Topic of the Quarter
MBC Registration Desk
by Ken & Debbie Butler, Mid-Ohio Boogie Club
The registration desk is a key function in our club’s operation. It is here that guests are welcomed, information about our club is disseminated, club shirts and various tickets are sold, memberships are renewed, and
members are greeted and checked in. Over the years, we’ve tried various methods of staffing this important position. Initially, we used club members in one-hour time increments to perform this function. It became difficult to recruit members, cover for people who did not show up, and communicate a consistent message to both guests and club members with this approach. Additionally, safeguarding and accounting for the money accumulated during the evening was always a challenge.
The Mid-Ohio Boogie Club was fortunate enough to find an outgoing, personable, retired lady to staff our weekly registration desk. We obtained Sally by placing a “help wanted” ad on the bulletin board of a senior citizen’s center about six years ago. For this service, she is paid $25 per week to staff the desk from 6:30 until 9:30, and we find it to be worth every penny. Sally is extremely reliable, and loves doing the job. She greats members by name as they come in, and accepts guest fees while informing newcomers about the club and benefits of membership. She also sells tickets for special events, raffle tickets for drawings, and folds and stamps club mailings in her spare time. She even brings mints for the members every week, which she purchases herself.
Sally accounts for an evening’s receipts on a reconciliation form (click here for the form) by tracking the number of guests, new and renewal memberships, and sale of special items, such as club shirts. She balances the cash at the end of the evening using the reconciliation form, much like a retail cashier would balance a cash drawer at the end of a shift. Our treasurer then verifies the accuracy of the money to be deposited on the reconciliation form, and subsequently makes the deposit to the bank, and attaches the bank deposit receipt to the reconciliation form as proof the deposit was made intact in agreement with the reconciliation form. Sally is 99.9% accurate each week, with no shortages.
In addition to the financial aspects above, over the years, we have been able to accumulate a considerable amount of data about attendance of our members, as well as guests. For example, we can look back during any given period of time and see the make-up of our attendance. This has helped us see how our attendance changes based on variables such as the dance lesson being offered, availability of free food, and seasonal factors. We are also able to identify and contact members who have not attended recently to let them know we miss them.
We are strong proponents of paying an individual to staff our registration desk. We feel the benefits far outweigh the cost. Sally is a first line goodwill ambassador, and is often the first interaction guests have with our club. She is part of our dance family and our membership think of her as such, that they ask about her when she is unable to attend.
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