COMMUNITY Registration Guide

Transcription

1 COMMUNITY Registration Guide TERRYFOX.ORG /

2 Making It Work Planning a Terry Fox Run requires a great deal of energy, enthusiasm and commitment. It also requires important attention to detail on Run Day during the registration process. An organized registration process is essential to a successful Run. It will allow you, your committee, and your participants to enjoy the day. This Registration Guide is meant to be read and shared with your Registration Coordinator and volunteers. We consider it vital that each Run site has a Registration committee in place for Run Day. You need to have a right-hand man (or woman) to oversee the process, answer questions as they arise, troubleshoot problems, and balance the books at the end of day. Any time that money changes hands at a charitable event, great care must be taken to be organized and orderly. Anything less could have serious repercussions on the reputation of the Run, the Foundation, and even yourself. Our participants deserve to attend a Terry Fox Run that is prepared to receive and register them in a timely and easy manner. Registration Coordinator On Run Day, the Registration Coordinator ranks #1 in importance. The person needs to be organized enough to coordinate numerous Run Day volunteers, perceptive enough to anticipate problems that may arise, and persuasive enough to have all support items donated. This Coordinator is responsible for handling all the paperwork and money on Run Day. We have found that people with a financial background, such as bank tellers and accountants, make excellent Coordinators. Tasks/Duties include: 1) Registration Supplies: Solicit local companies/ individuals (beg or borrow) for enough supplies to cover all tables and registrars. 2) Volunteer Coordination: Establish a number of registrars needed on Run Day, contact previous volunteers, advertise for new volunteers, if required. 3) Volunteer Training: Call registrars to confirm attendance, arrange a date and location for a training meeting, prepare a presentation that addresses the issues that pertain to their roles. 4) Tally Team: Arrange for volunteers to work with you to handle post-run reconciliation, follow the post-run procedures from the provincial office see back page, provide final stats (using the Post-Run Report) for the Run day call to the provincial office, take cash to the bank and obtain a draft/settlement to include with all paperwork, prepare Post-Run report in conjunction with site organization timely submission is crucial. 5) Thank You Letters: Write to all volunteers and donors who helped make registration run so smoothly.

3 Registration Volunteers The Registration volunteer s role on Run Day (and before) is vital to the success of the day s event. They are the public face of your local Terry Fox Run they are the ones who greet our participants and make them feel welcome and appreciated. It is not a role to be taken lightly we need our best and brightest at these tables! Tasks/Duties include: Attend training sessions Arrive on time and prepared on Run day (bring any items required, i.e. calculator, stapler, etc. ) Process each participant carefully and with attention to details do not hesitate to ask questions Handle all currency with care, following directions provided by Registration Coordinator Verify that your paperwork is complete and without problems at shift end Run Site Must-Have s Once again, preparing ahead of time is the key to smooth operations on Run Day. After consulting with many sites, we believe that we have come up with the ultimate list of Must-Haves for registration. 1) Entry Forms pre-printed 2) Online Sign-In Sheet(s) 3) Registrar Instruction Sheets 4) Pens (2 per registrar) 5) Staplers, staples, and staple removers 6) Calculators, adding machine with tape 7) Zip-lock baggies or #10 envelopes 8) Route maps 9) Pledge sheets 10) Certificates of Participation 11) Participant seals 12) Signage 13) Masking tape and highlighters Schedules & Training As the Registration Coordinator, you may be tempted to leave many of your tasks to the week before the Run. Be warned this is tempting fate! Leaving the Registration process to novices or the untrained can result in hours of clean-up for you in the post- Run hours. Worst of all, some problems never get cleared up and then land in the lap of the Provincial Office. Arrange a Registration Training Session for all your volunteers. Make it at a time that is convenient (6:30-7 pm) on a week night. Length of session 1 hour. Be prepared with samples. Issues to cover: What is an Entry Form? What is a pledge sheet? Correct completion of the Entry Form - all options Ask volunteers to bring their own supplies Alternatively, conduct a training session one hour before your event opens. PRE-RUN WEEK: Visit Your Bank You will receive a significant amount of cash on Run Day, from personal donations, merchandise, general donations, etc. As we strongly discourage cash being sent via mail or courier, we request that you have any cash transferred into a bank draft/ money order. To do so, we urge you, or someone from your Run committee to arrange in advance a meeting with your local bank to discuss the best way for an easy, quick and efficient processing on all cash on the Monday following the Run. If you experience problems at the bank, ask the manager or teller to call our toll-free number How Many Registrars? Terry Fox Runs vary in size from 12 people to 5,000 people, none of whom pre-register and most of whom show up at the official start time! This makes estimating the number of volunteers for registration difficult. We suggest using a 1:25 ratio 1 volunteer for every 25 participants. As the day progresses you will need less as your numbers dwindle. TERRYFOX.ORG /

4 These totals must match Easy Steps to Registration 1) Smile. Greet the participant with a cheerful Good Morning/ Good Afternoon, thanks for coming out. 2) Ask the participant to complete the personal information on the Entry Form: name, address, phone number and address. Request that they print clearly. Ensure that they complete the correct option box. 3) Ask the participant to answer questions regarding previous involvement and ensure that he/she sign the Entry Form. 4) One Entry Form is needed per person. **The only exception is when a family participates together. In this situation, one family member completes an Entry Form and lists the total number of family members participating (using the line under the phone #). 5) Ensure that the decimal and cents are used when needed. **A 2 donation has been taken as 200 because the decimal was not clearly indicated. 6) Cheques: Cheques must be made payable to The Terry Fox Run or Foundation. Please ensure cheques are not made payable to the participant. Make sure all cheques are dated properly and signed. 7) Registration volunteers need to make sure that the Run site number appears on every Entry Form and Pledge Sheet taken in. Online Participant Sign-In Sheet 2018 Online Participant Sign In Sheet Run Site Name: Online Participants have already completed the registration process when they signed up online, including the liability waiver. This simple Sign In process ensures that they are welcomed to the Run and revenue and participant numbers can be tallied. Please follow these steps: 1. Welcome Online Participants to the Run 2. Ask them to Sign In below 3. Thank them for their wonderful support! Exception: If an Online Participant is also handing in a completed pledge sheet, or wants to make a personal donation, they must also complete an Entry Form using the appropriate Option box. Online Participant Funds Raised Online (Estimated) Option 1 Ensure that the amount is clearly marked on the line (using decimals to clarify) and that Handed In is ticked off. (ORGANIZERS: Staple to pledge sheet here - option 2) 8 Terry Fox Run Entry Form Event #: 44 Location: Walkerton Registered Team Name: PLEASE PRINT CLEARLY AND COMPLETE IN FULL Steve and Linda Simpson First name: L a s t n a m e : 66 Maynard Crt Address: Walkerton ON N0G 2V0 City/Town: P r o v : P o s t a l c o d e : To receive tax receipt faster, please ensure steveandlinda@gmail.com to include your If this form covers a family, Telephone:( ) please indicate # of people: Are you interested in volunteering with our Terry Fox Run NEXT YEAR? I have participated in (# of years) Terry Fox Run(s). Please send me information about how to include The Terry Fox Foundation in my will. PARTICIPANT: Check appropriate box - PARTIALLY COLLECTED PLEDGE SHEETS NOT ACCEPTED We issue receipts for contributions of or more. OPTION 1 I am making a personal TODAY: 35 CASH 3 CHEQUES RECEIVED TODAY OPTION 2 I am handing in my pledge TODAY: DEBIT/CREDIT OPTION 3 I will hand in pledge sheet by Oct 13: REGISTRATION VOLUNTEER: Please verify that cash / cheques / debit / credit received is accurate, the boxes to the left are filled-in. RUN VOLUNTEER: PLEASE PRINT NAME HERE This Option applies to all participants who are making a personal donation at the Run site they do not have a pledge sheet with other donors, and they have not written their donation onto their pledge sheet (participants whose personal donation appears on their pledge sheet should check Option 2 on the Entry Form). It is very important that these Entry Forms are completed clearly and fully as income tax receipts are issued from this information. ACTION REQUIRED: Confirm donation matches amount written Place currency in the baggie/ envelope and seal Staple baggie/envelope/cheques to the front of Entry Form indicate the cash and/or cheques in the bottom boxes (Estimated amount) 35 J. Martin In consideration of your accepting this entry,i hereby,for myself, my heirs,executors and administrators,waive and release any and all right and claim for damages I may have against the organizers holding this event,their agents,representatives,successors and assigns, for any and all injuries suffered by me at this event. Signature: Steve Simpson 312 Yes

5 These totals must match These totals must match These totals must match Option 2 Please ensure that the pledge sheet(s) is also handed in, along with the funds. (ORGANIZERS: Staple to pledge sheet here - option 2) 8 Terry Fox Run Entry Form Event #: 44 Location: Walkerton Registered Team Name: PLEASE PRINT CLEARLY AND COMPLETE IN FULL Steve and Linda Simpson First name: L a s t n a m e : 66 Maynard Crt Address: Walkerton ON N0G 2V0 City/Town: P r o v : P o s t a l c o d e : To receive tax receipt faster, please ensure steveandlinda@gmail.com to include your If this form covers a family, Telephone:( ) please indicate # of people: Are you interested in volunteering with our Terry Fox Run NEXT YEAR? 3 I have participated in (# of years) Terry Fox Run(s). Please send me information about how to include The Terry Fox Foundation in my will. Yes Option 3 (ORGANIZERS: Staple to pledge sheet here - option 2) 8 Terry Fox Run Entry Form Event #: 44 Location: Walkerton Registered Team Name: PLEASE PRINT CLEARLY AND COMPLETE IN FULL Steve and Linda Simpson First name: L a s t n a m e : 66 Maynard Crt Address: Walkerton ON N0G 2V0 City/Town: P r o v : P o s t a l c o d e : To receive tax receipt faster, please ensure steveandlinda@gmail.com to include your If this form covers a family, Telephone:( ) please indicate # of people: Are you interested in volunteering with our Terry Fox Run NEXT YEAR? 3 I have participated in (# of years) Terry Fox Run(s). Please send me information about how to include The Terry Fox Foundation in my will. Yes Multiple Options (ORGANIZERS: Staple to pledge sheet here - option 2) 8 Terry Fox Run Entry Form Event #: 44 Location: Walkerton Registered Team Name: PLEASE PRINT CLEARLY AND COMPLETE IN FULL Steve and Linda Simpson First name: L a s t n a m e : 66 Maynard Crt Address: Walkerton ON N0G 2V0 City/Town: P r o v : P o s t a l c o d e : To receive tax receipt faster, please ensure steveandlinda@gmail.com to include your If this form covers a family, Telephone:( ) please indicate # of people: Are you interested in volunteering with our Terry Fox Run NEXT YEAR? 3 I have participated in (# of years) Terry Fox Run(s). Please send me information about how to include The Terry Fox Foundation in my will. Yes PARTICIPANT: Check appropriate box - PARTIALLY COLLECTED PLEDGE SHEETS NOT ACCEPTED We issue receipts for contributions of or more. PARTICIPANT: Check appropriate box - PARTIALLY COLLECTED PLEDGE SHEETS NOT ACCEPTED We issue receipts for contributions of or more. PARTICIPANT: Check appropriate box - PARTIALLY COLLECTED PLEDGE SHEETS NOT ACCEPTED We issue receipts for contributions of or more. OPTION 1 I am making a personal TODAY: OPTION 2 I am handing in my pledge TODAY: OPTION 3 I will hand in pledge sheet by Oct 13: OPTION 1 I am making a personal TODAY: OPTION 2 I am handing in my pledge TODAY: OPTION 3 I will hand in pledge sheet by Oct 13: OPTION 1 I am making a personal TODAY: OPTION 2 I am handing in my pledge TODAY: OPTION 3 I will hand in pledge sheet by Oct 13: 100 (Estimated amount) 300 (Estimated amount) (Estimated amount) REGISTRATION VOLUNTEER: CASH CHEQUES DEBIT/CREDIT Please verify that cash / cheques / debit / credit received is accurate, the boxes to the left are filled-in J. Martin RUN VOLUNTEER: PLEASE PRINT NAME HERE RECEIVED TODAY CASH CHEQUES DEBIT/CREDIT RECEIVED TODAY REGISTRATION VOLUNTEER: Please verify that cash / cheques / debit / credit received is accurate, the boxes to the left are filled-in. J. Martin RUN VOLUNTEER: PLEASE PRINT NAME HERE REGISTRATION VOLUNTEER: CASH CHEQUES DEBIT/CREDIT Please verify that cash / cheques / debit / credit received is accurate, the boxes to the left are filled-in. 120 J. Martin RUN VOLUNTEER: PLEASE PRINT NAME HERE RECEIVED TODAY In consideration of your accepting this entry,i hereby,for myself, my heirs,executors and administrators,waive and release any and all right and claim for damages I may have against the organizers holding this event,their agents,representatives,successors and assigns, for any and all injuries suffered by me at this event. Signature: Steve Simpson 312 In consideration of your accepting this entry,i hereby,for myself, my heirs,executors and administrators,waive and release any and all right and claim for damages I may have against the organizers holding this event,their agents,representatives,successors and assigns, for any and all injuries suffered by me at this event. Signature: Steve Simpson 312 In consideration of your accepting this entry,i hereby,for myself, my heirs,executors and administrators,waive and release any and all right and claim for damages I may have against the organizers holding this event,their agents,representatives,successors and assigns, for any and all injuries suffered by me at this event. Signature: Steve Simpson 312 This Option applies to all participants who are handing in their completed pledge sheet(s) and funds at the Run site. This includes participants who have written their personal donation onto a pledge sheet. Please remember: we do not accept partially collected pledge sheets. ACTION REQUIRED: Confirm amount handed in balances with pledge sheet total(s) Sign the pledge sheet on the Site Authorization line Place currency in the baggie/ envelope and seal Staple cheques to the front of Entry Form and pledge sheet indicate the cash and/or cheques in the bottom boxes This Option applies to all participants who expect to raise pledges but are not handing them in on Run Day. The participant will bring his/her pledge sheet to have it authorized (see bottom of pledge sheet) - remember to include your Site #. ACTION REQUIRED: Calculate the estimated amount of on the pledge sheets Sign the pledge sheet on the Site Authorization line Give pledge sheet back to donor You may encounter participants who indicate that they have raised funds in more than 1 way. For example, they may have collected money (Option #2) as well as given a personal donation (Option #1). ACTION REQUIRED: Confirm amount handed in balances with pledge sheet total(s) Sign the pledge sheet on the Site Authorization line Place currency in the baggie/ envelope and seal Staple cheques to the front of Entry Form and pledge sheet indicate the cash and/or cheques in the bottom boxes

6 Post-Run Procedures IF you report to the Run Organizer: Provide the Organizer with the financial information from the Entry Forms as well as all paperwork and funds. The Organizer will forward all the Entry Forms, pledge sheets and funds to the provincial office. IF you are also the Run Organizer: In addition to the tasks listed above, you must also include merchandise and miscellaneous revenue in your report. Ensure that the Post- Run Report is completed and submitted within three weeks of the Run. Ensure your team is aware of post-run reporting requirements money counters, merchandise sales, etc need to follow the same format and reporting for your post-run report. Before you rest your weary head, you must organize all the Registration paperwork and process all monies received. This is the most important part of your job, as it involves managing and safe-keeping cheques and cash. Please use the working copy post-run report and transfer to the triplicate sheet once everything balances. Begin by separating the Entry Forms into 5 groups: a) Option 1s: all those who made a personal donation at the site b) Option 2s: all those who submitted completed pledge sheets and funds c) Option 3s: all those who expect to raise pledges and submit at later date d) Entry Forms that have no Option marked e) Multiple option Entry Form Detach the funds from group a) ensure that each Entry Form matches the amount in the baggie/envelope. Separate the cheques and the cash. Tally total amount for Option 1. separate. Ensure that each Entry Form matches the amount in the baggie/envelope. Separate the cheques and the cash. Tally total amount for Option 2. For group c) tally the estimated total of pledges to come post-run Option 3. Gather each group with an elastic or paper clip. Enclose them all (if possible) in the Terry Fox Run Organizer Registration Envelope. Use additional plain envelopes if necessary. Also send Online Sign-In sheet(s). Reminder: As you cannot send cash through the mail or a courier service, you will need to take the cash to a local financial institution. Ask the teller to process the funds and provide you with a settlement or draft made out to The Terry Fox Run. Include this draft in the envelope you send back to the Provincial Office with the personal donor cheques and the post-run report. Detach the funds from group b) ensure that the pledge sheet remains attached to the Entry Form do not

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8 Please call us before Run Day with any questions. Do not hesitate to ask us anything!