The registration coordinator is responsible for creating and managing the database of participant registrations and communicates directly with participants. Also works with the publicity coordinator to send out club mailings, and entirely coordinates the day-of registration process.

Some campuses choose to pre-register folks, while others have people show up on the day of. There's benefits to both sides.
If you do decide to pre-register participants, some things to keep in mind:

• Even if you have 100 people register beforehand, expect a good handful not to show up (weather, comfy beds, etc can act as deterrents). To counter this, encourage people who didn't sign-up ahead of time to come on the morning of MLK day. Let them know that you can't guarantee them a spot, but there may be a chance!
• On the other hand, a confirmation email the week (or weekend) before the event can serve as a handy reminder & motivator to get people to your event

An example registration process:
1. Students are welcomed and directed to the "volunteer check-in" table.
2. After having their name checked off, students sign liability forms.
3. Students draw a number to determine which group they're in.
4. Students write down their name on the corresponding group sheet on the next table. (There's a blank page for each group). This helps too, because then you know at the end of registration that group 4 only has 7 people...and you can send your waiting list folks to that group.
5. Participants are sent to get breakfast and to their group's table.
6. Near the end of your registration period, your waiting list people can go through the same process & be sent on their way!

What to do if you have a waiting list?
Let's say your event can feasibly utilize 100 volunteers. What happens if by the first week of January all your spots are filled up?
Some campuses have found a waiting list to be an effective way to manage extra volunteers. Let the students know that they're not guaranteed a spot, but to still show-up on MLK Day to see if they can get a spot.

So, what do you do with students who show-up on the day of who aren't even on the waiting list?
Let them know that there's already a waiting list & while you can't guarantee them a spot, tell them it's worth sticking around to wait and see. Have them sit in a designated area with others til your registration process has slowed down. Then, depending on how many open spots you still have, and how many people from your original waiting list showed up, you can add the students to the respective groups.