Registration Dream Team

Registration Dream Team

 
Thanks for signing up to be part of Night to Shine this Friday at the Cox Business Convention Center (100 Civic Center, Tulsa, OK 74103). Below you will find your personalized guide to the night for you serving. We will have coat check available. This year we will be doing virtual training with the additional training being done on site. Please pay careful attention to your meeting time as you will need to give yourself time to park and enter the building. There are also helpful reminders within the video posted below.
Attire: Business Casual (Feel free to wear formal if you want, but not required)
Meeting Time: 5:30 p.m.
Meeting Location: Exhibit Hall A – Respite Room
Volunteer Position: Registration
Team Lead: Krystal Lee (E-mail)
Role: To assist guests in the registration process. Placing provided wristbands on guests once you verify the information between buddies and guests.. You will help greet and ensure that everyone has a great experience throughout the registration process. Help to form lines to ensure people are being registered effectively and efficiently
INSTRUCTIONS
This year we have implemented a system that allows buddies to scan a QR code on their wristband and input the guests name then their name. Upon submission it will send a text to both parties with the appropriate information. 
Caretakers receive the Buddies name and cell phone number for emergencies
Buddies receive Caretakers name, cell phone number, and allergies

*****Training video is at the bottom of this page*****


6:30 pm. Guests begin registration. We are going to have 3 lines available to guests.
1. Guests who need buddies
2. Groups
3. Guest who have buddies
If they need a buddy:  We will assign them from the next available. Please make sure that they know that they need to scan the QR code and verify the information sent to them. They will stay in line until they receive the text or get clearance from the team lead.
If they have a buddy:  They will still need to scan the QR code and let us know they are there and who they are with. They need to be in line with the buddy or wait in the hallway until they show up to enter the registration line.
Group Registration:  Buddies will be expected to enter the information for the specific guest they will be accompanying.
You will be assigned a line to work along with 3 wristbands
Orange – Allergies
Silver – Guest
Black – Caretaker
**Do not place a wristband on someone until you have verified the information is received by Buddy and Caretaker**

Items to know:
Most of the events for guests are located in Exhibit Hall A and open at 7:00 pm.
Chick-Fil-A is providing meals for everyone who attends.
Respite room for caretakers/parents is in Exhibit Hall A
Parents/caretakers should be encouraged to go enjoy the respite or come back at the end of the event (10pm). Make sure they know that we will take great of their loved one.
After registration has ended: Begin filling the tables with prom favor gift bags to be handed out as people are leaving. Your team leader will have more instructions on how this should be managed.

2023 Night to Shine Info Video from TheAssembly.org on Vimeo.

Maps
Limo Line
We will be using a service called WaitWhile for our limo rides for the night. It is a digital way to stay in line so that you will get a text update when your ride is coming up. There will be signs posted to sign-up. Here is a map that will show you the location for where limos are going to be located for the night.

Parking

There are nearly 10,000 parking spaces within a short walk of our facility: The City of Tulsa utilizes the Park Mobile app to pay for metered street parking downtown during business hours, and these parking spaces are free after 5:00pm each day. The Civic Center Parkade located at 3rd and Houston Streets, which is owned and operated by American Parking, is connected to our facility by covered walkway; there are 1,395 spaces available in the Parkade and they are available for $5-$10 per car, per day depending on other downtown events. There are several private lots which may open up for public parking during events at their own rates. 
People First Language
We want our guests to know they are the most valuable and important people in the room. People first language aims to avoid perceived and subconscious dehumanization when discussing people with disabilities.
Avoid these terms/phrases
  • Retarded
  • Crippled
  • Deaf and Dumb
  • Mentally Different
  • Wheelchair-bound
  • Diseased
  • Emotionally Disturbed
  • Slow
  • Infirmed
  • Unfortunate
  • “Suffers from”
  • “Victim of”
Rephrasing
Instead of
“a disabled person,” say “a person with disabilities”
Instead of
“a special needs person,” say “a person with special needs”
Instead of
“autistic person,” say “a person with autism”
The key thing to remember is to put the person first. They are not their disability; they are first and foremost a child of God, and a person with feelings and emotions just like you.  
GENERAL TIPS FOR COMMUNICATING
When assisting a person with a disability, wait until your help is accepted and then ask how you can best assist them.
  • Address them just as you would any other person.
  • It is acceptable to offer a handshake during introductions even if the other person has limited mobility in their hand or an artificial limb.
  • Do not alter your voice or speak in a simplified, childish manner.
  • If an interpreter is present, speak directly to the person and not their interpreter.
  • Do not lean on anyone’s wheelchair.
  • If the person with whom you are speaking has a visual disability, make sure you identify yourself and any people who may be accompanying you.
  •  Be patient if the person with whom you are speaking has trouble understanding you.
  • Do not get frustrated or raise your voice in an unpleasant way.
PREVENTING & HANDLING AWKWARD OR UNCOMFORTABLE SITUATIONS
  • If you find yourself in an uncomfortable situation, do not be afraid to ask for help.
  • Some signs of overstimulation include: yelling, screaming, crying, extreme fidgeting, fearful looks and/or aggressive behavior. If this happens, redirect them to a quieter location and if needed, find your guest’s chaperone/guardian.
  • Maintain your composure and speak kindly at all times.
  • Never go off alone with one of the guests.
  • Make sure you maintain physical boundaries and don’t in any way encourage a guest to view you as their boyfriend/girlfriend.