[HANASHIR:9016] Vans - a how to guide (delete if sick of this topic)

[Rachel Gurevitz <gurevitzr...>]

Sorry,

I tried to hold myself back.  I know I won't get any brownie points from OSRUI 
or anyone else for adding another mailing, but I can't stop myself from sending 
this.  Last year I worked as manager of the Summer program office at Elat 
Chayyim (and again this year).  Staff working with me were responsible for many 
different tasks, one of which was co-ordination of transport for guests by taxi 
to and from the nearby bus stations and airport.  This is the 'how to' guide - 
I don't believe that it can't be done in future years for HN.

1)  Tell people with their confirmation letters that transport can be arranged, 
providing you send in your flight arrival and departure times by a certain 
date.  Make it clear that anyone responding after that date will have to make 
their own arrangments.

2) Receive times by email and fax.  As they come in, add people in time order 
on an Excel or similar database, including name and email address.

3) Once the end date is reached, group all Excel entries by time in groups of 
10.  Email people to tell them their times.  Tell them they are responsible for 
fare, even if they change their plans and fail to tell anyone.  Call van 
company and book required no. of vans and times all in one go.

At Elat Chayyim we managed to do this for 7 weeks, with between 30 and 60 
guests per week coming in by public transport, with 4 databases running 
simultaneously - for two different bus stop pick-ups, 1 airport and 
ride-sharing.  It took no more than 2 hours a week in labor, and that was with 
a much more lenient system than the one above (we let people call and ask for 
arrangements to be made up to 3 days before their arrival).  If the organisers 
don't want to do it, then ok, that's their prerogative.  But don't say it can't 
be done, or it is hours of work.  I have hard evidence to the contrary.

And to those of you who have volunteered to make bookings on our behalf this 
year - many, many thanks.

Rachel


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