Registration Committee The registration committee is responsible for the proper registration of all persons attending the convention, and preparing the records of such registration. A chair and committee shall be appointed well in advance of the official call to the convention so that the name and address of the person designated to receive the registration forms may be shown in the call to convention. Pre-registration:
• Purchase supplies of ribbons, materials for packets and badges
• Prepare a registration list and fill out a registration card.( See Appendix A, Sample Forms, p. 66) Mark“ paid” as appropriate. The original form will be given to the retiring president. Give registration card to the attendee to take to credentials. Registrations should be checked against the state roster for accuracy of categories registered for. The outgoing president of each Local Organization is registered as the president; any other person should be registered as representing the president.
• Prepare a badge for each registrant.
• Prepare an envelope with the name of each person on the front. Enclose the meal tickets, badge,( but NO ribbons), and the registration card.
• File registratons in alphabetical order so that registration materials may be located quickly.
• Deposit into the state IB / Convention account or transmit to the state treasurer at regular intervals the monies collected from registration. Make and keep copies of all checks and, if making deposits directly into the Convention / IB account, keep all deposit slips to give to the state treasurer.
* Keep copies of the envelopes with postmark for all registrations near the deadline date or mark each form with the date received.
On-site registration:
• Registration forms should be available for use of persons arriving without having pre-registered. Convention chair will determine whether meal tickets may be purchased at this point. Prepare additional meal tickets for sale on-site if needed.
• Determine fees payable and collect total due.
• Fill out a registration card, mark it“ Paid” to indicate that all fees are paid, and give it to the attendee to take to the credentials desk if appropriate.
* Registration should be open at least 30 minutes before the 2 nd business session to allow those arriving after the close of registration on Friday or late registrants to be eligible to vote in the election of officers.
Registration Desk Organization:
• Convention chair will determine days and hours the registration desk wil be open. Schedule workers to make sure that sufficient staff will be available. Be in the area to solve any problems as they arise.
• Provide necessary office supplies, typewriter or computer, pencils / pens, trash container, etc. Have a container to hold cash and checks for fees paid on-site.
• Arrange registration materials so that the process moves smoothly. Registration materials( cards and envelopes) should be arranged in alphabetical order so that they can be located quickly. Packets for state officers and board members may be separated from that of other members. Materials which go to specific members should be kept separate and in alphabetical order.
• Anticipate the need to remove registration materials when desk closes each day and arrange a secure place for the records and materials to be kept.
• At the end of the convention, the registration forms, registration cards, and proof of date of registration will be given to the retiring president until all convention expenses have been paid, the books balanced, and any questions relating to refunds, etc., settled. The retiring president will be responsible for destroying forms.
* As soon as possible, deposit into the IB / Convention account or give to the state treasurer funds collected at the convention. If making deposits directly into the Convention / IB account, turn in receipts for all deposits and records of the account to the state treasurer at the close of the convention or within 10 days of the end of the convention.
* Along with the Convention Chair, prepare the Convention Income Report to be presented to the Post- Convention Board of Directors.
REGISTRATION DESK PROCEDURE
• Locate the registration card for the attendee. Make sure that the card is marked“ Paid.” Mark card to indicate that the attendee has passed through registration. DO NOT allow anyone other than the attendee, other than guests arriving after registration closes, to pick up materials. Refer any question to the Registration Chair.
• Give the attendee the envelope with badge and meal tickets. Request that the tickets be verified before leaving the registration desk. Give the attendee the proper packet and any other materials. Give the attendee the registration card marked“ Paid” to take to the Credentials area.
33 July 2009