Archive:Exec report - Membership Chair 2013 - 2014
Membership Chair: Alfred Larsen
I had run the BBQs on the first Wednesday of every month (May through September) at Locarno Beach, but this isn't an official requirement for the Membership Chair. We used small portable propane grills and brought 2 of them instead of carting over a full-sized BBQ.
Update Posters and Brochures
Prior to fall term starting, it is a good idea to start working on posters. I have included a bunch of these I made in the Exec Docs section of the website (in Word format, these should be easy to modify). These should be updated with the new Info Night date and time (this year it was organized by Public Relations Christina S). Old poster can be used as templates for new posters. If updating the photos, check out the most recent Photo Contest for possible photos, ask permission, and credit appropriately. The best photos show club members in action or a nice landscape. Try to remember that these should be enticing photos (so not necessarily the most "hardcore"). These can be printed in the SUB in colour, I used 11x17" and got about 20 printed, which was plenty. Try to get them distributed all over campus and make sure to post them where you are supposed to (so they don't get removed).
The brochure is also posted to the exec documents. Get this printed in black and white, since there are so so many that you will handout (I think I gave out about 700 total, but this was over September, and you can get more printed so don't get them all at once). These can be printed in the SUB and invoiced directly, which is most convenient. I got them folded there for me, as I found folding quite time consuming (bi-fold). Info to be included: Blurb explaining club benefits, clubroom location, website, and Info Night location (IMPORTANT. Don't worry about these brochures going out of date, since you will give them all away). Can also update the photos, just remember these need to look good in black and white.
The VOC Handbook may also be revised as necessary.
Renewal Reminder Email
A couple of weeks prior to the end of September, use the renewal reminder email function in the Execs Section of the website to remind members to renew their accounts.
Typical VOC Booth
A selection of old journals, brochures(lots-we go through these very quickly), large VOC flag, various gear of interest (ie ski, helmet, ice axe, harness, swag, etc). Mention your favourite things about the club (friendships, learning, favourite trip examples, gear rental, etc). Spare journals from the last year can be given out to members who haven't picked theirs up. Can bring sheets of paper to get emails for an Info Night reminder email because people like to leave their emails (this is a pain to input, get others to do this as a workhike!)
The same basic booth can be used at the Grad Student Orientation, Main Event Carnival, and AMS Clubs Days.
Grad Student Orientation
Organized by GSS for the past two years and is a big fair (similar to Clubs Days) for aimed at incoming graduate students. This is a great opportunity for a couple VOC representatives to advertise the club, as it often is a large proportion of grad students. This has been just a couple hours in the afternoon, the Friday before Labour Day weekend. In addition, we are able to sell memberships here, so bring a float, laptop (or signup forms, but laptop is easier), and waivers. Normally two people would be plenty. Contact the GSS in mid-August if you don't hear from them earlier.
First day of classes: Main Event Carnival
Organized by Imagine UBC. This is a giant event up and down Main Mall. There is an application for this event that should be filled out in early August. We can't sell memberships here, but can bring brochures for Info Night and also direct people to the clubroom.
For this, you will want several volunteers at the booth (minimum 3 at any time) and some at the clubroom to take memberships and to answer questions. Organizing volunteers is easily done using a wiki page (http://www.ubc-voc.com/wiki/Clubs_days_2013) and by spamming the message board and execs. I used a "typical booth" discussed above. Brief all of the volunteers about good explanations of the club. This is a very busy event and expect to be talking the whole time. Last year's lasted past 17:00.
AMS Clubs Days
Organized by the AMS in the third week (or so) of September. We received an application last year in mid-July. Typically we get a booth on the main concourse, but this might change with the new SUB (depends on move-in date, I guess...). I used the same wiki page as Main Event to organize volunteers (try to have one exec member, but anyone else is great - they just need to be keen). Harrass exec and returning members to participate - it's fun and counts as a workhike. Plus, it isn't that much of a time commitment.
This booth is typically very busy as well and having lots of volunteers (workhikes, yay!) is very helpful. Make sure people understand how to sell memberships (esp. activating them) and correctly sell longhike tickets. Keeping the floats separate and the longhike numbers correct is a significant challenge. Try to be there to setup and take down the booth at the beginning and end of the day, or set aside everything and coordinate with a volunteer to set it up.
We can sell memberships here, so have a float, laptop, and waivers (may not be necessary depending on online waiver system - not in place now). Extra sign-up forms are nice in-case it is very busy, but these are a pain to enter later, so having a laptop that members enter is much simpler for you. You will want to go through all of the waivers/forms to make sure they have been activated.
Exec Office Hours
Try to organize it such that an exec is in the clubroom every weekday in September from 12-1 to answer questions and help signup members. These need not coincide with gear hours. This is easily done by sending around a Doodle poll to the exec and having everyone pick at least one time. Having two people is better, especially in the first couple of weeks and during Clubs Days. These aren't as important as it gets less busy after September.
The Remainder of the Year
Breathe - you've survived September and this position calms down after Clubs Days. The remainder of the year you will respond to [email protected] emails and help accept waivers from members (some are off campus or can't make gear hours) and to generally help people join the club. I took waivers by email that were scanned, then printed them out in the clubroom. This will change with online waiver implementation in the future (and make your life a lot easier).
Lead a trip (two per term is a great goal) and help out on others. Help other exec if they have trouble with misc. events. Write a journal article. Congrats on being a great Membership Exec.
This budget is just costs related to waivers, posters, and brochures. Printing at CopyRight is nice because they directly invoice the club.