Retreat Registrar’s very important Job Description
(Prepared
by Gretchen Baker-Smith)
Thank you for agreeing to be our Retreat Registrar! It requires being detail-oriented, and being a warm and hospitable greeter – with lots of energy -- on a Friday evening. We are so grateful for your gifts and presence in this role at the beginning of our weekend in community. Thank you!
Setting up the Registration Table, you will need:
*Registration list *Health form Notebook
*Envelope for money received *Blank health forms
*Pens and at least 1 highlighter *Retreat Nurse’s box (with Ziplocs, labels, etc.)
*Staff Notes for parents *Special Needs forms (to be completed each time)
*Retreat schedules & flyers *yellow sticky notepad
*Other handouts finger toys, latest retreat photo album…….
*Info on Sunday Worship time *“Door prizes,” name tag decorating supplies,
*Checks payable to NEYM sign
As
people arrive:
1. Welcome them in! Focus first on the child(ren) attending the retreat – exchange names, invite them to choose a “door prize,” tell them to put their stuff down out of the way of the traffic flow, find their name tags, get a snack or drink, find their friends…..If they are a first-timer, reassure them that they will be able to find a place to sleep later and that you will have someone give them a tour. (Snag a warm, appropriate staffer and/or long-time retreat attender to scoop them. Don’t try and do this tour guide piece, too.). The name tag art supplies and the finger toys are there for you to offer to first timers who need to hang tighter and check out the scene from the safety and welcoming circle of your presence. This is a very important bit of ministry.
Hint: Highlighting each arrival’s name in color on the registration list helps you count arrivals easier, and see who is still on the road.
2. Welcome the parent(s). Introduce yourself, check in on how they are (was the drive awful and they really need to space out for a minute, find a bathroom, get a drink….), and then focus on getting your information. Always double check (but especially with first timers):
*Phone numbers where they can be reached this weekend. Home and cell when possible.
WRITE CORRECTIONS/ADDITIONS ON THE REGISTRATION FORM.
*Who is picking children up on Sunday (make note of who it is if not the parent)?
*How is child(ren) feeling about attending this retreat?
*Double check we have a health form on file for each child – there should be a note on the registration list if we’re expecting one to arrive on Friday with the child.
If
we are missing a health form on file, AND the parent/guardian did not drive
them
or complete one at registration, please let the retreat leader know Friday
evening! This is very important and will need to be followed up asap.
*Any health or special needs we need to know about? If so, see #3 below.
*Please give each parent a copy of our staff notes – we like them to know what we think we’re going to be doing for the weekend (though no guarantees that’s what will happen). It also gives them a starting place for sharing when their child(ren) arrive home on Sunday.
3. Special Needs: If the child has any medications or health care needs (ie, inhalers; muscle stretches or exercises; dental retainers; back braces; suture cleaning; lactose intolerance pills; bedwetting prevention strategies; falling asleep strategies; special dietary needs not mentioned on the registration form; ETC!) please have the parent/guardian fill out a yellow Special Needs Form (on clipboard in Nurse’s Box) listing dosages and times, care required, etc. It is important that they fill one of these forms out rather than just verbally relay instructions to you at the registration table. Please go over this form with the parent/guardian after they’ve completed it to make sure you understand everything (and can relay it accurately to the Retreat Nurse). If you have any questions or concerns, don’t hesitate to ask for clarification. If need be, have the retreat leader interface with the parent/guardian about this. Each child’s medications go in a separate Ziploc bag in the Nurse’s Box, along with their yellow Special Needs Form. Make a “cheat sheet” of children’s concerns that you will need to relay to the retreat leader and the retreat nurse.
4. Collecting Retreat Attender Fees: Before anyone arrives, try and familiarize yourself with any “s” symbols on the notes section of the registration sheet. This stands for “Scholarship,” meaning that the family has already spoken with the retreat leader about needing scholarship. This can be a very tender walk for the family, so paying attention to these “s” notes is critical. You don’t need to double check on these – assume they are “all set.” As registrar, we ask that you follow your gut instincts about offering scholarship to anyone else who comes. There is always money available to anyone who needs it. Please gently offer this to anyone your heart prompts you to check in with about this – no need to run it by the retreat leader or double question the family. If you offer and they say yes, consider it “done.” Please just note it with an “s” on the registration form. (NOTE: Occasionally children may come and hang with you at the registration table and want to look over the registration list. Please make the “s” inconspicuous, and unobtrusive – for the privacy of the families.)
For those who can pay, the fees are $45 per child, with a $5 discount for siblings. Checks should be made out to NEYM. Please write the amount of the check and the check number on the registration sheet in the “notes” column. We have some generous families who pay more than this, donating extra towards our program, especially the scholarship funds. Please relay our thanks, and make a note of this on the registration form, too.
There are always several children/families who forget to bring checks with them. A few may pay on Sunday at pick-up. Others will need to be mailed. Checks for both JYM and JHYM should be mailed to Gretchen (14 Norcroft Street, Dartmouth, MA 02748).
WRAP-UP/FOLLOW-UP
Make sure you’ve noted cash and check amounts and check numbers on the registration sheet. Leave a clear note for the retreat leader about who is planning on paying on Sunday and who will have to mail a check. Put the money envelope in a safe place for the retreat leader.
Make time to meet with the retreat nurse to hand over the box of meds and to go over any/all Special Needs forms and notes you gathered as early as possible Friday evening.
Let the retreat leader know if we are missing health forms for anyone at the retreat for whom the registration form indicates one is needed.
Give the retreat leader the registration form, with phone corrections, etc noted on it.
Then,
take a long deep breath, put your feet up for 1 minute, and know our deep,
sincere gratitude for your work and presence.
Thank you, dear Friend.