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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
2014 Registration Day - A Survival Guide 9
• 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)
2014 Registration Day - A Survival Guide 10
(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!
2014 Registration Day - A Survival Guide 12
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?
2014 Registration Day - A Survival Guide 15
All board members
Treasurer and reps
At least twoThe CVPA and reps
At Least Six Weeks Before...
2014 Registration Day - A Survival Guide 16
–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?
2014 Registration Day - A Survival Guide 18
Welcome to AYSO
Registration
2014 Registration Day - A Survival Guide 19
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.
2014 Registration Day - A Survival Guide 21
Examine these sample registration fliers and forms asking parents to volunteer.
2014 Registration Day - A Survival Guide 22
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
2014 Registration Day - A Survival Guide 29
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.
2014 Registration Day - A Survival Guide 32
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
2014 Registration Day - A Survival Guide 41
• 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!
2014 Registration Day - A Survival Guide 46
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 - [email protected]
Web
site
up
to
date
Make sure
there is room for message
sREPLY
ASAP