Newport PTSA Ski Swap Nov 10-12

1. Newport PTSA Ski SwapNov 10-12 Planning, Training, Orientation, and Lessons Learned Don Meyer 2006

2. Tonight’s Plan • Introductions • What’s New • Roles, Responsibilities, Process, Schedule • Lessons Learned – Changes training.ppt

3. Introductions • Manage Swap, Training, Problems • Manage Inventory System • Manage Money Collection • Volunteer Coordinator • Food Coordinator • Security & Parking • Setup Gym for Swap • Check-In Individuals& Technical Help • Move and Arrange Inventory • Check-Out Individuals • Facility Take Down & Cleanup training.ppt

4. What’s new? • Volunteers • New volunteers again but also many returning • Commons is complete so more room for inventory • Planning to use for check-in and check-out • Parking on all sides with east and west connected • Vendor Check-in from Turn-around, perhaps north side of gym • Will build additional signs: Main Parking, Over-flow Parking, Swap, Check-In Gear • Maybe Volunteers and vendors only in turn-around (not locked) • Meteorologist predicting • 3-4 degrees warmer – could affect sliding and therefore buying but • Snowsports sales have been pretty good • Ski Bonkers way up this year - in September - in a new location (South Center), - with new mgt (Sturtevants) and - 90 degree weather training.ppt

5. Swap Roles / Organization Gen Mgt Inv Mgt Security Cust Service Facilities Finance Manage Volunteers Setup Inv System Take money Check Inventory In Setup Shop Control Exits Doc Changes Required File Inv Cards Keep Books Take-down Shop Watch Inventory Arrange Inventory Resolve Problems File Sold Tags Clean-up Write Checks Check Inventory out Survey Customers Provide Food Total Sales Technical Help/Sales Close Inv System Pack Supplies Parking Mgt Pack leftover Inventory Train Volunteers Train Leaders Train Volunteers Train Volunteers Train Volunteers Train Volunteers training.ppt

6. Swap Processes & Timeline Sun 2-3 Friday 10-1:30 Fri 4:30-9:00 Sat 8-3 Sun 8-11 Sat 3:30-5 Sun 11:30-2 Fri 1:30-7:30 Close Shop Check-In Sale Close Books Check-Out Setup Shop Manage Swap & Security Pack Supplies Org Inv Sold Cards Check Out Stores Manage Inv Tags, Cards Setup Inv System Check In Vendors Check In Individuals TotalSales Check Out Individuals CashiersCash Mgt Technical Help Arrange Inventory WriteChecks Move / Arrange Inv Inventory Leftover gear Move / Arrange Inv Move / Arrange Inv Remove Inventory Sales & Technical Help File Inv Cards Setup Tables, Racks, etc. Resolve Problems Remove Tables, etc. Remove Tables, etc. training.ppt

7. Leadership responsibilities • Manage group • Right # of people – Work with Volunteer coordinator if too few or too many. Volunteers Useful & Happy • Quality Control • Every job has an impact: Goals – 1) Don’t lose anything. 2) Pay sellers for all items sold. • A little inventory tagging issue up front can cause hours of work resolving it after the swap. Losing sold tag during sales also can also cause hours of rework after the swap. • Training • Know your role and potential issues. Train your successor. • Track the group • Know who your volunteers are, make sure they are signed in and out, and are doing the work assigned. • Suggest Improvements • Document the things that could be improved including the actual number of people needed • Each job is important • Sometimes there is not enough or too much work. The hard part typically is dealing with the customers, problems, and the volume of business. • Quality is job ONE! Job DescriptionsWeb site, Volunteers training.ppt

8. Some Problem Areas • Support Training • None of the swap jobs are real tough but are very repetitive so one person can put on tags badly or calculate totals wrong and cause large and expensive problems quickly • Check-In Vendors – Well tagged inventory increases sales • Sometimes they slip in without checking in so we don’t see their • Multiple tags with different prices (not allowed) • Do not get a copy of their tags in Inv Mgt so we know who to pay • Check-In Individuals – Well tagged inventory increases sales • Tags on skis and snowboards using scotch tape rather than wide heavy duty tape • Tags on the string between boots – they quickly get lost and the items can’t be sold • Tags taped to snowboard boots – they quickly get lost and the items can’t be sold • Tags upside down on bottom of snowboards & skis – hard to read • Inventory Arranging – Neat and organized increases sales • Little with big, snowboard and ski boots mixed • Gear not organized and neat • No place for people to sit down • Cashiering – If it is done well, customers are happier and buy more • Calculating total with tax properly • Lost, duplicate and illegible tags • Product info tags in sales box rather than with buyer training.ppt

9. Issues - Changes • Trying to buy gear with no tag • Missing Tag Form • Cashier & Problem & Swap Mgt have Talk-Abouts & cell phones • Cashier & Problem Mgt share a person(s) to work issues • Vendor crew Photos on Problem Mgt wall • Issues White Board on Problem Mgt wall • Missing Tags • No tags on string between boots • No tags taped to Snowboard boots • Spills • Custodian – Way to contact, Towels, Mop, Brooms available training.ppt

10. Feedback • Questions, Problems, other things missed? • US & Metric Sizes on Boot Tables • Microsoft volunteer pay for volunteer organizations training.ppt