Maximize Demosphere XXVII focused on Seasonal Registration Planning for 2011-2012 and provided timeline ideas, utilization best practices, and additional resources!

1. Maximize Demosphere XXVII
Seasonal Registration Planning 2011
Presented by Sean Rose
June 15, 2011

2. Before We Start...
Optional Products for Today's Session:
● Online Registration System
○ Parents register players online
○ Process payments
○ Run reports
● League Scheduling System
● Process Applications
● Schedule Games
● Track Scores/Standings

3. Session Overview
Part 1: Timeline Thoughts
Part 2: Utilization Best Practices
Part 3: More Resources
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The fun continues afterwards!
● Open chat immediately following session.
● Slides emailed & video posted online.

4. Part 1: Timeline
● If you're not early ... you're late!
○ True for all organizations - don't miss the window.
■ Applies to both player & team registration.
■ Many budgets depend on these specific times of year.
○ Work backwards to set an accurate implementation timeline
■ When does registration close?
■ What programs do we have?
■ How many children can we accept in each?
■ Allow extra time as needed.

5. Part 1: Timeline
● Communication
○ Can messages be set up in advance to save time later?
○ Things like ...
■ Coach Emails
■ Donation Thank You Notes
■ Payment & Other Reminders
■ Other Messages

6. Part 1: Timeline
● Prepare Properly Before Users Start Registering
○ Check all links - do they work as expected?
■ Regular, installments, donation only, etc.
○ Have board members test for you.
○ If possible, allow an extra week for this purpose.
● Uniform Orders - How To Handle?
○ Online as part of registration?
○ In person at a local retailer?
○ In your office?
○ Ordering earlier = more time to handle sizing issues
■ Exchanges, etc.

7. Part 1: Timeline
● Documenting Board Level Policy Changes
○ Price, Program, Available Dates, etc.
○ Don't rush into anything!
○ To be safe, it's probably a change for next season.
○ Remember, most are volunteers - not primary job.
○ Disorganization shows quickly.

8. Part 2: Utilization Best Practices
● Be Comprehensive & Precise
○ Put as much online as possible - avoid calls/emails.
○ Make instructions easy to follow - test with kids.
● Impose Late Fees Sooner
○ Forecast numbers available earlier.
○ Start building teams earlier.
○ Gain extra revenue from those who wait until last minute.
○ Allows more time to ...
■ Place jersey orders
■ Correct errors
■ Make last minute adjustments

9. Part 2: Utilization Best Practices
● Use Your Data
○ Easy example - collect school attended.
○ Seasonally, compare signups per school to its enrollment.
■ Identify schools with growth potential.
■ Discuss why particular school(s) underperforming.
○ Can run similar reports with ZIP codes, but total number may
be tougher to calculate.

10. Part 2: Utilization Best Practices
● Target Underperforming & Underserved Areas
○ Packets for School Distribution
○ Partner with complementary organization
○ Local Newspaper Ads
○ Online - Facebook Ads, Google AdWords, etc.

11. Part 3: More Resources
● Offer Scholarships
○ Fund via team sponsorships & donations.
○ Another value add from your organization.
■ Community benefit.
● Boost Volunteerism
○ Volunteer Buyout Option.
■ Included with OLR System.
■ Require parents to either volunteer or donate.

12. Part 3: More Resources
● Activate User Update Option
○ Communicate team/coach assignment to families
○ Communicate rosters to coaches
○ Notify via Broadcast Email feature
○ Avoid "What team am I on?" emails & calls
● Donation Only Feature
○ Allow community members to make standalone donations
○ Good for businesses & others without children.
● Player Rating
○ Achieve team balance by logging player skill levels.

13. Part 3: More Resources
● Stay updated on the latest industry trends ...
○ Tips for Soliciting Volunteers
○ How We Connect - Beyond Email & Phone
○ Demosphere Blog

14. Wrap Up
● Questions? Email support@demosphere.com.
● Items discussed today will be ...
○ Emailed to you.
○ Posted on www.demosphere.com & Facebook
● Subscribe to the Demosphere Blog for news, features, &
more.

15. Thanks for joining us for
Maximize Demosphere XXVII
Ideas for our July session? Contact
extratime@demosphere.com
Stay tuned to the next edition of ExtraTime!
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