Volunteer's Guide to helping out at Boat Shows

What you will need

Yourselves, your enthusiasm for the MOA and a smile on your face.

If you want to bring a wifi enabled laptop to show off the website, please do, there will be power and a free wifi connection available.

Please bring your own mobile phone and note the numbers of those before and after you on the rota

Location

At the Arun Sails Stand EO31 near the ferry terminal gate

Please remember that Ivan and Ann are letting us have the space out of the goodness of their hearts - be respectful and always try and push Arun as a good place to buy sails.

Do not encourage large gatherings round the stand and do not accept bag drops from members other than ones before or after your shift - there will be no room.

First Shift

If you are doing the first shift of the day, you need to set up our stall.

Ask Ivan or Ann for the MOA items. 

You should find ties, burgees, and Compass magazines and a blue file box. You will also find an envelope containing name badges, take yours and if you can't find it use a blank and make your own. 

Remove a few magazines for display on the stand.

In the file box there are some pre-printed ‘Visitors Logs’
There is one sheet for each day of the show, please make sure you take out the correct sheet for the day.

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 your name badge/s in the file box.  Record the sales transaction on your Personal Sales Log - you will find a copy in the file box.
Keep a note of all the items sold. If any of the items are not available, 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 as soon as fresh stock arrives.

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.

Membership

Try to persuade non-members to join the MOA by showing them a current copy of Compass and talking about activities.
Take out an application 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.

Let them take away a copy of the current Compass, record their name and boat name on your Personal Record Log.
If a potential new member does not wish to enrol at the stand, give them a copy of Compass anyway and ask them to use the Membership Application Form within the magazine.  Remind them that they will not be able to enjoy the benefits of the MOA until the have received their membership card.

Renewals

If a current member wants to renew (and has not already signed a standing order mandate), ask them to complete a Membership Renewal application form, and accept their money.  Their new membership card will be sent to them by the Membership Registrar.

Compass Magazines

Give a magazine to anyone showing interest in the Association.
If a potential advertiser requests a copy, give them a copy and write their details in the note book. 
If they have a business card, place it in the envelope marked "for the attention of the Advertising Manager", kept in the file box.

End of your shift

Please leave your name badge 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" on the next page.

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 envelopes from the file box, addressed to Chris Hennah,

But NOT the Visitor’s Logs

Finally...

Make out a 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 Chris Hennah in the stamped addressed envelope provided in 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
If you have done the morning and there is nobody to take over from you, then leave 2 or 3 Compass magazines on the table and explain to Ivan or Ann.
 
Put the unused paperwork: and completed visitors logs, into of the file box.

See end of shift instructions above

All  sales items should be returned to their box (or bag). 
The table should then be left clear.

Problems

Should any problems or difficulties arise, then contact the Vice Commodore, Chris Hennah 07914 209246
as soon as possible so we can sort it out.