CHIEF OF REGISTRATION CHECKLIST

 

(NOTE: These instructions are for our old timing system and they need to be updated)

 

Before The Event

Download pre-registered entries from club's Internet database as a unformatted text file. http://ssscc.org/registered.bout

 

Import the text file into MS Excel so it's broken into columns with the following names:

• Email*

• Number (Car Number)

• Class (SSSCC Class)

• Make

• Model

• Year

• SCCA (class)

• First (name)

• Last (name)

• NonMem (entry fee)

• Mem (Entry Fee)

• Join (new member?)

• New_ (new car number)

• Class_Change (NOT USED)

• HmPhone

• DayPhone

• Event*

• Date*

*At this time, you will have to manually type in this information

Sort the data alphabetically by last name

 

In MS Word, "Mail-merge" the MS Excel file into individual registration forms in MS Word.

 

PRINTING

Print out all pre-registration forms. NOTE: You must use the "Merge To Printer" command to print them.

IMPORTANT: Print out a copy for each event. (3-day event = print 3 copies)

Bring completed pre-registration forms to the event

 

The Chief of Workers will try and recruit 1 or 2 registration workers.  It's a good idea to remind the volunteers that they must arrive at least 15 minutes before registration is scheduled to open.

NOTE: If necessary, you may have to fill one of the positions

 

Make sure club Secretary remembers to provide you with the following the morning of the event:

• Updated list of club members (updated from previous events)

• Updated car number list (updated from previous events)

 

Make sure club Treasurer remembers to provide you with the following the morning of the event:

• Cash box (money should be counted and recorded prior to start of event)

• Membership cards

 

Morning Of Event

Show up early and set up registration in a conspicuous location (normally next to the timing trailer) and setup the following:

• Canopy (if necessary)

• Tables

• Chairs

• Forms, waivers, pens, etc (Registration bin and Blank Forms Box).

• Fill out date/location on waivers.

• Remember to make sure both sides of the waiver form is filled out before starting a new one.

 

 

WHEN ENTRANT FIRST ARRIVES AT REGISTRATION

• If entrant HAS pre-registered:

• Find their completed registration form and give it to them.

• Send entrant to get their Worker Assignment and vehicle Tech'd

• If entrant HAS NOT pre-registered:

• Have them fill out a blank Registration Form.

• Assign them a car number from list of available numbers.

• Send entrant to get their Worker Assignment and vehicle Tech'd

AFTER ENTRANT HAS WORKER ASSIGNMENT AND TECH SIGNATURES

• Check drivers license for expiration date and age

• Minor competitors must have a Parental Consent/Minor Competitor Waiver signed by parents.

• Have entrant sign both waivers (or check that they have a wrist band).

• Inform them of the benefits of becoming a club member

• Pays for itself after 4 events.

• Only club members qualify for end-of-season awards.

• Discounts at various retail stores in the area.

• Benefactor membership- Great if they can't donate their time.

• Collect money (checks can be made out to SSSCC).

 

Give entrant:

• Course Map

• Wrist band (if they don't already have one)

 

Periodically gather completed Registration forms and take them to the timing trailer for entry into the computer.  If possible, help Chief of Timing with data entry.

 

 

After Registration Closes

• File all completed registration forms into Traveling Box.

• File all completed waivers into Traveling Box.

• File all completed membership forms into Traveling Box.

• File revised list of available car numbers into Traveling Box.

• Give Traveling Box to appropriate club officer for completion before next event.

• Give all money to Club Treasurer (or other club officer in his/her absence)

• Return all registration supplies to trailer where they belong

• Notify club officer if any supplies are running short so they can be replenished before the next event (Registration forms, waivers, wrist bands, pens, etc)

 

 

CONTENTS OF BOXES UTILIZED FOR REGISTRATION

 

Traveling Box (to be taken home by Chief of Registration or other Club Officer)

• K&K event insurance certificate (new certificate for each event)

• Completed insurance waivers

• Completed parental consent/minor waivers

• Completed/example course maps (for future reference)

• Revised list of car numbers

• Revised membership list

• Blank registration forms

• Drivers Meeting checklist (things to be discussed in drivers meeting)

• Tech stickers

• SSSCC rule book

• SCCA rule books (2)

• Accucros software manual

 

Waivers Box (stored in timing trailer)

• Wristbands

• Blank insurance waivers

• Blank track waivers

• Blank parental consent/minor waivers

• Clip boards

• Pens/pencils

 

Registration Box (stored in timing trailer)

• Blank registration forms

• Clipboards

• Pens (in there own separate box)

 

 

Bob Bromm:

Cell: 430-8467

Home: 374-4309

cybernuke@charter.net