Volunteer’s Guide to the London Boat Show
Where do you go?
Stand location to be advised, but will be in the main hall
Why are we here?
To be a presence (proving to Boat Show visitors and potential advertisers in Compass that we exist as a vibrant Association!), to encourage Moody owners who are not yet members to join the Association, and to provide a friendly face and a meeting point for existing members to exchange tales.
What you will need
Yourselves, your enthusiasm for the MOA and a smile on your face. Your tickets and name badges!
Please bring your mobile phone and note the numbers of those before and after on your day
Health and Safety
The Boat Show organisers are quite rightly concerned about health and safety, and a H and S notice is placed in the file box. The MOA has signed an undertaking that we will comply with all H and S measures. Please take time to read this document and sign that you have done so. You should do this shortly after arriving at the stand and if a uniformed official asks to see the H and S log please show it to them
First Shift
If you are doing the first shift of the day, you need to check the stand. Display Compass magazines and a couple of burgees on the table. Check that the wrap-around picture on the plinth is in place, that the battle flag and banners are still standing and that the area is tidy and the pop-ups in position.
Items for sale, which this year are only burgees, are in the large plastic box. Spare Compass magazines are in the cardboard boxes stored behind the banners.
In the smaller metal box are all the administrative papers and forms. Please start a new Visitors Log at the beginning of each day. Count the items for sale and start your Personal Record Log.
Your shift
If you are not the first shift of the day, try to arrive a few minutes early for the handover from the previous person.
You should find badge lanyards and card holders in the small box. Please insert your name badge and wear your badge whilst manning the stand.
Record any sales transaction on your Personal Record Log.
During your shift
Please ask all visitors to sign the Visitors Log (additional, undated, log sheets are available in the file box). It is useful to know how many people have visited us during the show.
If there are any queries requiring follow-up action, make a separate note in the note book, with as much detail as possible.
Advise the enquirer that all comments will receive attention.
Sales
Keep a note of all the items sold. Issue receipts to the purchaser if asked.
If you have run out of burgees you can still accept payment and ask the customer to complete an ‘Out of stock’ order form, paying by cheque or cash. The items ordered will be sent to them from reserve stock or as soon as fresh stock arrives.
Membership
Try to persuade non-members to join the MOA by showing them a current copy of Compass and talking about activities.
If you have a laptop or tablet PC with you, you can assist them filling in the application form online. More probably you will have to use a paper form from the file box (or you may prefer to keep one with you) and ask them to complete the standing order mandate on the spot. If they prefer not to use standing orders on their bank, accept the payment in cash or a cheque.
Ensure any cheques are made payable to the MOODY OWNERS ASSOCIATION. Encourage new members to pay at the show. The membership registrar will send them an e-mail advising how to pay by standing order for subsequent years, but if new members are allowed to leave with just a form many forget. If a new member does not want to join at the show, ask for their e-mail address so that the membership registrar can follow it up.
Let new members take away a copy of the current Compass, record their name and boat name on your Personal Record Log.
Renewals
If a current member wants to renew (and has not already signed a standing order mandate), suggest that they can do it online, but if they cannot do this a home, ask them to complete a Membership Renewal application form, and accept their money and mark the form “RENEWAL”. Their new membership card will be sent to them by the Membership Registrar shortly after the Boat Show completes.
Compass Magazines
Give a magazine to anyone showing a genuine interest in the Association. Avoid letting children take a magazine as some collect show material for fun and are not interested in the content.
If a potential advertiser requests a copy, give them a copy and write their details in the note book. The Advertising Manager’s visiting cards are in the file box, so please give any prospective advertiser one of these.
If they have a business card, place it in the envelope in the box marked “for the attention of the Advertising Manager”.
End of your shift
Please leave your badge, lanyards and card holders in the file box.
If your successor does not turn up, or there is nobody to take over from you, follow the procedure for “end of the day” below.
Complete your Personal Sales Record by entering the closing stock, number sold and amount collected.
Take home with you:
· your completed personal record log
· any membership applications you have taken
· any completed prepaid stock orders
· any cash and cheques that you have received.
· one of the stamped addressed envelopes from the file box and addressed to “The Commodore”.
But NOT the Visitor’s Logs which should stay in the box
When you get home..
Make out your own personal cheque for the total cash collected to: Moody Owners Association and send it with all other cheques, membership forms and your personal sales log to the Commodore in the stamped addressed envelope that you have taken from the file box.
End of the day (also if nobody else is coming to take over from you)
If yours is the last shift of the day, gather all the MOA items including insignia and Compass Magazines and put them in the large box or the stand. If you have done the morning shift and there is nobody to take over from you, then leave 2 or 3 Compass magazines on the desk, but put all burgees and desirable material in the box or stand.
Put the unused paperwork: and completed Visitors Logs, into of the file box.
See end of shift instructions above
Problems
Should any problems or difficulties arise, then contact the Boat Show Commodore/Co-ordinator, Paul Kennedy, on 07739 71 95 90, as soon as possible so we can sort it out.