WELCOME HORT AIDES! RECORDER TRAINING March 9, 2017

Transcription

1 WELCOME HORT AIDES! RECORDER TRAINING March 9, 07

2 HORTICOURT CHAIRS Hort Chairs and Vice-Chairs (red aprons) Lynn Carbonell, John Gibson Middy Dorrance, Jessie Slater Thomas Hawkins, Diane Newbury - Advisors Orchid Chairs and Vice-Chairs Marie-Christine Viallet, Roseanne Nunez Carrie Buchman, Robert Thuener

3 HORTICOURT CHAIRS (continued) Hort Aides Karin Kopesky Mary Ellen Dugan, Cathy McGowan Hort Aide Office Managers-Doreen Brittingham, Linda Outlaw Passing Nicole Juday, Lloyd Traven, Anne Kellett Robin Rick, Christina Van Wyk, Christina Oliveri Nancy Greenwood - Advisor Staging Mary Ellen Jeno, Nancy Schwoebel Elsa Grub, Elquis Esquilin 3

4 What s New Reminder: PHS ID numbers - One-digit prefix was added (x-xxxxx) to designate judging day Prefix matches first digit of class number, -xxxxx (Th/Fri) 3-xxxxx (Mon) 4-xxxxx (Thurs) Reminder: EAD entries have an asterisk beside the PHS ID number & an X pre-printed in EAD column New: EAD Class Master Sheets EAD Entries listed first followed by regular entries. Each group alphabetized by exhibitor last name New: EAD Class PHS Cards Will also be grouped. EAD cards first with regular entries underneath (each batch alphabetized by last name) 4

5 ENTER ALL DAYS (EAD) New: Exhibitors present TWO 4 x6 cards, FOUR if plant name missing or incorrect on PHS Card Ask exhibitor to complete the extra 4 x6 cards for you, if necessary Each exhibitor card must list all 3 class numbers Plant are passed only on first day, as normal. Passers initial all 4 x6 cards present. 5

6 TRAINING PLAN REVIEW RECORDING PROCEDURES ROUTINE PRE-ENTRIES MOVING INTO AND OUT OF CLASSES POST-ENTRIES ENTER ALL DAYS CLOSING QUESTIONS EXERCISES 6

7 EXPECTATIONS ARRIVE ON TIME FOR ASSIGNMENT BE PATIENT & CUSTOMER-SERVICE FOCUSED MAINTAIN PLANT & OWNER IDENTIFICATION ENSURE ALL PHS CARDS HAVE PLANT NAME ASK CHAIR IF THERE ARE QUESTIONS HAVE FUN! 7

8 . Class number - (e.g., 60 Th/Fri, 360 Mon & 460 Th). # of Entries box for closing classes 3. Class title - exact title from Exhibitor s Guide 4. Exhibitor Names - EAD entries listed first, then regular entries 5. PHS ID Number EAD entries end with * 6. EAD, PE, Moved To/From Columns 7. Recorder Initials 8. Sequential Number column 9. Awards Column Recorders and Passers DO NOT write in this column # The Master Sheet #3 3 #5 #8 #7 #4 #6 #9 Do Not Write in this Column 8

9 PRE-ENTERED (non-ead) EXHIBITOR HAS REGISTERED ENTRY (usu. online) WITH PHS BEFORE DEADLINE. EXHIBITOR PROVIDES: CLASS EXHIBITOR NAME, ADDRESS, AND PHONE NUMBER CLUB AFFILIATION (IF ANY) BOTANICAL NAME OF ENTRY (optional but highly encouraged) EXHIBITOR BRINGS TWO 4 x6 CARDS WITH ENTRY. ENTRY IS APPROVED BY PASSER. PASSER INITIALS (IN RED) LOWER LEFT CORNER OF EACH 4 x6 CARD (plant name side of card) NOW THE RECORDER SWINGS INTO ACTION. Note: Exhibitor should not be dismissed by Passer until you have found the correct PHS Card for the entry 9

10 70 70 PHS ID ENTRY NO Begonia, Informal flowering. Pot 6" or under Rcrd Initial s -096 Ashes, Angela EXHIBITOR'S NAME -63 Buggs, May & June -04 Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean -054 Poole, Jean -055 Poole, Jean EAD PE MOVED T O # of Entries FR OM VALIDATION STEPS. CONFIRM CLASS. EXHIBITOR S NAME - NO MORE THAN 3 ENTRIES (actual) CONTINUED ON NEXT SLIDE AWARD(S) HORS CHESTNUT 3A WINGOCHOCKING ST. PHILADELPHIA, PA THE GARDEN CLUB OF PHILADELPHIA CLASS: 70 FRONT BEGONIA ANGEL WINGS TDM Entry Validation BACK 0

11 Entry Validation HORS CHESTNUT 3A WINGOCHOCKING ST. PHILADELPHIA, PA THE GARDEN CLUB OF PHILADELPHIA FRONT CLASS 70 PHS ID -04 BEGONIA ANGEL WINGS HORS CHESTNUT THE GARDEN CLUB OF PHILADELPHIA 4 4 VALIDATION (Continued) Find related pre-printed PHS Card 3 6 CLASS: 70 BEGONIA ANGEL WINGS 3 3. BOTANICAL NAME IF MISSING (yellow sticker appears on back of PHS Card), OR INCORRECT, SEND PHS CARD AND ONE 4X6 EXHIBITOR CARD TO TYPING AFTER RECORDING. TDM 5 BACK 4. AFFILIATION (IF ANY). 5. PASSER INITIALS PRESENT (AGAIN!) 6. PHS ID NUMBER (make sure you record on correct line of the sheet)

12 70 70 PHS ID ENTRY NO Rcrd Initial s Begonia, Informal flowering. Pot 6" or under EXHIBITOR'S NAME -096 Ashes, Angela -63 Buggs, May & June -04 Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean -054 Poole, Jean -055 Poole, Jean EAD PE MOVED TO FROM # of Entries AWARD(S). ASSIGN A SEQUENTIAL NUMBER (,,3, etc.) THIS IS FOR USE IN PLANT TRACKING LATER ON. PUT NUMBER IN UPPER RIGHT- HAND CORNER ON THE BACK OF THE PHS CARD LARGE AND LEGIBLE. PUT NUMBER ON BACK OF BOTH EXHIBITOR S CARDS. PRE-ENTERED PHS CARD BACK CLASS: 70 CLASS: 70 BEGONIA ANGEL WINGS TDM BACK

13 70 70 PHS ID ENTR Y NO Begonia, Informal flowering. Pot 6" or under Rcrd MOVED Initials EXHIBITOR'S NAME EAD PE -096 Ashes, Angela -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean -054 Poole, Jean -055 Poole, Jean TO FROM # of Entries AWARD(S). NOTE THE PHS ID NUMBER ON THE PHS CARD.. COPY THE PHS ID ON LOWER RIGHT CORNER ON BACK OF BOTH EXHIBITOR S CARDS. 3. PUT YOUR INITIALS IN BOX. 3 CLASS: 70 PRE-ENTERED CLASS 70 PHS ID -04 BEGONIA ANGEL WINGS PHS CARD BACK BEGONIA ANGEL WINGS BACK HORS CHESTNUT THE GARDEN CLUB OF PHILADELPHIA TDM TDM BACK

14 ASSEMBLING DOCUMENTS TDM Class:70 BEGONIA ANGEL WINGS LCL BACK BACK -04 PHS BACK CLIP PHS AND 4X6 CARDS TOGETHER AS SHOWN, WITH PHS CARD(S) AT BOTTOM. IF PHS CARD IS INCOMPLETE (a yellow sticker appears on back of PHS card), OR CARD IS INACCURATE, SEND ONE 4X6 CARD AND PHS CARD TO TYPING One 4X6 card with Passer initials remains with the plant!!! MAKE SURE CARDS ARE FACE DOWN ENSURE CLASS, SEQUENTIAL, AND PHS ID NUMBERS ARE VISIBLE. PLACE CARDS WITH PLANT, BUT NOT UNDER IT. MAKE SURE EXHIBITOR NAME CANNOT BE SEEN. CONTACT YOUR STAGER FOR MOVING ENTRY TO DISPLAY BED.. READY FOR STAGERS 4 4

15 MOVED INTO CLASS PLANT WAS PREVIOUSLY ENTERED IN ANOTHER CLASS. EXHIBITOR AND/OR PASSER DETERMINE THAT THE PLANT WOULD BE MORE APPROPRIATELY ENTERED IN ONE OF YOUR CLASSES. VERIFY EXHIBITOR WILL HAVE NO MORE THAN THREE ENTRIES IN THE CLASS. BOTH 4 x6 EXHIBITOR CARDS AND THE PHS CARD FROM THE PRIOR CLASS MUST COME WITH THE PLANT. 5

16 MOVED INTO CLASS EXCEPTION EAD PLANTS (asterisk by PHS ID #) MAY NOT BE MOVED AND MAINTAIN EAD STATUS. EXHIBITOR MUST POST-ENTER PLANT, AND IT WILL GET A NEW PHS ID #. (discussed later) DO NOT ACCEPT A PHS CARD WITH AN ASTERISK AFTER THE PHS ID #. (Once an EAD entry is moved, the original PHS ID# can no longer be used.) 6

17 MOVED INTO CLASS 70 3 TDM CJK CLASS 7 PHS ID BEGONIA RIVER NILE CAROL CALYX NEW POTTS GARDEN CLUB 3. THERE MAY BE PASSER INITIALS FROM PRIOR CLASS.. PASSER FOR CLASS 70 MUST ACCEPT ENTRY, STRIKE ORIGINAL INITIALS, AND THEN RE-INITIAL. 3. PASSER STRIKES ORIGINAL CLASS ON BOTH EXHIBITOR CARDS AND ENTERS THE NEW CLASS NUMBER. NOW RECORDER TAKES OVER. 7

18 70 70 PHS ID ENTRY NO Begonia, Informal flowering. Pot 6" or under Rcrd Initials EXHIBITOR'S NAME EAD PE -096 Ashes, Angela -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean -054 Poole, Jean -055 Poole, Jean MOVED INTO CLASS 6 JG 4 TO MOVED # of Entries FROM Calyx, Carol AWARD( S) CLASS 7 PHS ID BEGONIA RIVER NILE 5 CAROL CALYX NEW POTTS GARDEN CLUB. CHECK MASTER SHEET TO SEE IF EXHIBITOR ALREADY HAS ENTRIES IN THIS CLASS (REMEMBER LIMIT OF THREE, INCLUDING ANY EAD ENTRIES). IF OK PROCEED IF TOO MANY NEGOTIATE CHOICE. WRITE LAST NAME OF EXHIBITOR FOLLOWED BY FIRST NAME ON FIRST AVAILABLE BLANK LINE. 3. WRITE IN PHS ID FROM EXISTING PHS CARD. 4. ASSIGN NEXT SEQUENTIAL NUMBER (). 5. RECORD PRIOR CLASS NUMBER IN MOVED FROM COLUMN. 6. PUT YOUR INITIALS IN BOX. 7. REMEMBER NOT TO WRITE IN AWARDS COLUMN. 3 8

19 MOVED INTO CLASS 7 TDM JFK CJK TDM CJK RECORDER WRITES NEW SEQUENTIAL NUMBER (), STRIKING OLD NUMBER(S), IF PRESENT.. WRITE PHS ID IN LOWER RIGHT CORNER OF EACH EXHIBITOR CARD (SAME AS BEFORE). 3. MAKE SURE OLD CLASS NUMBER IS CROSSED OUT & NEW CLASS NUMBER IS WRITTEN ON THE EXHIBITOR CARDS. PHS CARD BACK 9

20 TDM CJK MOVED INTO CLASS ONE EXHIBITOR CARD ALWAYS STAYS WITH PLANT. PHS CARD NEEDS TO BE UPDATED WITH NEW CLASS INFORMATION.. ALWAYS LEAVE ONE EXHIBITOR CARD WITH PLANT TO PRESERVE IDENTITY. 3. PLACE THE CARD WITH PLANT, NOT UNDER PLANT. 4. CLIP OTHER EXHIBITOR CARD TO PHS CARD AS SHOWN. IF THERE ARE ALREADY 3 PRE-ENTRIES, BUT ONE OR MORE IS NOT BEING USED, PLACE A STICKY NOTE ON THE CARD TO TYPING ADVISING WHICH PRE-ENTRY WILL NOT BE USED & SHOULD BE REPLACED WITH THE MOVED ENTRY. (e.g. Jean Poole has 3 pre-entries on Master Sheet for 70) 4 5. SEND CLIPPED CARDS TO TYPING VIA RUNNER. TDM CJK BACK TO TYPING VIA RUNNER 0

21 MOVED OUT OF CLASS PLANT HAS BEEN ENTERED IN THIS CLASS 70. EXHIBITOR AND/OR PASSER DETERMINE THAT THE PLANT WOULD BE MORE APPROPRIATELY ENTERED IN A DIFFERENT CLASS, SAY 80. BOTH 4 x6 EXHIBITOR CARDS AND THE PHS CARD FROM CLASS 70 MUST GO WITH THE PLANT TO NEW CLASS. EXCEPTION: EAD PLANTS (*) DO NOT GIVE PHS CARD TO EXHIBITOR. PLANT MUST BE POST-ENTERED BY EXHIBITOR AT POST-ENTRY WINDOW.

22 MOVED OUT OF CLASS SALLY FORTHE GERMANTOWN DRIVE PHILADELPHIA, PA 889 (5) WISSAHICKON GARDEN CLUB FRONT EXAMPLE OF NONFLOWERING PLANT THAT MIGHT DO BETTER IN A FOLIAGE CLASS (80)

23 MOVED OUT OF CLASS PHS ID ENTR Y NO Rcrd Initials EXHIBITOR'S NAME EAD PE JG -096 Ashes, Angela -533 Palm, Olive 0847 Calyx, Carol JG TDM Poole, Jean Begonia, Informal flowering. Pot 6" or under -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 JG Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -054 Poole, Jean MOVED TO FROM -055 Poole, Jean JG Calyx, Carol # of Entries AWARD(S) 70 CLASS 70 PHS ID -008 BEGONIA FLUFFY 3 RUFFLES SALLY FORTHE WISSAHICKON GARDEN CLUB. FIND EXHIBITOR NAME AND TAKE PHS CARD FROM STACK. VALIDATE WITH EXHIBITOR AND GIVE TO EXHIBITOR.. STRIKE EXHIBITOR NAME AND PHS ID ON SHEET. DO NOT INSERT A SEQUENTIAL NUMBER. IF A SEQUENTIAL NUMBER EXISTS, STRIKE OUT AND DON T REUSE NUMBER. 3. ASCERTAIN CLASS WHERE THE PLANT WILL GO TO (80, IN THIS CASE). WRITE NEW CLASS IN THE MOVED TO COLUMN. 4. PUT YOUR INITIALS IN BOX. 3

24 MOVED OUT OF CLASS. ON EXHIBTOR 4X6 CARD, STRIKE ORIGINAL CLASS NUMBER AND ENTER NEW CLASS NUMBER.. GATHER ALL THREE CARDS AND HAND THEM TO EXHIBITOR. (EXCEPT EAD NO PHS CARD) CLASS 70 PHS ID -008 BEGONIA FLUFFY RUFFLES SALLY FORTHE WISSAHICKON GARDEN CLUB 80 TO 80 4

25 POST-ENTERED PLANT EXHIBITOR HAS NOT PRE-ENTERED. PLANT HAS NO PHS ID #, NO PHS CARD & IS NOT LISTED ON ANY SHEET. EXHIBITOR POST-ENTERS PLANT AT POST-ENTRY WINDOW: A PHS ID NUMBER IS GENERATED AND NOTED IN LOWER RIGHT-HAND CORNERS OF BOTH EXHIBITOR 4 x6 CARDS. THE CARDS ARE STAMPED PE TO ALERT RECORDERS. 5

26 POST-ENTERED PLANT EXHIBITOR S TWO INDEX CARDS APRIL FLOWER DARWIN S WAY DOVER, PA 588. BOTH EXHIBITOR 4X6 CARDS MUST HAVE PE STAMP AND PHS ID NUMBER WRITTEN ON BACK.. PASSER INITIALS ON BACK OF BOTH CARDS EVOLUTION GARDEN CLUB CLASS: 70 FRONT BEGONIA FLUFFY RUFFLES TDM BACK STAMP FROM POST-ENTRY TABLE

27 POST-ENTERED PLANT PHS ID ENTR Y NO Calyx, Carol Linnea, Frank JG TDM Rcrd Initials EXHIBITOR'S NAME JG EAD PE -096 Ashes, Angela Begonia, Informal flowering. Pot 6" or under -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 JG Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -533 Palm, Olive -053 Poole, Jean Poole, Jean JG JG FLOWER, APRIL MOVED TO FROM 3 Calyx, Carol # of Entries AWARD(S) APRIL FLOWER DARWIN S WAY. DOVER, CHECK MASTER PA 588 SHEET TO SEE IF EXHIBITOR ALREADY HAS ENTRIES IN CLASS (LIMIT OF THREE, INCLUDING ANY EAD ENTRIES) WRITE LAST NAME OF EXHIBITOR EVOLUTION FOLLOWED BY GARDEN FIRST NAME CLUB ON FIRST AVAILABLE FRONT BLANK LINE. 3. COPY PHS ID NUMBER TO SHEET. 4. ASSIGN NEXT SEQUENTIAL NUMBER (3). 5. MARK SEQUENTIAL NUMBER IN UPPER RIGHT CORNER ON BACK OF BOTH EXHIBITOR CARDS. CLASS: PLACE CHECK MARK IN PE COLUMN. BEGONIA FLUFFY RUFFLES 7. PUT YOUR INITIALS IN BOX. 3 TDM BACK 5 3

28 POST-ENTERED PLANT CLASS: 70 BEGONIA FLUFFY RUFFLES 3 ONE EXHIBITOR CARD ALWAYS STAYS WITH PLANT. ALWAYS LEAVE ONE EXHIBITOR 4X6 CARD WITH PLANT TO PRESERVE IDENTITY. TDM BACK PLACE THE CARD WITH THE PLANT, NOT UNDER PLANT. 3. SEND OTHER CARD TO TYPING VIA RUNNER. A PHS CARD WILL BE GENERATED. CLASS: 70 3 BEGONIA FLUFFY RUFFLES TO TYPING VIA RUNNER TDM BACK

29 PROCESSING CARDS RETURNED FROM TYPING RUNNER RETURNS COMPLETED PHS CARD RETRIEVE CLASS 70 PHS ID BEGONIA FLUFFY RUFFLES APRIL FLOWER EVOLUTION GARDEN CLUB YELLOW BOX. Find the plant in the bed by: VERIFYING ALL DATA AGAINST EXHIBITOR CARD THAT REMAINED WITH PLANT.. WRITE CORRESPONDING SEQUENTIAL NUMBER ON BACK OF PHS CARD IF IT IS NOT PRESENT 3. NOTE: THE EXHIBITOR CARD THAT WENT TO TYPING DOES NOT RETURN WITH COMPLETED PHS CARD. 4. ASSEMBLE CARD STACK 9

30 Enter All Days Procedures Same as usual, EXCEPT: Thursday/Friday Entry Day 4 x6 Exhibitor Cards Exhibitors instructed to bring TWO 4 x6 cards. Each card has all three class numbers. (xxx, 3xxx, 4xxx) If the plant name is missing or incorrect, the exhibitor brings, or prepares for you, TWO extra 4 x6 cards with complete contact and plant name info and all three class numbers. Passers initial ALL 4 x6 cards present (either or 4 cards). 30

31 EAD Eligible Class Note all EAD entries are grouped together AGAVE # of Entries All regular entries are grouped underneath the EADs Each grouping is alphabetized by last name There is an X in the EAD column next to each EAD entry On Th/Fri, EAD entries are recorded the same way as regular pre-entered plants: Assign seq # and write it on ALL 4x6s & the PHS card Write the PHS ID # on ALL 4x6 cards present Recorder initials on sheet Assemble card stack -OR- PHS ID ENTRY NO Rcrd Initials EXHIBITOR'S NAME EAD PE -58* Boop, Betty x -00* Chestnut, Hors x -930* JG Day, Bonnie x -667* Flower, May x -670* Flower, May EADs x -673* Flower, May x -895* Greene, Olive x -3004* Quill, John x -06 Ashes, Angela -03 Chestnut, Hors -06 Chestnut, Hors -059 Klings, Ivy MOVED TO FRO M Regular pre-entries 3 AWARDS

32 Thursday/Friday Entry Day EAD Procedures If the Plant Name is missing from the PHS Card or is incorrect: Exhibitor provides four 4 x6 exhibitor cards (you may have to ask exhibitor to write up the two additional exhibitor cards before recording the entry) Send one exhibitor card with the PHS Card to typing Place the three remaining 4 x6 exhibitor cards, plant name face up, next to the plant 3

33 EAD Procedures Monday and Thursday Recorders working at tables All EAD plants will be pre-recorded on the Master Sheets by the time you come in. You will see sequential numbers & recorder initials Separate EAD Recorders will complete the entry process in the beds: Place new PHS Cards with their matching plants Write the new sequential numbers and new PHS ID #s on exhibitor 4 x6 cards. Assemble new card stacks of PHS card and 4 x6 cards 33

34 Note the 5 pre-recorded EAD entries AGAVE # of Entries These 5 EAD plants were brought in by the exhibitors on Thurs/Fri These plants and their cards are located in the bed Recorders assigned to EAD will complete recording work on the CARDS belonging to these entries PHS ID ENTRY NO Rcrd Initials EXHIBITOR'S NAME EAD PE 3-59* SH Boop, Betty x 3-0* Chestnut, Hors x 3-93* SH Day, Bonnie x 3-668* SH Flower, May x 3-67* 3 Flower, May x 3-674* 4 SH Flower, May x 3-896* Greene, Olive x * 5 SH Quill, John x 3-07 Ashes, Angela 3-93 Forthe, Sally TO MOVED FROM AWARDS YOU will record non-ead entries that come in today, as usual, but start with sequential entry number Chestnut, Hors 3-07 Chestnut, Hors Klings, Ivy 34

35 EAD Procedures Monday and Thursday Entries EAD Recorders working in the beds Assigned EAD Recorders place new PHS Cards (with today s class & ID numbers) & complete the recording on each EAD plant s 4x6 exhibitor cards You will be assigned a Runner to help you Pick up a pack of pre-recorded PHS Cards (bundled by class) from the Hort Aide Office & the large class envelope labelled with the old class number. A sequential entry number will already be written on the back of each new PHS Card. If not, go to the clipboard for the class and look up the seq. number for the entry. 35

36 EAD Procedures Monday and Thursday Entries EAD Recorders For EAD Plant in bed (* on old PHS Card), locate the new PHS Card in your bundle of cards. Look for the matching exhibitor and plant name on the new PHS Card (a few of the new PHS Cards may be missing plant names - signified by the yellow sticker) Note: the PHS ID # (5-digit portion) on the OLD PHS card will usually be one digit lower than current ID # on today s NEW PHS Card Hint: Do all the new PHS Cards belonging to a particular exhibitor at the same time, so that plant names are properly matched up 36

37 EAD Procedures Monday and Thursday Entries EAD Recorders Set each NEW PHS Card with it s matching plant and cards (may need stager help) When you are satisfied that a particular NEW PHS Card has been properly matched to a plant, have your Runner unstaple the old card packet that is with the plant Runner removes the OLD PHS CARD & staples any Ribbon earned to the old PHS card Runner places old PHS Card (& ribbon, if any) in the large envelope labeled with the old class number from the prior entry day 37

38 EAD Procedures Monday and Thursday Entries EAD Recorders Once the old PHS Card has been removed, complete the recording on the exhibitor cards. On EACH 4x6 exhibitor card present (plant name side): Put a line through the prior day s PHS ID # & the prior sequential entry number Put a line through the prior day s class number Write in the new sequential entry number (upper right) and new PHS ID # (lower right) 38

39 CLASS: AGAVE AMERICANA MEDIOPICTA 3-05 * TDM -04* ASSEMBLE THE CARD STACK: If plant name is correct, assemble the card stack as usual PHS Card face down with the two 4x6 cards on top (plant name face up). Clip cards & set card stack with plant. If plant name is missing (or incorrect),send new PHS Card for re-typing with one 4x6 exhibitor card. (If you don t have enough 4x6 cards, write one up to send with the PHS Card to typing) One original 4x6 card with passer initials must ALWAYS stay with the plant The remaining 4x6 card(s) are placed, plant name face up, next to the plant Go back to the office & pick up another stack of PHS Cards to repeat the process for another class. Continue getting new cards until box of PHS cards is empty.

40 EAD PROCEDURES Moving Plants from EAD class If Exhibitor decides to move a plant out of an EAD class on the second or third judging days: Cross out exhibitor s name & the PHS ID # on the Master Sheet Enter class it is moving to in the Move To column. DO NOT GIVE EXHIBITOR THE PHS CARD. The plant must now be POST- ENTERED by the exhibitor. When entered into a new class, the plant is no longer EAD, even if moved to another EAD class. Follow normal Post-Entry procedures if receiving a prior EAD plant. DO NOT ACCEPT A PHS CARD WITH AN ASTERISK AFTER THE PHS ID #. SEND EXHIBITOR TO POST-ENTRY. 40

41 CLOSING A CLASS ATTENTION: This is where we have had the most problems in prior years Make sure all plants in class are properly accounted for to ensure exhibitor gets proper points Task is performed jointly with your PASSER or another Recorder if no Passer is available. May need assistance of a STAGER, if plant s documentation is inaccessible in the display bed. Closing takes place at 9:30 when entry time has ended. You do not have to wait until all cards are returned from typing to close. 4

42 CLOSING A CLASS (CONTINUED) This is a Final Check (and double check) that all plants are accounted for, all class records are accurate, and that every plant is on display and has the correct and complete PHS card and exhibitor card(s) with it. When closing EAD classes Enter the total of ALL entries (EAD & non-ead) in # of Entries box. 4

43 PHS ID ENTR Y NO Rcrd Initial s -096 Ashes, Angela Begonia, Informal flowering. Pot 6" or under EXHIBITOR'S NAME -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 JG Flower, May -008 Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean -054 Poole, Jean JG EAD P E MOVED T O FRO M Calyx, Carol JG FLOWER, APRIL 80 # of Entries AWARD(S) CLOSING A CLASS PAPERWORK IS ACCURATE. WITH YOUR PASSER, FOR EACH PLANT, LOCATE ENTRY ON SHEET BY THE SEQUENTIAL NUMBER ON THE CARDS. CAREFULLY CROSS CHECK:. VERIFY: MASTER CLASS SHEET PHS CARD(S) (5 X 7) EXHIBITOR CARD(S) (4 X 6) SEQUENTIAL# ON BACK OF ALL CARDS EXHIBITOR S NAME BOTANICAL NAME(S) PHS ID ON BACK OF EXHIBITOR CARD(S) CLUB AFFILIATION (IF ANY) PHS CARD IS NOT DIRTY 3. PLACE CHECK MARK ( ) ON THE MASTER SHEET TO LEFT OF PHS ID. 4. MAKE CERTAIN THE CARD STACK IS CLIPPED TOGETHER AND PLACED FACE DOWN BESIDE PLANT SO EXHIBITOR NAME CANNOT BE SEEN. 5. REPEAT FOR EACH PLANT & SEQUENTIAL NO. NOTE: ALL RECORDED ENTRIES ON SHEET SHOULD HAVE A CHECK MARK WHEN DONE. IF NOT, SEARCH SHELF FOR PLANT! 43

44 CLOSING A CLASS PHS ID ENTR Y NO Begonia, Informal flowering. Pot 6" or under Rcrd Initials EXHIBITOR'S NAME EAD PE -096 Ashes, Angela -63 Buggs, May & June -04 JG Chestnut, Hors Compost, Rich Downe, Neil -667 Flower, May -668 Flower, May -008 JG Forthe, Sally -909 Goodnight, Irene -733 Grolite, Violet -0 Haddalam, Mary -0 Klings, Ivy -434 Linnea, Frank -533 Palm, Olive -053 Poole, Jean MOVED -054 Poole, Jean JG Calyx, Carol 3c 7 3a 3b JG FLOWER, APRIL TO 80 # of Entries 3 TDM FRO M AWARD( S) PLANTS IN BED = ENTRIES RECORDED ON SHEET. COUNT NUMBER OF PLANTS IN THE BED & COUNT NUMBER OF MARKS IN MARGIN OF MASTER SHEET. THESE TWO COUNTS SHOULD BE EQUAL! IF NOT, DETERMINE WHICH PLANT RECORDED ON SHEET IS MISSING OR WHICH PLANT IN BED IS NOT RECORDED. IF ERROR CANNOT BE RESOLVED, PLACE POST-IT ON SHEET NOTING THE PROBLEM & ALERT A CHAIR.. TOTAL CHECK MARKS SHOULD ALSO EQUAL THE HIGHEST SEQUENTIAL NUMBER ON SHEET. IF NOT, SEARCH FOR REASON AND NOTE IT ON SHEET: SKIPPED ENTRY NUMBER DUPLICATED ENTRY NUMBER MISSED ENTRY MOVED TO OR FROM CLASS, ETC 3. WHEN RECORDS CROSS-CHECK COMPLETED: 3a 3b 3c WRITE NUMBER OF ENTRIES COUNTED IN BOX LABELED # of Entries IN UPPER RIGHT CORNER THIS NUMBER SHOULD EQUAL THE TOTAL NUMBER OF PLANTS ENTERED IN THE CLASS, (EAD AND NON-EAD) HAVE PASSER INITIAL THE NUMBER OF ENTRIES BOX AS CONFIRMATION WRITE NUMBER ON POST-IT-NOTE AND PLACE ON CLASS DISPLAY BOARD. 44

45 CLOSING A CLASS 3c POST-IT NOTE 3 ATTACH POST-IT-NOTE TO CLASS SIGN. DO NOT OBSCURE CLASS NUMBER OR TITLE. 45

46 BEGONIA TENELLA ROSE ANGELA ASHES CLOSING A CLASS 70 COMPLETE 008 PHILADELPHIA FLOWER SHOW Begonia, informal flowering. Pot 6 or under. PHS ENTRY EXHIBITOR S NAME ID NO. 096 Ashes, Angela 63 Buggs, May & June 04 Chestnut, Hors 0366 Compost, Rich 0836 Downe, Neil 667 Flower, May 668 Flower, May 008 Forthe, Sally 909 Goodnight, Irene 733 Grolite, Violet 0 Haddalam, Mary 0 Klings, Ivy 434 Linnea, Frank 533 Palm, Olive 053 Poole, Jean 054 Poole, Jean 055 Poole, Jean 579 Quill, Jon 043 Showers, April 0098 Singer, Carol 0007 Underfire, Grace CLASS 70 PHS ID 096 PE MOVED TO FROM 70 CLOSED 4 TDM 4 AWARD (S) WHEN CLASS IS CLOSED. ATTACH LEFTOVER PHS CARDS TO CLOSED CLASS BOARD AS SHOWN.. DELIVER TO HORT AIDE OFFICE. 3. DO NOT WAIT FOR PHS CARDS TO RETURN FROM TYPING SEND BOARDS TO OFFICE WHEN CLOSED. HORT AIDE OFFICE 46

47 RECORDER TIPS: Upon arrival, check that you have a clipboard for each class in your bed (compare to floor map) & that you have no clipboards that belong to another table Be aware of plants on your Table-passed but not yet recorded. You may have to write out a 4x6 exhibitor card if PHS card has to be sent for typing more than once. One 4x6 card (with Passer initials) stays with plant always! Be extra vigilant for more than three entries per class, especially when moving into a class (Recorded EAD + recorded non-ead plants = 3 or less) If exhibitor already has three recorded entries in a class, contact a Chair for resolution. Make sure to check write-in entries at bottom of sheet for the exhibitor s name 47

48 TOP TEN THINGS TO REMEMBER 6. EXHIBITOR IS ONLY ALLOWED 3 ENTRIES PER CLASS, INCLUDING BOTH EAD AND NON-EAD IN THAT CLASS. 7. DON T WRITE IN AWARDS COLUMN OF MASTER SHEET. 8. DON T COVER CLASS NUMBER OR TITLE WITH CLOSING STICKY NOTE. 9. DON T PUT CARDS UNDER PLANTS. 0. PRINT LEGIBLY. 48

49 TOP TEN THINGS TO REMEMBER. SMILE, STAY CALM, AND HAVE FUN!. PHS CARDS WITH NO PLANT NAME (YELLOW STICKER ON BACK) MUST GO TO TYPING. 3. ONE 4 x6 EXHIBITOR CARD (WITH PASSER INITIALS) MUST STAY WITH PLANT AT ALL TIMES. 4. DON T REUSE SEQUENTIAL NUMBERS ON MASTER SHEET. 5. ONLY STAGERS CAN MOVE PLANTS. 49

50 - Housekeeping Items Post-close office help Extra help Next Thursday 3/6 Vice Chairs - Practice Exercises in Recording & Questions 50

51 THANK YOU YOU MAKE THE PHILADELPHIA FLOWER SHOW A REALLY WONDERFUL EXPERIENCE FOR OUR EXHIBITORS WITHOUT YOUR SINCERE EFFORTS, THE COMPETITIVE PART OF THE SHOW SIMPLY COULD NOT BE PRODUCED REMEMBER YOUR HORT-AIDE CHAIRS ARE ALWAYS AROUND TO HELP YOU. SEE YOU ON THE SHOW FLOOR! 5