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