying the office of the approval.
  2. Registration with KAR by email to reservations@kingsarrowranch.com will also be required AND a copy of that registration MUST be forwarded to landcrat@gulfwars.org IN ADDITION to the above approval from the camp liaison. 
  3. All requests for approval must clearly state the mundane and sca name of the SMT owner, the encampment where it will be parked, and the date of arrival and include current pictures showing the four sides of the SMT AND the FULL ENCLOSURE it will be concealed with. This email MUST be submitted to  landcrat@gulfwars.org no later than March 1 each year. Failing to do so will mean you are not cleared to be onsite in a camp with your rig
  4. All approvals (and all onsite permits issued) are for the current year only. The process will be followed for each year of war – there are no carry overs. 
  5. Modern trailers must be parked inside a tent/enclosure of some fashion and remain entirely covered for the duration of the war. They must not exert excessive ground pressure. They will not be able to hook up to rv style utilities, and will not have access to a dump station. Electrical and water will ONLY be available the same way it would to a tent  – you can fill up your tank but may NOT stay hooked up to water permanently and you can rent a power outlet for power needs (just like a tent user). If the power is through a camp owned pole – arrangements are made through the camp liaison. If the power is from a KAR managed outlet – arrangements will have to be made through KAR. ALL OUTLETS IN CAMP AREAS ARE STANDARD 110.
  6. Upon arrival at Registration DURING THE APPROVED PARKING HOURS NOTED ABOVE, have the staff radio the Landcrat/Watch and advise that you have arrived and are heading to your encampment. If it is not in the approved parking and set up hours, you will be required to park in the lot at Registration until the next set up window opens. Again, this is a safety precaution and is NOT negotiable. 
  7. Once in camp, you will need to be inspected within 24 hours to receive your permit. Permits will not be issued until you have fully set up and met all safety and visual requirements. 
  8. Permits are a weatherproof tag issued each war that you will need to have displayed in a way that is easily seen from the roadway or walk path. 
  9. All SMTs will be required to meet and maintain these minimum safety requirements once set up and inspected on site. These requirements are as follows:
    1. 1 leveling jack/stabilizer on each corner (4 total)
    2. Have all wheels chocked in both directions (a chock in front of and behind the wheel section on each side of the SMT). A chock must be an item of sufficient size and shape to successfully prevent the wheels from being able to roll either forward or backward at any time.
    3. Must be placed on relatively level ground. Unlevel areas are a hazard for stability. If an encampment cannot provide a level area for the SMT – the liaison should not approve it to be in camp. Hazardous parking on unlevel ground will result in the SMT being required to be moved – potentially to RV parking if any is open. 
  10. All SMTs must have the hitches hidden (inside the tent/enclosure) from view throughout the entire war and cordoned off so as not to be a tripping hazard in the dark of night.

Please be sure you are familiar with the Site Rules. These are located at https://www.gulfwars.org/policies/site-rules/

The rules about parking for unloading and set up being only for 3 hours and then you can be towed, tents MUST have 3 ft of space between the ropes for a fire break, what you MUST have in camp if you have a firepit of any type (water bucket, extinguisher, buckets of sand, etc.), and many others are handled at that link. Please be sure you read them. You are responsible for following them either way.