Registration Day
A Survival Guide
How to Survive Registration
We’ll borrow themes from
Scouting to present Survival
tips for Registration Days
2009
Registration Day - A Survival
Guide
2
• Who Should Attend this Workshop?
• Who Works Registrations Days?
The Entire Regional Board!
2009
Registration Day - A Survival
Guide
3
Why is it important to involve the
entire Regional Board in the
Registration process?
2009
Registration Day - A Survival
Guide
4
Regional Board Member
Registration Roles
•
•
•
•
•
•
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
2009
Registration Day - A Survival
Guide
5
Course Objectives
•
•
•
•
2009
How to Be Prepared
The 10 Essentials
Tips to Be Your Best
Helping Others
Registration Day - A Survival
Guide
6
Be Prepared
• What things should be done
before Registration?
Hint: Pre-Registration Info from
the Registrar Workshop
2009
Registration Day - A Survival
Guide
7
6 Months Before:
Work with Regional Board to…
2009
Registration Day - A Survival
Guide
8
Obtain Approvals &
Agreements
• Determine Region Budget & Calendar and
Player Registration Fees &
Registration Dates
• Consider “Early Bird” & other “Discounts”
on Registration Fees rather than a “Late”
Registration penalty
• Identify/Approve any Scholarships
• Approve Refund & Late Registration
Policies
2009
Registration Day - A Survival
Guide
9
Secure Registration Site(s)
(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?
2009
Registration Day - A Survival
Guide
10
10 Location Essentials
•
•
•
•
•
•
•
•
•
•
2009
Indoors or Outdoors?
Well Known building or site?
Easy Access?
Large enough Room/Space?
Ample Parking?
Availability / Costs?
Tables, chairs, electricity?
Kid Activities?
Safe (children) & Secure (money)?
Available amenities (restrooms / shade)?
Registration Day - A Survival
Guide
11
Location, Location!
Location is everything.
Does your Location have everything?
2009
Registration Day - A Survival
Guide
12
Does your Location have everything?
2009
Registration Day - A Survival
Guide
13
2 – 3 Months Before …
Coordinate
Board Member responsibilities
Volunteer
Recruitment
Advertising &
Coaches
on & before Registration
Day
Contact
Publicity
Information
Referees
Payments
Greetings &
Information
2009
Kid Activities &
Kid Corner
Registration Day - A Survival
Guide
Refreshments
14
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?
2009
Registration Day - A Survival
Guide
15
Coordinate Board
Responsibilities
– Publicity Coordinator for Registration
Advertisements, School Fliers, Banners
– Volunteer Coordinator, Division
Coordinators, RCAs, RRAs for volunteer
requirements & recruitment
– Treasurer for fee/cash reconciliation
– CPVA for Volunteer Screening &
Registration
– Refreshments and Kid’s Corner activities
2009
Registration Day - A Survival
Guide
16
At least 6 Weeks Before….
– Order Registration Kits
– Blank Registration and Volunteer Forms
– Advertise Registration
• On-line Registration
• Registration Days
• School Fliers
• Banners
– Update eAYSO Registration Information
2009
Registration Day - A Survival
Guide
17
Registration Day
10 Essentials
What will you need to be your best?
2009
Registration Day - A Survival
Guide
18
Welcome to
AYSO
Registration
• What stations will you need to set up?
• Where should they be situated?
• Who should work each station?
2009
Registration Day - A Survival
Guide
19
Playing
AYSO Video
Coach, Referee,
Volunteer Recruiting
Computers,
Sorters,
Organizers
Tables with
Pens, ABCS of
AYSO and
other
information
Recruitment
Sample Uniforms
For Sizing
Playing
AYSO Video
2009
Registration Day - A Survival
Guide
20
2009
Registration Day - A Survival
Guide
21
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, & web sites
• Refer to Standard Regional Guidelines and
Policy Statements for best practices
2009
Registration Day - A Survival
Guide
22
Your Region can’t survive
without volunteers
2009
Registration Day - A Survival
Guide
23
Examine these
sample registration
fliers and forms
asking parents to
Volunteer.
Tell us what you like
and dislike about
each one.
2009
Registration Day - A Survival
Guide
24
2009
Registration Day - A Survival
Guide
25
2009
Registration Day - A Survival
Guide
26
2009
Registration Day - A Survival
Guide
27
2009
Registration Day - A Survival
Guide
28
2009
Registration Day - A Survival
Guide
29
Attitude is everything when
recruiting volunteers.
2009
Registration Day - A Survival
Guide
30
Survival Tips
Do children come to registration
along with their parents?
What is the
benefit of keeping
them occupied for
a few minutes?
2009
Registration Day - A Survival
Guide
31
Survival Tips
What are some ideas on how
to amuse the kids while their
parents go through the
registration process?
2009
Registration Day - A Survival
Guide
32
Survival Tips
Don’t give up yet!
2009
Registration Day - A Survival
Guide
33
“Special Requests”
• A possible solution is to put up small posters
on the walls or on the tables saying: “Thank
you for not asking for any special requests.”
• 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.
2009
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.
2009
Registration Day - A Survival
Guide
35
Survival Tips
Appoint a “Trouble shooter” at
registration 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 is
watching and listening to how this
situation is handled.
2009
Registration Day - A Survival
Guide
36
How would you handle this?
• You have set up three registration opportunities; it
is three weeks before the start of the season.
• The schedules are made, the teams are formed,
the uniforms have been distributed, and each
team already has the optimal amount of players.
• A parent calls and is begging you (the registrar) to
place her daughter on a team. What do you say?
2009
Registration Day - A Survival
Guide
37
Survival Tips
2009
Registration Day - A Survival
Guide
38
Survival Tips
• Write out the policy and discuss it at a
board meeting
• 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.
2009
Registration Day - A Survival
Guide
39
Registration Form Tips
•
•
•
•
Ensure all information is completed
All forms must be signed and dated
Check all handwritten information is legible
Player forms must have birth date. It is a good
practice to ask for government issued
document to confirm birth dates.
• Note Amount of payment & payment method
on form
2009
Registration Day - A Survival
Guide
40
Reconciliation Tips
• Registrar and Treasurer must employ 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 & 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.
2009
Registration Day - A Survival
Guide
41
Another way you can
really help your families…
• Make sure they leave with Region Contact
Information; an eye catching flier,
refrigerator magnet or button.
• Each year, the NSTC receives hundreds of
calls from concerned & upset parents who
can not reach their local AYSO Region with
questions about their child’s registration
and coach/team/practice notifications.
2009
Registration Day - A Survival
Guide
42
Contact Information
2009
Registration Day - A Survival
Guide
43
2009
Registration Day - A Survival
Guide
44
Remember it’s all for the kids !
2009
Registration Day - A Survival
Guide
45