Star Island Pelicans

FROM: The Pelican Alumni Steering Committee (Matthew Baya, Emily Cann, Sean Elliot, Sue Flynn, Joel Harris, Laurie Lentz-Marino, Bob Lightfoot, Kris LoFrumento, Nancy Meyer, Bruce Parsons, Carole Parsons, Diane Parsons)

Dear Pelicans,

The Pelican Alumni group is looking for a new Homecoming Weekend registrar. A brief description of the job is included below. Access to a computer and data entry skills are required. If you’re interested, or just want more information, you can contact any member of the Steering Committee (via email or the Facebook group Pelicans are Pelicans). Deadline is September 15, 2010.

Pelican Reunion Conference Registrar

The registrar is a member of the Pelican Reunion Steering Committee and, in time, carries a lot of the “institutional memory” of the conference.  The registrar gets free room and board for the weekend (one person only). The position is a 5-year term, renewable indefinitely.

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RESPONSIBILITIES

Attend meetings:

• Star Island Corporation (SIC) Chairs and Registrars meeting in early spring (attendance is optional for the registrar after the first year but highly recommended as information changes from year to year)
• Pelican Reunion Steering Committee meetings, usually held in the fall and spring

Process registrations:

• Receive registrations and room and board deposits; input data; follow-up with conferees for any missing info (e.g., Minor Medical Release forms, incorrect registration fees and room and board deposits).
• In 2010 the SIC will test a pilot on-line registration system with selected conferences. All conferences should expect to transition to on-line registrations in the next few years.

Registration fees and room and board deposits:

• Record conference registration fees (this money is used to fund conference programming and activities).
• Record room and board deposits
• Forward the checks to the Pelican Reunion Treasurer (monthly).
• Send registration report to Treasurer for inclusion with the room and deposit fee to the SIC

Provide updates on the conference count to the SIC registrar (weekly) and the Pelican Reunion Steering Committee (as requested).

Acceptance letters:

Traditionally the registrar has collected a SASE from each conferee and forwarded these to the chair(s) for the acceptance letter mailing. Conference chair(s) who choose to send the acceptance letter electronically will need to be sent email addresses.

Compile and copy address lists for distribution at the conference.

Receive and process conferee scholarship requests:

• Process special incentives that have been set up by the Steering Committee with clearly defined criteria (e.g. “$30 for the first 30 people who are under 30”)
• Other, needs-based scholarship requests should be deferred to the Financial Assistance Task Force.