Event Organizer's Handbook - Terry Fox Foundation

SECTION 6: Event Day Registration CoordinatorThe Registration Coordinator is responsible for the entire registration processfrom the set up of the registration table on event day to the submitting offunds after the event. This person should be highly organized and have afinancial background if possible. The Registration Coordinator is the Chair’sright hand on event day. They need to be able to oversee the process,answer questions as they arise, troubleshoot problems and balance thebooks at the end of the day.An organized registration process is essential to a successful site. Participantsshould arrive to an efficient team of volunteers prepared to register themquickly. How participants are treated at the registration table sets the tone foryour entire event.REGISTRATION COORDINATOR RESPONSIBILITIES:Volunteer Coordination: Establish the number of registrars needed on EventDay (we suggest 1 for every 25 participants) then work with the Site LogisticsCoordinator in their recruitment.Volunteer Training: Arrange a date and location for a training meeting,prepare a presentation that addresses the issues that pertain to their rolesand teach the registrars the registration procedure.Registration Table Preparation: Make sure your registrars have everything theyneed to work quickly and efficiently. Here is a list of must-have items at yourtable:Entry Forms: pre-printedRegistrar Instruction Sheet: see next pagePens/highlightersStaplers, staples and staple removersZip-lock bags/envelopesPledge SheetsTally Team: Arrange for volunteers to work with you to handle post-eventreconciliation, follow the post-event procedures from your provincial office ,provide final stats (using the post-event report), take cash and cheques tothe bank and obtain a draft/settlement to include with all paperwork,prepare post-event report in conjunction with site organization – timelysubmission is crucial.Draft: Updated May 14th, 2013