This year, we are trying a new system that should allow us to have ALL of the critical information about each participant in ONE place +++ allow YOU to manage your own registration without complicated spreadsheets and formula.
THE PROCESS
Step 1: Google Form Sign Up List
Let us know that you want to come and how many people you think you can bring. We will then review your submission and see if we have the capacity to accommodate your group. If so, we’ll email you with instructions and the link to register your group.
Please do not grossly overestimate the number of youth/adults that you are bringing. Our capacity is 160 youth and 120 adults.
Step 2: RegFox Registration – Pay close attention.
The Group Leader will register your group and always put their information as the Billing Information.
This is so that you can register your group in BATCHES as you have your attendee’s information and so that it is all tied to the same account. (Do not add registrants from within the account center… more on that in the FAQs.)
We have a capacity limit and only allow troops in if there is capacity; tickets will not run out.
The Registration process requires certain UNIQUE data be uploaded when you register an individual.
Failure to do so when you register means we’ll have to cancel that registration and start again for that person… please don’t mess up…
Here is the data that you will need:
- Full Name
- Email Address (if a youth, use the family email)
- Phone Number (if an adult)
- Permission Slip*** – This must be unique to the individual as it holds emergency contact information for that individual. Adults and Youth need one of these.
- Adult Member ID Card*** – This card can NOT expire before the event. Check the registration and youth protection training expiration date; if it is going to expire, have the adult renew as soon as possible.
- If an adult is in the process of registering with Trail Life or AHG they can not register for Night Ops until they have a member ID card. Adult registration will be held open until the week prior to the event so that you have time, but do. not. delay.
- Health Form – AHG ONLY – This is optional but you can upload a copy of your health form if you would rather. Otherwise, bring a paper copy for us at check-in.
Step 3: Check-In at Night Ops
When you go to check-in your group when you arrive, you will show the QR codes for the attendees you have with you at that time. If you are arriving in two groups, only show the QR codes for the youth/adults that you have with you.
Adults will also need to show that they have their Leader Lanyards (you can have one adult bring the lanyards and the QR codes up so everyone doesn’t need to exit the vehicle(s).
FAQS
What if I mess up the registration for an attendee?
If you mistyped their name, email address or phone number, you can fix that in the Account center.
If you uploaded the wrong documents, let us know so we can cancel that attendee’s registration; then you will re-enter the information and upload the correct documents.
Why is the an Online Waiver and a Permission Slip?
The waiver system doesn’t not allow us to collect information aside from a checkbox and signature. This is highly annoying. So, we have the permission slip that collects the emergency contact information we need.
How can I manage our Group Information?
After you make your first registration in RegFox, you’ll be able to see everyone who has registered by logging into your account here.
Do NOT add registrants from within the Account Center. It doesn’t give you the option to upload the required documents.
What if we don’t have the QR codes for our group?
The QR codes will generate once the online waiver has been signed.
If you do not have the QR codes for your group when you arrive, we can look up your information on the computers and check you in that way.