WORKERs/CREWs - at track

Crew need only present a crew ticket in order to be granted event access. The drivers (or entrant) is given the appropriate number of distributable crew tickets when they check-in. A "will call" box is easily maintained where they can leave an envelope under their name containing their alloted (and filled out) tickets. This is done near the "crew" station and is a self maintained system. Late arriving crew can check this box themselves and extract their registration ticket. The usual credentials check determines whether the entry will be "hot" or "cold". The crew waiver log is a distinctive color to allow easy identification. The individual tickets should be filled before being presented to the registration worker for check-in. The tickets are collected and kept in case there is any later questions that can be answered by the information on the tickets. Of course, that also ensures that there are no "multiple entries" on a single ticket.

Worker logs are handled similarly but an additional page is added for them to list their guests. When guests arrive, they are confirmed on this page and issued the appropriate entry credential after signing the waiver.

LATE ENTRIES / CHANGES / MEMBERSHIP ISSUES - at track

Late entries as well as any change in DRIVER (member number) or CAR (logbook number) on a preregistered entry are treated as new entries on the computerized system. It is recommended that a laptop with internet connection is a minimum "at track" requirement for this reason. It takes two or three minutes to enter a new record online. If you are using the "list" system described here, it is useful to print hard copies and append them to the lists for potential reconciliation questions. Remember, the records are actually maintained, reconciled, and distributed through the server. The lists are used to collect information that will be posted later (record payments, determine "no shows", etc). Since collection is made and the individual is "at-track", late entries are complete in the system when entered and do not need to be edited later. We have found that the only changes that T&S needs are notification of these late entries and that is available online. Personally, I deliver the late, change, and withdrawn reports to T&S periodically to make sure they are kept current during the weekend. "No shows" are removed from the online records at a preagreed time (e.g. noon on the last day) and the final entry list printed and then distributed.

Membership issues include photo ID, calling Kansas as needed, minor waivers, and assorted confusions. It is important to keep these issues in their appropriate priority: these are extra services provided to folks that are having problems with things that could have been resolved before the event. There are a lot of sound techniques for dealing with these tasks (e.g. keeping a log of "credential questions" for batching phone calls to Kansas through the weekend, scheduling times for photo ID, training a volunteer as the "minor waiver" specialist, etc).

the BOTTOM LINE

IF IT's NOT FUN, WHY DO IT? We've had difficulties for some time in attracting and developing new Registrars, especially at the National level. Perhaps we've asked too much of them? This system allows the standardization and sharing of pre-race tasks and the substantial reduction of pre-race preparation. No individual folders have to be prepared ! There is a reduction in confusion and "searching" for information attrack as well. If we are successful at removing some of the drudgery, we may improve the fun factor !

Many details are addressed by the underlying networkable data system that makes this "express" registration method possible. Data formatting and distribution, car numbering conflicts, monitoring group entries, editing car data, etc are all handled through the technology. If this system seems useful to you and you want more "hands on" guidance, a training session can be scheduled in your area. If this seems useful to you, email (sediv@fingroup.com) or call Jim (404 808-3456) to discuss the possibilities.

ENJOY !!! - Jim Pennington