Baseball Volunteer Opportunity
Prepare Registraton Mailing


WESAC Baseball has found that the easiest and most effective way for the parents to get their children signed up for the right program on time is to mail registration forms and letters to all participants. We have also found that using he printed lables affixed to the registration form helps the back office process or processing the registrations.

This volunteer activity involves making sure that the letters and forms are assembled properly and mailed on the appropriate date. Here are the steps involved.

You will be given a master copy of the registration letter and the registration form. You will also be given pre printed mailing lables, return address lables, envelopes and a breakdown of the participants by grade and gender. Boys and girls get separate letters (3rd grade and older) and each grade gets its own letter (well, a few are combined). You will do the following steps.

1) Determine the number of copies needed for each level (5 minutes, Jan 10 - 20)

2) Copy the appropriate number of registration forms and letters. The ideal candidate for this volunteer opportunity will have access to a copy machine that can be used for free. (Many businesses allow such work for non profit organizations). There are about 450 one sided registrations and 450 two sided letters. (2 hours, Jan 10 - 20)

3) The Kenwood Rec staff will put the labels on the registration forms and stuff the envelopes if they get the material by January 20. The material needs to be separated into packages. For example, if there are 42 3rd grade boys, you would need to prepare a package that had the 42 mailing labels, about 45 registration letters for 3rd grade boys and about 45 registration forms for 3rd grade boys. A separate package would be prpared for the 47 4th grade boys, the 17 4th grade girls etc. These packages must be very clearly identified and segregated so that the proper letters and forms go to each family. It's a real mess when they don't. (45 minutes, Jan 10 - 20).

4) Deliver the packages to the Kenwood Rec Staff, train the staff and stay in touch with the staff to monitor progress on the stuffing. Pick up the completed envelopes when they are ready. (1.5 hours in 10 minute chunks, Jan 20 - Feb 10)

5) Deliver the envelopes to the downtown post office on the scheduled mailing date. (40 minuts, Feb 15).

If you would like to volunteer for this activity please send an e-mail to jimfeldman@wesac.org or Click Here

If this process does not work or you need more details, you can call Jim Feldman at 374-0047.