Responsibilities
AUTO PRE-REGISTRATION CHAIRPERSON
The Pre-Registration Chairperson is responsible for:
Preparing address labels for use on the show flyers.
Preparing and mailing show flyers to attendees of the show for the last two (2) years.
Processing incoming registrations by preparing windshield cards with appropriate judging sheets, if necessary.
Submitting registration monies to the Club Treasurer periodically during the registration period.
Recruiting workers to man the incoming pre-registered and non-registered auto stations on the day of the show.
Maintaining the incoming auto registration station on the day of the show until all pre-registered autos have arrived.
Updating master registration list as required for the next year’s
show mailing.
Items Needed
Sealed Show Flyers (from Show Chairman) (Flyers cannot be stapled per USPS)
Return Address Rubber Stamp/Ink (Staples)
Appropriate First Class Postage Stamps (USPS)
Windshield Information Cards (from Show Chairman)
Stock Judging Sheets (from Club Printer)
“Modified” Judging Sheets (from Club Chairman)
Filled-out Registration Forms (returned from Show Flyers)
Electric Stapler and Staples
Raffle Tickets (from Show Chairman)
Various Marks-A-Lot Pens (Wal-Mart)
Boxes (2 or 3) with Alphabetized Dividers (A-F, G-O, P-Z) for Windshield Cards
Master List of Show Attendees’ Addresses Computer File
Avery 5161 Address Label Sheets (Staples)
Access to Computer Printer (Club Printer)
Field Layout Diagrams for Class Placement (on hand)
Xcel Spread Sheet, showing number of judged and un-judged cars by class.
Dash Plaques (from Trophy Chairperson)
Duties
Pre-Show
After the show in year “X”, update the master mailing list file incorporating information from the show registration entry forms from the current year (Year “X”).
Select names of owners who have attended the show during both previous years (Year “X” and “X-
1”. This is typically 650 names).
Print address labels for these names and store until needed for the next year (Year “X+1).
Purchase required postage stamps and get reimbursed from Club Treasurer for stamps and other supplies purchased.
Affix current required first class postage to flyers, imprint return address and mail flyers in mid-May of the next year.
As the registrations are received, check them over for errors and/or omissions.
Resolve same as needed, by phoning the entrant(s).
Maintain all registration forms in envelopes as received.
Write on each envelope the number of cars being registered and the cash amount
included. Write a large “X” when windshield card is complete and any problems resolved.
Write out windshield card and staple proper judging sheet and raffle ticket. (It is best to make up the cards as registrations are received, rather than to
do them all at the last minute.) Write a large “J” in the lower right corner of
the cards of cars to be judged.
Place cards in box in appropriate alphabetical divider.
Recruit helpers for handing out cards and dash plaques on day of show.
On the day before the show, lay out the Class placement on a map of the show field.
Write the appropriate show area for each Class on each windshield card in large letters in the upper right corner.
Club members’ cars are to be parked in area “M”, and they are not to be
judged with the other cars. They will be judged as a special Class.
Print a number of marked up show maps to parkers and judges. (Approximately 40 copies).
Day of Show
Arrive at show by 7:00AM and set up registration booth tables and chairs beside the Club trailer.
Set up two (2) lanes for incoming cars.
Bring windshield cards in boxes with alphabetical dividers, dash plaques, extra judging sheets and markers.
Distribute show maps to parkers and judges.
As the cars arrive, match each car owner’s name with his/her windshield card.
Give the owner his/her card and dash plaque.
Direct the cars toward the “chute” where the parkers will handle parking by Class.
Close off registration about 12:00 Noon to 12:30PM.
Maintain a count of the total number of vehicles registered, number which showed up and number of Member vehicles attending. Supply same to Club announcer.
Maintain presence at the show trailer all afternoon as stragglers arrive and to
resolve issues with drivers.
Turn in any additional registration fee monies to the Club Treasurer.
Tear down the tables and chairs about 5:00PM.
Post Show
After the show, update the master mailing list, incorporating information from the show registration entry forms from the current year.
Print address labels and store until needed for the next year.
AUTO PRE-REGISTRATION CHAIRPERSON
The Pre-Registration Chairperson is responsible for:
Preparing address labels for use on the show flyers.
Preparing and mailing show flyers to attendees of the show for the last two (2) years.
Processing incoming registrations by preparing windshield cards with appropriate judging sheets, if necessary.
Submitting registration monies to the Club Treasurer periodically during the registration period.
Recruiting workers to man the incoming pre-registered and non-registered auto stations on the day of the show.
Maintaining the incoming auto registration station on the day of the show until all pre-registered autos have arrived.
Updating master registration list as required for the next year’s
show mailing.
Items Needed
Sealed Show Flyers (from Show Chairman) (Flyers cannot be stapled per USPS)
Return Address Rubber Stamp/Ink (Staples)
Appropriate First Class Postage Stamps (USPS)
Windshield Information Cards (from Show Chairman)
Stock Judging Sheets (from Club Printer)
“Modified” Judging Sheets (from Club Chairman)
Filled-out Registration Forms (returned from Show Flyers)
Electric Stapler and Staples
Raffle Tickets (from Show Chairman)
Various Marks-A-Lot Pens (Wal-Mart)
Boxes (2 or 3) with Alphabetized Dividers (A-F, G-O, P-Z) for Windshield Cards
Master List of Show Attendees’ Addresses Computer File
Avery 5161 Address Label Sheets (Staples)
Access to Computer Printer (Club Printer)
Field Layout Diagrams for Class Placement (on hand)
Xcel Spread Sheet, showing number of judged and un-judged cars by class.
Dash Plaques (from Trophy Chairperson)
Duties
Pre-Show
After the show in year “X”, update the master mailing list file incorporating information from the show registration entry forms from the current year (Year “X”).
Select names of owners who have attended the show during both previous years (Year “X” and “X-
1”. This is typically 650 names).
Print address labels for these names and store until needed for the next year (Year “X+1).
Purchase required postage stamps and get reimbursed from Club Treasurer for stamps and other supplies purchased.
Affix current required first class postage to flyers, imprint return address and mail flyers in mid-May of the next year.
As the registrations are received, check them over for errors and/or omissions.
Resolve same as needed, by phoning the entrant(s).
Maintain all registration forms in envelopes as received.
Write on each envelope the number of cars being registered and the cash amount
included. Write a large “X” when windshield card is complete and any problems resolved.
Write out windshield card and staple proper judging sheet and raffle ticket. (It is best to make up the cards as registrations are received, rather than to
do them all at the last minute.) Write a large “J” in the lower right corner of
the cards of cars to be judged.
Place cards in box in appropriate alphabetical divider.
Recruit helpers for handing out cards and dash plaques on day of show.
On the day before the show, lay out the Class placement on a map of the show field.
Write the appropriate show area for each Class on each windshield card in large letters in the upper right corner.
Club members’ cars are to be parked in area “M”, and they are not to be
judged with the other cars. They will be judged as a special Class.
Print a number of marked up show maps to parkers and judges. (Approximately 40 copies).
Day of Show
Arrive at show by 7:00AM and set up registration booth tables and chairs beside the Club trailer.
Set up two (2) lanes for incoming cars.
Bring windshield cards in boxes with alphabetical dividers, dash plaques, extra judging sheets and markers.
Distribute show maps to parkers and judges.
As the cars arrive, match each car owner’s name with his/her windshield card.
Give the owner his/her card and dash plaque.
Direct the cars toward the “chute” where the parkers will handle parking by Class.
Close off registration about 12:00 Noon to 12:30PM.
Maintain a count of the total number of vehicles registered, number which showed up and number of Member vehicles attending. Supply same to Club announcer.
Maintain presence at the show trailer all afternoon as stragglers arrive and to
resolve issues with drivers.
Turn in any additional registration fee monies to the Club Treasurer.
Tear down the tables and chairs about 5:00PM.
Post Show
After the show, update the master mailing list, incorporating information from the show registration entry forms from the current year.
Print address labels and store until needed for the next year.