Registration Day The Survival Guide. How to Survive Registration 2014Registration Day - A Survival...

Registration DayThe Survival Guide

How to Survive Registration

2014 Registration Day - A Survival Guide 2

• Who should attend this workshop?

• Who works registration days?

The entire Regional board!2014 Registration Day - A Survival Guide 3

Why is it important to involve the entire Regional board in the

registration process?

2014 Registration Day - A Survival Guide 4

Regional Board Member Registration Roles

• RC – act as the host of the “event”.• Regional Coach Administrator – recruit

coaches.• Regional Referee Administrator – recruit

referees.• CVPA – Verify/Screen volunteer

applications.• Treasurer – registration fee reconciliation.• Safety Director – recruit field volunteers.• Other members – welcome families,

recruit volunteers, trouble shooting.

2014 Registration Day - A Survival Guide 5

Course Objectives• How to Be

Prepared• The 10

Essentials• Tips to Be Your

Best• Helping Others2014 Registration Day - A Survival Guide 6

Be Prepared

What things should be done

before registration?

Hint: Pre-registration info from the Registrar workshop

2014 Registration Day - A Survival Guide 7

Six Months Before: Work with Regional Board to…

2014 Registration Day - A Survival Guide 8

Obtain Approvals and Agreements

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• Determine Region budget, calendar, player registration fees and registration dates.

• Consider “Early Bird” and other “discounts” on registration fees rather than a “late” registration penalty. Do a “last chance” option.

• Identify/Approve any scholarships.• Approve refund and late registration

policies.

Secure Registration Site(s)

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(Reservations, permits, usage fees, approvals)• What are some good locations

for registration?• Should all registrations be held

at the same location?• Is there some advantage in

holding one day of registration at an alternate location?

School cafeterias, gyms, churches, community recreation centers, community meeting rooms, inside malls, and some outdoor locations.

Changing locations or days of the week gives families flexibility and more opportunities to register.

Some questions to consider…

2014

• Indoors or outdoors?• Well known building or site?• Computer access to eAYSO?• Large enough room/space?• Ample parking?• Availability/costs?• Tables, chairs, electricity?• Kids’ activities?• Safe (children) and secure (money)?• Available amenities

(restrooms/shade)?

Location, Location!

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Location is everything.Does your location have

everything?

Today AYSO

Registration!

2014 13

Does your location have everything?

Tables, chairs, seating areas

Two to Three Months Before …

Registration Day - A Survival Guide 14

Coordinate Board Member responsibilities on, and before

registration day:Advertising and

Publicity

Volunteer Recruitment

Welcome Greetings

and Region

Information

Kid Activities and Kid Corner

Coaches

Referees

Fees and Payments

Refreshments

Contact Information

Review Questions• Which Regional board members

should work at registration?• Who should collect money?• How many people should collect money?• Who is responsible for the Volunteer Application Forms?

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All board members

Treasurer and reps

At least twoThe CVPA and reps

At Least Six Weeks Before...

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–Order registration kits–Put esignature information on the

website–Advertise registration:

• On-line registration• Web site• eBlast• School fliers• Banners

–Update eAYSO registration information

Registration Day10 Essentials

What will you need to be your best?

• What stations will you need to set up?

• Where should they be situated?• Who should work each station?

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Welcome to AYSO

Registration

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Information

and Forms

Tables with Pens, A Parent’s Guide to AYSO and other information

Sample Uniforms For Sizing

Recruitment

Regional

Information

and Policies

Playing AYSO Video

Playing AYSO Video

T-ShirtsVendorsCleat

ExchangeEtc.

Computers,Sorters,

Organizers

Form

Checkers

Cash

ier

Coach, Referee, Volunteer Recruiting

A sample layout…See Registrar Manual for details…

2014 Registration Day - A Survival Guide 20

Coach, Referee,

Volunteer

Recruiting

Some Regions hold registration outdoors at their fields.

Refund Policy Reminder

• Ensure that Regional Board has defined and approved late registration and refund policies.

• Prominently display policies at registration.

• Be sure polices are communicated in all registration packets, mailings and websites.

• Refer to Standard Regional Guidelines and National Policy Statements for best practices.

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Examine these sample registration fliers and forms asking parents to volunteer.

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2014 Registration Day - A Survival Guide 23

2014 Registration Day - A Survival Guide 24

2014 Registration Day - A Survival Guide 25

2014 Registration Day - A Survival Guide 26

2014 Registration Day - A Survival Guide 27

Attitude is everything when recruiting

volunteers.

2014 Registration Day - A Survival Guide 28

Survival Tips

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Do children come to registration along with their parents?

What is the benefit of keeping them occupied for a few minutes?

It gives you time to recruit the parents to volunteer!

Survival TipsWhat are some ideas on how to amuse the kids while their parents go through the registration process?

2014 Registration Day - A Survival Guide 30

Kids Corner Ideas• Have children’s video set up. You could

even use a soccer related “Disney” film. • Set up some child friendly snacks, such

as juice boxes, fresh fruit or cookies. Always ask for parents’ permission before giving out refreshments. Stay away from nuts in cookies or snacks.

• Set up a coloring station with crayons or magic markers for children to draw a soccer picture and a wall where they can be displayed.

2014

Kids Corner Ideas• If you have access to a gym, set up

some soccer stations where children can try their luck and win some simple prizes doing soccer drills or quick games.

• Make it easy, so that you are giving out lots of prizes. Again, you will need permission from the parents and adequate supervision. Older players are perfect for this.

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Don’t give up yet!

2014 Registration Day - A Survival Guide 33

Survival Tips

“Special Requests”• A possible solution is to put up small

posters on the walls or on the tables saying: “Thank you for not making any special requests.”

• Suggestion: Parents can write whatever they want on the top of the Player Registration Form, but unless the request is initialed by the RC or the Registrar (no one else) the request is not honored. Initializing means that there was a discussion and it was a valid and needed request.

2014 Registration Day - A Survival Guide 34

“Special Requests”

• Don’t make any exceptions. There is power in saying: “We never do what you have asked. Sorry”.

• Board Members should not expect an exception or special request for either themselves or their friends.

• Discuss it openly at a Board meeting and get the support of the RC ahead of time.

2014 Registration Day - A Survival Guide 35

Survival Tips• Appoint a “trouble shooter” whose

job it is to deal with the parents who are demanding or abusive.

• If you feel the situation is getting disruptive, try to slowly walk out of ear shot of other parents.

• Everyone will be watching and listening how this situation is handled.2014 Registration Day - A Survival Guide 36

“Food for Thought…”

• Every Region should make sure that their registration process is as “OPEN” as possible so that children are given every opportunity to play AYSO and no child has to be turned away.

• Encourage Coach Administrators, Division Coordinators and Coaches to communicate with the Registrar and RC about dropped players so players on a “waiting list” can be placed.2014 Registration Day - A Survival Guide 37

“Food for Thought…”• Waiting lists – avoid them. Give

every child an opportunity to play AYSO.

• Ask wait list parents to volunteer.

• Advertise in new and different ways so that the word gets out and parents register on time.2014 Registration Day - A Survival Guide 38

2014 Registration Day - A Survival Guide 39

Survival Tips

Survival Tips• Write out the policy and discuss it at a

Board meeting (try to keep the children in mind).

• Ask each Board Member if they will agree to it (peer pressure).

• Remind them of the policy if a situation occurs where you are asked to break the rules of the policy.

2014 Registration Day - A Survival Guide 40

Reconciliation Tips

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• Registrar and Treasurer must use a process that will reconcile the number of forms taken in and the amount of monies collected.

• Note amount of cash at the start of the day.• At least two people should be assigned to

count/verify all monies and forms accepted.• All cash taken in should match receipts and

when added to credit card receipts and checks, the grand total should match the number of forms and notations on each form for fees charged and amounts paid.

Reconciliation Tips

2014 Registration Day - A Survival Guide 42

Use the Registration

Reconciliation Form for each

registration Event

Another Way You CanReally Help Your Families…

Make sure they leave with Region contact information: an eye catching flier, refrigerator magnet or button.

2014 43

Each year, the National Office receives thousands of calls from concerned and upset parents who can not reach their local AYSO Region with questions about their child’s registration and coach/team/practice notifications.

Contact Information

2014 Registration Day - A Survival Guide 44

2014

Remember it’s all for the kids!

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And NOW…

A Customer Service

Announcement47

Customer Service Advice From an Expert

“Whatever you do, do it well.

Do it so well that when people see you do it they will want to bring others and show them how well

you do what you do.” Walt

Disney

Great AYSO Soccer Starts with Great Communication Each player and parent should know how to reach their Region leadership from a tool provided for them to reference at home

Brochure

Flyer

Bookmark

Business Card Magnet

Each year, the AYSO National Office

receives thousands of calls from concerned families who can not reach their local AYSO Region or do not get replies to questions about…

…player registration/VIP program …coach, team, practice time, location …volunteer points, referee points …playoff criteria and participation

…refunds, uniform returns, next registration

They would rather be communicating with you! Reachable

phone and email

publicized 800-555-AYSO - region2014@net.net

Web

site

up

to

date

Make sure

there is room for message

sREPLY

ASAP