Post Show/Event Follow-Up
Goal
This policy is intended to ensure that National NFC gets everything it needs from chapters after they complete a show or event.
Background
National NFC provides chapters with show/event equipment, cash, and merchandise. In order to keep banking and inventory up to date and accurate, and chapters provided with what they need for shows and events, there has to be timely, complete, and accurate communication from the chapters after each show/event.
Policy
Chapters must submit a post-show summary within 3 business days of completing a show or event:
Post Show/Event Information Form (download below)
Post Show/Event Sales/Cash Summary Form (download below)
Show/Event New Emails List
Show/Event New memberships List
Cash Reporting:
* Provide exact cash amount collected from donation jar - Most chapters don't break down cash from donations vs cash sales. And when I ask, they've already combined whatever they had so it gets forgotten. We track this separately.
* Total cash on hand - It will be assumed that remaining cash came from schwag sales. I can reconcile sales when they send me the updated inventory to make sure it roughly matches.
Chapters can keep $100 - $150 on hand in their cash box in mixed bills for making change at future events. Anything above $150 must be sent to National for deposit. By policy, the designated board officer reporting and handling the cash should deposit the cash in their own personal account and then either:
* Mail a check (made out to Native Fish Coalition and sent to our PO Box)
* Request that Emily send them a Paypal invoice
Email list
This needs to be sent to me in Excel format that matches the format I use for our master contact list. See attached.
Membership information
Contact information for any new members signed up using the attached form. A few chapters have taken membership payment via Square without sending me any information -- tough to follow up with the member mailing and record update if I don't have the person's info)
Updated inventory count
This is easiest to do immediately after the show before the inventory goes into storage somewhere. This also allows me to reconcile items sold with total sales based on pre- and post-show inventory counts. Use attached spreadsheet for inventory counts.