Administration

Contents 1 Registration 2 Program Paperwork 3 Promotions / Flyers / Media Relations     Registration Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event. Make a written report as to how your committee's process went this year, and make recomendations for future years.  Include the Start, Stop, Continue Analysis in your report. Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and make recommendations for future events to the Finance committee. Pre-Registration Pre-registration is vital to the success of the expo.  We must have foreknowledge as to how many people to expect to attend the expo so that we can properly prepare the events for the traffic ahead.  All of our preparations will be based upon the knowledge that we receive from pre-registrations.  Cracker-barrels, t-shirts, patches, program information sheets, amount of materials and supplies, # of campsites, and a slew of other factors will be based upon pre-registrations.  The importance of this step cannot be stressed enough. Create a pre-registration sheet that will fulfill the foreknowledge needs of each of the program areas (Displays, Pinewood Derby, Crackerbarrel, Age Levels). Have the pre-registration sheet published on the expo webpage, in the expo flyers, in the district newsletter, in the district email blast, in the council email blast, and announced at district roundtables. Create a database to handle the inflow of pre-registration information as it comes in from the different preregistration feeds. Have monies from pre-registrations accounted for and turned into the council in a timely manner.  Some monies will go directly to council.  Those monies should also be accounted for, for budgetary purposes.  Report all monies to the Expo Finance committee. Publish the results of the data attained to the expo program areas at least two weeks prior to the expo. Registration Registration is the first impression of the actual expo experience that the troops and crews will experience, and often, sets the tone for the expo.  The registration process should be a well organized, upbeat, and enjoyable experience.  Aside from being a time to settle unit accounts, the registration process should be a time to disseminate schedules, campsite assignments, patches, t-shirts, and information that is pertinent to make the participants expo experience one that is rewarding and enjoyable. Gather all of the information and memorabilia items from all of the program areas that need to be handed out at registration. Organize all registration items into well organized registration packets that can be easily handed to the units at check in. Train all registration staff with the knowledge of all the expo areas, so that when asked a question regarding expo activities and locations, answers will be easy to come by. Have a registration table at the Expo to account for all the participants that are actually in attendance.  Reconcile differences between pre-registrations and registrations. Report actual registration numbers and the reconcil those numbers to the pre-registration numbers that were provided by the pre-registration committee.  Report any reimbursements that need to be made.  Note any discrepancies and report them to the expo finance committee. Have monies from registrations accounted for and turned into the expo finance committee in a timely manner. Program Paperwork Although it may not often be highlighted, the program paperwork committee is a crucial part of any event.  The paperwork committee is often the primary communication liason between the event staff and the participants before the event.  It is the duty of the paperwork committee to pull all of the guidelines together from all the different committees of an event, into a cohesive guide that is easy to understand.   Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event. Develop a thourough understanding off all aspects of the expo by building a working relationship with each of the committee chairs. Assist each committee in developing their operation guidelines, participant guidelines and judging guidelines as needed. Create handbooks and include each committees guidelines in the appropriate handbook and desimminate those handbooks to the appropriate audience as needed.  Handbooks may include the staff guidebook, the participant guidebook and the judging guidebook. Publish each handbook both in print and in electronic form via handouts at roundtables, the expo webpage and email notifications as needed. Have printed copies of each publication and judging sheets available at the expo. Gather all judging sheets and consolidate the results.  Assist the Awards Committee in creating finished awards to be handed out at the show on Saturday night.  Publish the results via printed publications to be made available at the expo and to the expo website.   Create a diary, journaling the successes and weaknesses of the expo.  Publish the stop, start, continue analysis of each program area to this diary.  Include budgets, press releases and any other pertanent publications produced by the expo staff in the diary for use by future expo staffs. Make a written report as to how your committee's process went this year, and make recomendations for future years.  Include the Start, Stop, Continue Analysis in your report. Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee. Promotions / Flyers / Media Relations Promotions are essential in order to draw the maximum number of participants to the event.  The Expo is an event designed to maximize the exposure of scouting to the general public.  Key to this, is getting the word out to the general public so that they can come out to the event, and enjoy what scouting has to offer.  A further element  of success will be communicating to the scouting units who will be attending the expo and manning booths at the event.  Promotions / Flyers / Media Relations committee will promote a central theme to all involved, making the effort cohesive, and giving it a greater purpose. Along with the memorabilia committee, develop a brand for the expo that will be used in all communications. Develop your committee's budgetary needs and report your needs to the Finance committee 150 days before the event. Develop flyers and PSA's for the public, promoting attendance at the Expo.  Describe the activities that will be present that the public can participate in.  Encourage youth to sign up for scouting.  Use the Expo brand in creative ways to spark the publics interest in the event. Deliver the expo promotional materials to the news media at least 8 weeks prior to the expo. Deliver the expo promotional materials to the district roundtables at least 90 days in advance of the expo to encourage units to pre-register, and to facilitate booth creations. Follow up with the news media and district roundtable staff to ensure that the promotion devices are being used, and if any materials needs to be changed, or new materials created to further promote the event. Work with the signage committee, the display committee, and the campfire committee to ensure that the expo brand is prevelant throughout the expo. Prepare a follow up report analysing the performance of the Promotions committee, making suggestions for improvement for the next event.  Include contact information for media and district sources for future information dissemination.  Include the Start, Stop, Continue Analysis in your report. Reconcile any budgetary difference from the actual expenses.  Attach receipts to your reconciled financial report, explanations for discrepancies, and recommendations for future events to the Finance committee.