Gmail does not like multiple people sharing the same account. As a result, we often run into trouble accessing the college conference registration Gmail account.

This guide lays out the different ways we can access the college conference Gmail account successfully, and the pros and cons of each, then gives a final recommendation as to the best way to access the Gmail account in the long run.

The step-by-step is basically a task management spreadsheet for each subteam and each locality. It helps the serving ones stay on track and keep track of where each locality is, as well as allow the subteam leaders, core serving ones, and overseeing brothers know where each locality is in terms of the registration process, and if any serving ones need help to process their localities, especially when time is tight.

In the past, the step-by-step was a separate document per subteam. Now they are all combined into one document and the due dates for each task automatically calculating.

This guide will show you how to create this term’s step by step for the coming conferences based on a template to minimize the manual setup time.

This should be completed before the first conference call with the whole team.

This guide describes how to set up the 3 centralized registration docs: the master, reports, and core processing docs.

The Master is main doc where data is inputted and processed after the locality submits the information, and throughout the conference.

The Reports doc is where most of the different reports are generated based on the information in the Master. No data entry happens here. Reports are used to summarize the data, focus on a subset of the data, or for error checking.

Core Processing is mainly used during the week leading up to the conference for the different printouts needed for the conference, after the pre-conference registration data has been finalized.

A complete set of master, reports, and core processing needs to be generated for each conference.

To be completed before the first registration deadline (for the attendees, not the localities) of each conference.

This guides shows you how to set up the Locality registration (first deadline), add/cancel/change (second deadline), and summary (initial and final summaries) templates.

These templates will be used by the general registration team members to produce the specific spreadsheets for their localities.

Even though the registration team are producing their own locality-specific documents, templates still need to be created for the term since some are linked directly to that term’s conference registration masters.

These templates are only created once per term (Fall/Spring). If there are 3 conferences (A, B, C) that term, one template serves all 3 conferences.

To be completed before the first conference call with all registration serving ones.

This guide aims to help the core registration team serving ones understand generally how templates are set up so that serving ones know how to handle templates that are not yet documented.

All the spreadsheets we use for the college conference registration are color coded (with a few exceptions).

The colors in the heading indicate the use and who should touch that column (and who should not).

The most notable exception to this rule is the spreadsheets that the localities fill out to register their students. The fields for that portion are color coded to group similar columns together.

This guide explains the colors used in the headers of the spreadsheets that the registration team uses and what they mean.

The overview timeline shows each conference’s registration steps from beginning to post-conference, when each step is happening.

It also shows the timelines for all the conferences for this term in one page so everyone can see relatively where other conferences are in their registration process compared to them. This helps to prevent confusion as to what step each team (and each team member) is on.

This should be completed before the first conference call with the whole team.

We currently have 3 docs that aid in the storage and processing of all the registration information for each conference.

• Master – Mainly used for different types of data entry, from locality submissions to lodging assignments to checking in.
• Reports – Used to generate different types of reports–summary data or a more focused view on different areas of the data– and for error checking.
  • One thing that was not mentioned in the video is the automatic highlighting in the Registration and Finances tabs. There will be orange and red highlights to flag errors in the data entry, either on the locality side or on our serving ones’ side.
• Core Processing – used by the core team members the week leading up to the conference for the production of different kinds of printouts used during the conference, including badges.

This guide goes through all 3 documents and explains and showcases what each tab is for.

Throughout our registration process, the localities will see 3 different spreadsheets:

• Original registration spreadsheet – for the submission of any registration information for the first registration deadline (early pre-registration).
• Add/Cancel/Change spreadsheet – for the submission of any changes to the registration for the second deadline: additions, cancellations, or change in information.
• Summary – for the localities to see a summary of their updated registration and financial situation.

This guide goes through each document one by one, tab by tab, and explains what each tab is for, as well what the automatic highlighting means.

Pertinent Background Information

This will be your first specific contact with the localities assigned to you.

Up to this point we have sent out a general announcement to the leading brothers and past LRCs (Locality Registration Coordinators) to announce the conference, the dates, and other general information so they can begin to announce it to their students. The contents of this announcement are in the “Email 0” doc in the relevant conference folder for this term.

This email that you are about to send to the localities, however, serves a two-fold purpose:

• Gives them the instructions and means to actually register saints for the conference.
• Confirms the registration coordinator for each locality.

Our registration is handled by locality, not by individual. We hope that many new ones would register, but since we don’t know them, we don’t know how to shepherd them, and there may be misunderstandings with our policies that we need to keep. It is better for the localities to interact with them directly as they would know how to shepherd them, and us with the localities directly. This also enables each locality to make their own arrangements related to finances without any interference from us.

Therefore, for each locality, we need a registration coordinator, our point person for receiving registrations, sending announcements, and general fellowship and coordination related to the conferences. As the LRC may change from one term to another without any warning, we need to confirm the LRC at the start of each term so we don’t run into any situations where locality did not receive any information regarding registration and we don’t know until after the deadlines have passed, creating unnecessary complications.

How to Use the Guides

Follow either the written instructions (button on the left), or the video instructions. Be sure to follow the instructions closely and finely as each item and step has been crafted deliberately for a certain need.

If you opt to follow the written instructions, click on the screenshots to open them in a new window at full size so you can see the details.

If there are any issues or questions as you follow the instructions or complete the tasks, be sure to reach out to your subteam leaders. Likewise for the rest of the registration process.

Because the video includes images of the email addresses in the LRC doc, it was deleted from YouTube for sharing private information. Until a new one with the emails blurred out can be uploaded, the video has been temporarily uploaded to the college conference Drive.