REGISTRATION PROCEDURES

 

The Registration Table has the following functions

            1.  It keeps track of who has attended.

            2.  It permits updating of the roster.

            3.  It seeks donations from existing members.

            4.  It reminds participants to put their names in the bags for the Friday night contest.

            5.  It selects the quartets for the contest and posts the names on flipchart page.

 

If you are sharing responsibilities with another person or couple:

Make sure you receive the Registration Materials Briefcase from the Registrar(s) of the previous Festival, well in advance of your Festival!

 

Before the Festival

 

Consider getting a membership roster from Frank Fliszar a month or so before the festival.  This gives you the most recent names and phone numbers to use to recruit volunteers for the registration table.  We write an announcement asking for volunteers and send this to the President for publication to all BQPA members about a month before the festival.  If necessary we start contacting past volunteers approximately two weeks before the festival.  

 

We create a schedule for manning the table from 6:00 PM until 10:00 on Thursday, from 10:00 AM to 8:00 PM on Friday, and from noon to 8:00 PM on Saturday.  We assign each volunteer a two-hour slot.  We take the 6-8 slot on Thursday as a twosome because that usually is the busiest.  This schedule is mailed to all of the people who will be at the registration table.  If they want to change their assigned times they are welcome to trade times.  A sample schedule is included at the end of this document..

 

We bring several items with us that fit in a Harmony University bag such as:

 

·       procedures lists and sample

·       index card box for preprinted name tags  and blank badges

·       BQPA pins (Ed Simons may have some more)

·       blank name tags for applicants

·       pouches and strings for name tags

·       bags for the 4 BBS parts and a 2nd chance bag

·       masking tape, scotch tape, mounting squares

 

·       blank flipchart sheets for quartet list

·       many pens--ball points and markers.

 

·       Signs for:

o   donations

o   quartet contest explanation

o   quartet signup cut-off time

o   Friday contest time,.

o   Sat general meeting time

o   Sat parade time

 

If there are less than 30 pins in inventory, contact the Treasurer.  If there are less than 75 badge holders, contact Frank Fliszar.  Frank will also bring preprinted badges.  (Many of the members use their badges and badge holders from previous festivals.

 

At the Festival

 

Set up the registration table at a place where incoming members will easily see it.  It should also be where the volunteers can find others to sing with, since there will be lots of time when no registration duties are required.  We leave a list of instructions for the volunteers which details all of their duties.  A copy of these instructions is included below.

 

Frank Fliszar will have brought the membership roster binder, in which each member will check off their name after ensuring their personal information is correct.  The table should have a receptacle for donations (usually a waste basket from your room, with the BQPA/Pioneers “Thermometer” applied to it); four bags for voice parts for the contest plus the "2nd chance bag"; paper and pencils for names for the contest; membership applications (in the roster book); BQPA pins; preprinted badges; and badge holders.  When the donation bucket accumulates about two hundred dollars we bring most of it over to the Treasurer.  Same with the money from new members ($15 for lifetime membership, including a pin).

 

It is important for all attendees to check in at the registration table, even if they have badges from previous festivals.  We want them to check the roster to see that all the information (especially their email address) is still accurate; then make a notation that all is correct, or make changes. The only count we have for attendance is the roster.  We also remind them to put something in the donation bucket.

 

We (as Registration Chairs) usually check in with the registration table at each shift change just to make sure that the new people understand the duties and are comfortable with them.

 

We make a pitch for new volunteers for the registration table at the Saturday morning General Meeting.  The object is to lessen the burden on traditional volunteers and to get new people invested in working for BQPA.

 

Selecting Quartets

 

We have assumed the duty of drawing the quartets for the Friday night contest. There is no necessity for the registration person to take this responsibility, but we just do it.   On the registration table are four bags representing the four voice parts.  Each registrant puts his name on a paper slip in ONE BAG for the part to be sung in the contest. The assignment process is completely random – pulling names out of the bags.  If someone wants to sing more than one part, he/she puts his/her name AND PART on a slip and places it in a "2nd chance" bag, to be used only if parts are needed to fill up quartets. Drawing is usually done about 3:30 PM on Friday.  Results usually are posted about 4:00 PM, so that people can find their quartets.  

There is a sample of the registration schedule at the end of this document.

 

 

 

 

 

If you are sharing responsibilities with another person or couple:

 

Please be sure to send the Registration Materials Briefcase to the Registrar(s) for the next Festival as soon as the current one is over!

 

The following instruction sheet for registration procedures is taped to the registration table for easy reference for the volunteers.  The old shift explains it to the new one and answers any questions:

 

 

 

 

 

REGISTRATION VOLUNTEER INSTRUCTIONS

 

     CURRENT MEMBERS

 

1.  ASK THEM to check the roster book to verify information,

AND CHECK the BOX INDICATING ALL IS CORRECT        

 

2.  Give them a pouch and pre-printed badge

 

3.  Remind them of the donation BUCKET  (If asked, suggest $20

         since there is no registration fee)

 

4.  remind them to enter a voice part for the Friday contest

   (Explain “2nd Chance” for a different part)

 

5.  Replacement pins are $5

 

     new members

 

1.  Ask them to fill out membership application (in BINDER)

 

2.  Provice a blank badge and a badge holder

 

3.  $15 is a lifetime membership including pin – no annual dues

 

4.  explain the friday night contest and ask them to enter

 

5.  non-singers (wives, husbands, partners) can be members

 

6.  membership allows participation in Friday contest and  

      saturday show

 

     visitors

 

 1.  urge membership

 

  2.  If they decline, urge a donation (Suggest $10)

 

 

Here is a sample of the volunteer schedule:

 

 

NOTES:  The first shift Thursday is at 6:00 pm so the Registrars can attend the Board of Directors meeting.  Friday 4 – 8 is handled by couples or non-singers so that singers can search for their quartets.  The 1st shift Saturday is at noon so that members can attend the General Meeting.

 

 

Here are the names of some people who have volunteered in the past: