b) Preparing Badges and Tickets
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This is normally done at home by a volunteer on their personal inkjet printer. It’s wise to obtain/order material stocks early (February) in case of delays in supply. The actual printing should not be begun until between the cut-off date for registrations and the preparation of the Check-In envelopes, about two weeks before the event.
Name Badges
Materials required (keep receipts for reimbursement if you are doing the purchasing):
- Printer ink, may be colour or simply black (cost of a cartridge can be reimbursed).
- Stock for printing cards onto:
- Perforated A4 sheets of white business card blanks, usually available 10 cards to a sheet; or
- Plain A4 sheets of card to be cut with a guillotine if you have one.
- Card of some colour other than white for the meal tickets.
- C5 envelopes
- Adhesive labels for registrant surname and T-shirt orders; labels go on outside of envelopes
- Pouches with clip and pin, one for each registered participant.
Extract the required data from the database or Treasurer's registration list.
ID cards: These are normally prepared with the ASNSW logo and graphic, but this is not critical. Put a title at the top.
Insert fields:
- First Name [space] Last Name
- Participant ID number
- Age if it’s a child (so that you know if they vote or go in the door prize)
Centre everything, space appropriately and format the sizes something like this:
ASNSW (Font size 14)
South Pacific Star Party 2X, 20XX
Lesa Moore (Bold, font size 22)
639 (Font size 11)
Dinner Tickets
Dinner tickets are printed separately on light card of a different colour. Design is not critical, e.g.
ASNSW (Font size 14)
South Pacific Star Party 2X, 20XX
One Roast Dinner
Voting Cards
These are generic, but colour-coded to distinguish the two categories (Open and Deep Sky) and be distinct from the other cards. Print sufficient to have one of each card for each registered participant, though kids under 12 do not vote. Include a box where participants can enter the number of the image they are voting for. Three-digit numbers begin with 1 for Deep Sky and 2 for Open, to ensure that people use the correct ticket for each category and to help prevent vote-rigging (by using wrong category tickets), e.g.
***
|
1 _ _ |
201X
Vote for your favourite Astroimage: DEEP SKY
(insert number here and drop card into voting box)
***
|
2 _ _ |
201X
Vote for your favourite Astroimage: Open Category
(insert number here and drop card into voting box)
Door Prize Tickets
These are printed in two different colour inks, adults in blue, kids in red (to match the colours of the buckets that the tickets go into for the draw). You need to do two separate runs using the filtered adults’ database and the filtered kids 8-and-over database. Kids under 8 do may go in the door prize unless a special arrangement is made (which may happen year-to-year, depending on availability of giveaways),e.g.:
***
South Pacific Star Party 2X
201X
Kids Door Prize Ticket
Kathy Kidsom
750
***
South Pacific Star Party 2X
201X
Adult Door Prize Ticket
Lesa Moore
639
Spares
Print some spare ID cards that can be hand-written for late and on-site registrations. Keep any spare voting tickets in case of stuff-ups, though we do tell people that lost tickets will not be replaced.
Bundling Tickets
Once all tickets are printed, they can be separated (tear along perforations or use a guillotine or cutter if you have one). Bundle the ticket types in order so that it is easy to locate Door Prize Tickets that correspond with Name Badges on Assembly Day.