Registration

PROCEDURE NAME:	ON-SITE PROCEDURE FOR PRE-REGISTRANTS.
Purpose:	To get Members who have pre-registered through the procedure as quickly as possible.
Materials:	(Pre-filled-out registration form; pre-printed badge) in a labeled envelope, in an alphabetized box; pre-stuffed “goodies bag”; collecting box for 2^nd copy of checked forms
When:	When the Member arrives at the desk
Where:	At the (pre-Reg) Registration desk
What to do:
Volunteer:	Get the member's name
	Locate the Member's envelope and offer the Pre filled-out Registration form for
	checking and any necessary corrections/additions. Take back and file the Registration form.
	Offer them the opportunity to buy a pre-supporting membership for the next VCON; if they do: give the member their badge and goodies bag,
	wish them a good time and turn them over to the cashier.
	If they don't wish to buy a pre-supporting membership for the next VCON, give the member their badge and goodies bag, wish them a good time
Cashier:	If the member wants to buy a pre-supporting membership for the next VCON take their money and give them a receipt, being sure their badge# is marked on the receipt so as to copy their registration info.

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PROCEDURE NAME:	ON-SITE PROCEDURE FOR ON-SITE REGISTRANTS
Purpose:	To get Members who are registering on-site through the procedure as quickly as possible while collecting membership fees and registration info accurately and efficiently.

Materials:	2-part registration form (available and to be filled out by the member at the work table); blank badges; felt pens for badges; pre-stuffed "goodies" bag; collecting box for checked forms; instructions prominently displayed at the work table; poster showing prices for Fri/Sat/Sun & Weekend prominently displayed.
When:	When the GDAs arrive at the desk.

Where:	When the Member arrives at the Registration desk
What to do:
Volunteer	Receive the Member’s completed 2-part registration form and payment (i.e. cheque filled out and confirming ID written on the cheque and ready for inspection etc.)
	Check the 2-part registration form for completeness and the payment method for ID, where necessary; separate the form, keep the top copy and return the bottom copy as the Member’s receipt.
	Turn over the cash/cheque to the cashier and receive change (where appropriate) to deliver to the Member OR turn over the VISA card to the cashier for processing.
	Fill out the Member’s badge with felt pen; Top line – First name or Badge name in large print; Second line – Last name or organization; badge# in smaller print; Bottom line – place of origin in smaller print.
	Give the Member their badge and goodies bag and wish them a good time.
Cashier	Receive the cash/cheque/VISA and make change (where appropriate) to return to the Volunteer. Double-check cheques; process VISA.

PROCEDURE NAME:	ON-SITE PROCEDURE FOR GUESTS, DEALERS & ARTISTS – (GDAs) (WHO ARE ALL PREREGISTRANTS)
Purpose:	To get GDAs who have pre-registered through the procedure as quickly as possible

Materials:	(Pre-filled-out registration form; pre-printed badge) in a labeled envelope, in an alphabetized box; pre-stuffed "goodies" bag; collecting box for checked forms.
When:	When the GDAs arrive at the desk.

Where:	At the (pre-Reg) Registration desk
What to do:
Volunteer	Get the GDA's name
	Locate the GDA's envelope and offer the Pre-filled-out Registration form for checking and any necessary corrections/additions. Take back and file the Registration form.
	Give the GDA their badge and goodies bag and wish them a good time.

PROCEDURE NAME:	MONEY PICKUP FROM REGISTRATION FOR DEPOSIT TO TREASURER
Purpose:	To decrease the amount of money at Registration and make money available to the Treasurer as soon as possible

Materials:	2 part deposit form (approximately 20); cash box; lock box; envelopes
When:	Several times per day when the Treasurer is ready or more than $700 is in the cash box and at end of the day

Where:	At the Registration desk

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- SUPPLIES -

First of all, we have 325 (3.5 X 2.25 inches) badge holders - the slightly larger ones
and 77 (3.5 X 2 inches) of the slightly smaller (businesss-card-sized) badge holders
for a total of 402 badge holders -
which will probably be enough.

We're presently at 195 guests, members, and dealers and as long as we don't much more than double that we'll have enough badges.
We should know by Saturday PM and
(if we have to we should know the source of some more badge holders - - - that shouldn't be a problem - that close to Metrotown!)

We need

Packs of either two-page, pre-printed "sandwich" forms (for on-site registration) OR duplicate registration forms (for on-site registration) with plenty of carbon paper and paper clips. Pros and cons for each type.

Sheets of duplicate, peel-up, stick-on numbers for on-site duplex registration forms.

a couple of packs of HB pencils and a couple of empty "soup" cans to hold them - for the sign-up tables.
Our pre-reg (with the pre-printed contact sheet and pre-made badge) need to be in open-topped boxes alphabetized with the alphabet letters clearly marked on dividers.

We need
a convenient box (boxes?) with packs of "blank" badges by day/weekend
We need a supply of fine-tip felt markers (two per table?)

We need
packs of blank forms (See "two-page, pre-printed ... etc.") - 1 per table?
a box for completed blank forms to go into

We need
Cash box
Lock box
receipt, book(s)
deposit envelopes for cash pickup
receipt forms for person picking up to sign/initial
ledger sheets to track cash/cheques/Visa taken w/badge# of member

Procedure:
for hand-writing/printing a badge:
1st line - LARGE first name/Con Name
2nd line - smaller: last name + badge#
3rd line - smaller: FromWhere?

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VCON REGISTRATION HANDBOOK

What is the job of registration?

- Be the human face of the con (and the continuing point of contact) for the regular members.

- Attend concom meetings to represent the registration viewpoint and to learn con policy.

- Build and maintain a database of the con members to facilitate procedures and to pass on to WCSFA for the next concom.

- Process membership applications (and all logistics related to that.)

For pre-registration:

- Receive applications for membership with payment.

- Date stamp and file all application forms for later reconciliation (or audits.)

- Keep records (database) of the member's status and audit trail of all changes.

- Pass money on to treasurer (keeping track of date received, date sent, and amount.)

- Prepare material for members to receive at check in time (badges and confirmation/waiver forms.)

- Respond to queries from members or from concom about membership and member's status.

- Pass list of members (by badge name only?) to webmaster for publication on web pages.

AT CHECK-IN TIME :

- confirm that the data for the member is correct and file the confirmation/waiver form.

- hand out the badge and the goodies bag directly to the member.

- offer to sell pre-supporting membership for the next con as well as banquet tickets and any other special offerings (see on-site registration for money handling tasks.)

- After the con, update the database with all changes identified on the confirmation/waiver forms.

FOR ON-SITE REGISTRATION :

- Staff the registration (and check in) stations.

- Recruit and train volunteers to staff the stations.

- Receive and check the filled in application forms for con membership.

- Accept payment (cash, cheque, VISA) making change as appropriate.

- Issue receipt for payment.

- Assign member badge number and make appropriate badge.

- Hand out badge and goodies bag as appropriate.

- Hand money to treasurer at intervals and at end of day, logging time, amount, to whom, and getting receipt.

- Reconcile money including float at end of shift, day, and con.

- Date stamp and file all application forms for later reconciliation (or audits.)

- After the con, enter data into database for all on-site registrants.

- Receive and store member information from the Dealer Room Liaison on the concom.

- Receive and store member information from the Art Show Liaison on the concom.

- Receive and store member information from the Programming Liaison on the concom (for both the guests and their guests.)

- Prepare all forms related to the registration process.

- Prepare the goodies bags for the members to receive at check in time.

- Reconcile all money handled and transfer money records to the treasurer of WCSFA at con end.

- Reconcile the database for the con and pass it on to the Secretary of WCSFA within a week of con end.

- Update registration procedures with lessons learned from the whole experience for the next con.

- Have fun – remember this is a hobby!

What are the success factors of registration?

- Provide the con members a good experience.

- Handle the money correctly.

- Handle the data accurately.

- Finish all handoffs on time.

What are the tasks required pre-con, during con, post con?

What documents and procedures do we need?

- Registration handbook (to fit in with con running manuals,)

- Rationale behind registration guidelines and procedures (good member experience, don't lose money, maintain good data.)

- Training manuals/guidelines for registrars and volunteers. Note that money handling part is CONFIDENTIAL (need to know.)

- On-site procedures manual/guidelines (MUST BE SIMPLE and easy to find things in quickly.)

- Information signs showing the registration application process and answering FAQs.

- Money transmittal form, transmittal log, transmittal receipt.

- Confirmation/waiver form.

- On-site registration application form/receipt.

- Money handling procedures (float, cash, cheque, VISA, transmittal, transmittal logging, receipts, reconciliation.) CONFIDENTIAL.

- Database design, standards, integrity procedures, entry and update procedures, and reconciliation.

- Badge making (design, holders, ribbons, label, colour, underage, documenting meaning for Security and Hospitality.)

- Problem solving (exception handling) and escalation procedures for all (especially for volunteers.)

- After hours registration procedures.

- On-site badge number assignment.

- Pre-registration application form handling.

- On-site registration application form handling.

- Interactions among concom sections (especially information on non-regular members.)

- Traffic flow, expected busy times, volunteer staffing requirements and schedule, hours of on-site registration operation.

- What are the various membership rates and to whom/when do they apply? (Needed for signs and application forms.)

What are the on-site staffing considerations and procedure criteria?

- KEEP IT SIMPLE.

- Anticipate as many scenarios as possible and create/document procedures for them.

- Require ONLY what MUST be done to meet the basic success criteria (good member experience, lose no money or data.)

- Have good backup and escalation procedures for problems (unanticipated events.)

- Ensure sufficient materials (blank badges, forms, volunteer training stuff, float, pens, etc.) and sufficient staff to do the job.

- Have startlingly simple guidelines for all procedures (tested ahead of time.)

- MINIMIZE waiting time for members (customers) by doing as much as possible before/after they arrive/have gone.

- Remember that we may be tired and unclear at the con so let's have good contingencies.

- Have fun – remember this is still a hobby, after all!