To make our lives easier we purchased a program called FileMaker, which is a database-organizing tool. We created layouts to use for different aspects of the business. One of these is used during camp season. We take all the applications from the website and import them into these databases. It makes it so much easier for us to look at the information we have and then utilize it to help our camps run smooth. All of the camper bags and coaches books along with registration lists are pulled from these different layouts.
In order to make it all work I had to assign each camper numbers and t-shirt colors using filemaker. Once that was done per our standards I edited all the player profiles to look uniform or to correct any big typos.
The filemaker also has a layout made for our coach’s books. It will print two player profiles per page with all the pertinent information from the athlete’s applications.
There is also a layout that will allow us to print labels with the player’s name, bib # assigned to them, graduation year, and t-shirt color. These are to put on the generic bags we created and also tell us what else goes into them. So if Jamie Hazel was assigned number 102 and a Blue XL T-Shirt it is all on that label and I can put it in her bag.
The last few days we spent getting the information in order, printing the labels and books, copying the books, packing the bags, using a binding machine to cut the books and bind them [anywhere from 75-215 books depending on the camp]. It’s a lengthy process especially when preparing for both of the Pennsylvania camps at one time. I coordinated this process and had help with two people in the office.
The Director of Events had me repack the trailer with the things we would need for these specific camps and also to replenish any supplies or water we needed. We also had to coordinate with our on site field directors and plan our driving trip to Pennsylvania around when they were getting into the Philadelphia airport.
In order to make it all work I had to assign each camper numbers and t-shirt colors using filemaker. Once that was done per our standards I edited all the player profiles to look uniform or to correct any big typos.
The filemaker also has a layout made for our coach’s books. It will print two player profiles per page with all the pertinent information from the athlete’s applications.
There is also a layout that will allow us to print labels with the player’s name, bib # assigned to them, graduation year, and t-shirt color. These are to put on the generic bags we created and also tell us what else goes into them. So if Jamie Hazel was assigned number 102 and a Blue XL T-Shirt it is all on that label and I can put it in her bag.
The last few days we spent getting the information in order, printing the labels and books, copying the books, packing the bags, using a binding machine to cut the books and bind them [anywhere from 75-215 books depending on the camp]. It’s a lengthy process especially when preparing for both of the Pennsylvania camps at one time. I coordinated this process and had help with two people in the office.
The Director of Events had me repack the trailer with the things we would need for these specific camps and also to replenish any supplies or water we needed. We also had to coordinate with our on site field directors and plan our driving trip to Pennsylvania around when they were getting into the Philadelphia airport.