THE REGISTRATION PROCESS

 

The first impression a sailor may have of how well organized your regatta will be probably will come at registration. Each club has its own methods, but sometimes we can learn from others how to improve the process to make it fast and pleasant for the sailor. Of course the size and complexity of your regatta will dictate how many people are needed for this process, but the following might give you some ideas on how to organize your registration process. Some clubs use members of women's sailing auxiliary or other similar organizations to staff their registration team.

REGATTA REGISTRATION

SOUTH CAROLINA YACHT CLUB STYLE

BY SHEILA RUMSEY

A first impression is a lasting impression. Sailors arrive at a regatta registration exhilarated, some tired from traveling, and often all at once. Obtaining Sailing Instructions and regatta perks are their focus. These are active people preferring to skip paper work. Making registration run quickly and smoothly is the registration committee's goal. This makes that first impression a good one.  As the chairperson, organization is my skill. Because I do not yearn to be on the water I can invest a little time in people resources to prepare for registration. Start by choosing eight good people. Write job descriptions, outline the physical layout, and make an equipment list. Make sure your committee members have read the Notice of Race carefully.  A few days in advance of the regatta, schedule a meeting to read and discuss the job descriptions and obtain names and phone numbers of everyone on the committee. (Trading jobs or getting substitutes is up to the individual.) Go through the entire registration process. Letting volunteers select their own job is a key to contentment.  Having every committee member know everyone else's job is critical. Making the process fun is gravy and will guarantee that most will volunteer again.

The following are the "jobs" along with their title and description.

• The TAKER takes the completed registration forms. This person creates the first impression. It helps if this person has a warm, friendly personality.
• The RECORDER manages and maintains the overall informational form. A knack for detail is important here. (*This form is explained in detail later.)
• The BANKER totals all fees (registration, meals, dockage, etc.) These fees are then collected. (Don't give this job to Leona Helmsly.)
• The TICKETER distributes meal tickets (or bracelets) to sailors and the race committee. KEEP A LIST No ticket, no chow.
• The CHARGER helps visitors to avail themselves of club facilities such as the dining room and bar by completing guest cards. (Your club may handle this in a different manner but ignoring the issue can cause hard feelings.)
• The MAD HATTER distributes the perks. Personality skills come into play here as sailors tend to try and outwit the HATTER for extra hats. Also if T-shirt sizes are not what the sailor wants diplomacy may be needed. This person may also distribute race committee lunches, etc.
• The RATER verifies ratings. (This is of course not needed for one-design regattas, but may be used to distribute streamers and pass out Sailing Instructions)
• The SCRATCHER is itching to complete the scratch sheets and get this information on the computer or to the scorer with sail/bow number, skipper name and any other information your club's scratch sheets include.
• The FLOATER is just like it sounds, floating to trouble spots-this is the chairperson.

 

Speed and accuracy are paramount. No one should be kept waiting in line.  Sailors also expect the registration committee to know everything, not just regatta details. All committee members should be able to answer questions about the regatta, but it helps to know where a service station or pizza place can be found.

 

*The overall information form the RECORDER maintains will have all data for each boat: Boat name, skipper, sail/bow number, US Sailing discount, rating and dockage if applicable, crew number, pre-registration dollars received, meals paid and perks distributed with the totals to balance against other forms.

 

As the chairperson, be flexible. A committee member may have a better way to accomplish the job. Doing your job with a smile will bring the volunteers back again and the keep the sailors happy.