Session Registers and Membership & Volunteer Forms
Knowing who is attending your branch’s activities is essential as it helps you plan your sessions, communicate with those present after an event and provides information in a timely manner to the emergency services if the worst happens.
1. Membership and volunteer forms – these provide information about each of your members and volunteers, including emergency contact details, any known allergies or medical conditions, etc. These should be updated annually or as information changes.
2. Session registers – these provide information about who is present and are important for emergencies to ensure that everyone is accounted for or for communicating with attendees after an event. These should be kept for three years.
We have created two versions. The first is one you can print off and fill in on a session by session basis. The second is an Excel spreadsheet that you populate and reuse every session.
3. It is also important to have a clear procedure for arrival, collection, and late collection of members. This provides clarity for volunteer roles and parental/carer responsibilities, especially if for any reason a child is not collected on time.