3. c-j) Check-In Desk Procedures
Back to volunteering index Book 3
This item forms part of Book 3: ADMINISTRATION
Volunteers draw up a roster when the majority of Rego Desk volunteers have arrived. You don't have to stay at the desk for the whole weekend. You may wish to do a few hours, half a day, a fair chunk of the weekend (with breaks) or hover around and help as needed. You don't need to arrive on the Thursday.
You can volunteer on any day that suits. If there seem to be plenty of volunteers on the desk, you may put your hand up to check on the toilets and showers instead.
3. c) Checking in Participants
3. e) Sales with the Square Terminal
3. j) Putting the Program on the Whiteboard
3. c) Checking in Participants
When Participants arrive, issue their ID badges, tickets, red torches and T-shirts (if ordered). They should all be sorted into the box trays alphabetically.
Find the participant number(s) on the envelope.
- Mark off the corresponding participant number(s) on the numerically-ordered Registration List with GREEN or BLUE highlighter through the entire line for all members in their party.
- Check for any monies owed in the “To pay” column.
- For any monies collected for registration, fill in the details on the SALES LIST: Name | Registration | How much | How paid
- Remind them that they need to be in the Main Shed when the prizes are drawn.
- Remind them that their dinner ticket is required for the dinner (if booked).
- Also give each participant:
- A plastic garbage bag for their recyclables;
- Offer a site map if they need one.
They can take a program, but the program is also on display in obvious places around the Main Shed and Pavilion.
3. d) Lost Property
In the Lost Property book, for items handed in, record these details:
- A description of the item;
- When found;
- Where found.
Announce that the item has been handed in at morning, afternoon and evening announcements (until collected).
When claimed, ascertain that the claimant is either the owner, or collecting on behalf of the owner.
Record these details in the Lost Property book:
- Name of person who collected the item;
- Name of owner of item if collected by a friend or relative;
- Phone number and email address of person who collected the item.
3. e) Sales with the Square Terminal
The Square is straightforward to use. Ask for a quick demonstration if unsure.
Write any sales up on the SALES LIST (don’t need the name, just what for, how much and how paid).
(Name not required) | What for | How much | How paid
3. f) Cash
A cash float is provided with small notes and coins. Surplus monies may be removed by the treasurer or delegated volunteer. If you are short of change, there may be more available - ask around.
If the Scouts request change, and we have spare, they may buy some of ours.
At the end of the Star Party, the tab for ASNSW expenses (speaker meals, milk, ice, etc.) can be settled in cash with the Scouts (to be noted on the Sales list as an expense).
3. g) Setting up the Printer
The ASNSW owns the printer that is usually kept in the Main Shed. This may be used at the SPSP for printing and copying. Ensure that paper is removed at night and replaced in the ream, the printer is closed and covered with a plastic bag to prevent it getting damp or dripped on. There may be spare HP61 colour and black & white ink cartridges in one of the desk drawers.
Test the printer as soon as the Check-In Desk is set up by making a photocopy of any document to hand.
Troubleshoot any problems (e.g. try replacing ink cartridge if ink appears to have dried out).
3. h) Stocktake
At the end of the Star Party, check stocks of all items against the previous year’s stocktake (supplied by the Treasurer) and note any items that need restocking.
3. i) Packing Away
At the end of the Star Party, after the stocktake, the desk equipment remains in the desk drawers. Drawers may be removed and put into the Main Shed on a table so that the Desks can be returned to the Main Shed and drawers replaced in the desks.
Pack the printer away, keeping the printer in its working position (i.e. don’t tip it up on its back or end) so that the ink doesn’t leak. The printer is kept on a desk in the Main Shed near the power point.
3. j) Putting the Program on the Whiteboard
The A-frame whiteboard is stored in the Store Room alcove next to the Astroimaging Competition display-board cases behind the door on the right-hand-side as you go in.
- Put the whiteboard in the breezeway near the entrance on the left-hand-side (just before the noticeboard).
- Each morning (or the night before, at the end of the night's activities, if preferred), clean the whiteboard and write up the day’s program as it appears in the printed program (with columns for time, activity and location).
- A rag, metho and whiteboard markers are available at the Check-In Desk.
- At the end of the Star Party (or anytime after midday on Sunday), clean the whiteboard and return it to the Store Room.