Quick Start Guide: Online Registration with Event Manager for Races


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A step-by-step guide to setting up your first event website and online registration system for endurance races such as marathons, races, triathlons, etc.

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Quick Start Guide: Online Registration with Event Manager for Races

  1. 1. East Coast Running Club Event Manager Quick Start Guide Copyright © 2008 Compete-At.com v5.2008
  2. 2. Event Manager Quick Start Guide The Compete-At platform helps transition organizations from historically manual processes to a streamlined online process to create maximum business value to you and your event participants. Unlike most solutions available, Event Manager is more than an online cash register. It is a powerful tool to help you manage entries, runner notifications, create event photo galleries and more. For admin technical support visit www.compete-at.com/support. EVENT WIZARD The event wizard walks you through six short steps to establish the basics of an event. You can change any configuration you set during the wizard later using the administrator interface. CREATE A NEW EVENT After logging into your account, begin by clicking the “Create New Event” on the home page of your club account. You then are asked to start from scratch or clone a previous event. TIP: To save time, you can clone an existing event. This will create a duplicate event and pre-fill the wizard steps for you. Then you simply need to modify dates, fees etc. Copyright © 2008 Compete-At.com v5.2008
  3. 3. Event Manager Quick Start Guide STEP 1: ENTER BASIC EVENT INFORMATION The next screen provides a short form to enter some general information about the event; Name, Dates, Location, etc. Itʼs important to set the correct Time Zone to ensure your registration is turned on and off on the dates you specify at the correct time. TIP: The Event URL field is a pointer to where your event will reside on our system. You should not enter a website address here. Example: If your event is called the “2008 Invitational”, you should enter “2008invitational” in this field. TIP: “List Event” will publicly display this event. It is suggested that you do check this so you can preview your event but then later disable it until you are ready to go live. Copyright © 2008 Compete-At.com v5.2008
  4. 4. Event Manager Quick Start Guide STEP 3: CREATE EVENT DIVISIONS Divisions allow you to logically group participants, apply different fees for each division and also restrict entry based on age and gender. Event Manager will check the registrant during the entry process to make sure they can enter based on your criteria. Divisions often correlate to scoring packages and are also available during export. TIP: Using the division form on the left will suggest a division name for Marathon you to help you keep them organized. You can always edit division names later. TIP: Using age and gender restrictions will verify that the user can enter that division. Copyright © 2008 Compete-At.com v5.2008
  5. 5. Event Manager Quick Start Guide STEP 4: ESTABLISH REQUIREMENTS Decide which information is important for your event and simply turn-on the appropriate forms. You can create and edit custom waivers if needed. This info can be edited at any time. TIP: “Needs Approval” means that you want to check each individual entry for this requirement. This essentially places entries in a pending state until you approve each one. In most cases you do not want to check this. Copyright © 2008 Compete-At.com v5.2008
  6. 6. Event Manager Quick Start Guide STEP 5: CONFIGURE YOUR EVENT WEB SITE Next, you can simply click to turn on specific web pages. You can always change this later if you needs change. After you have completed the wizard, you can then edit the content for each page. TIP: Signup Page - this enables new registrants to enter your event. Login Page - this enables existing registrants to login to update their entry and fulfill requirements. TIP: We encourage you to use the online gallery. You can enable it so that anyone can post images from your event. Copyright © 2008 Compete-At.com v5.2008
  7. 7. Event Manager Quick Start Guide STEP 6: CREATE YOUR EVENT FEES The fees page in the wizard allows you to set up payment type and basic event fees such as entry fee, late fee, optional fees, etc. TIP: In “Payment Type” enable “Allow Skip Payment at Signup” during testing. This will allow you to register for your event to test, without having to pay. Be sure to uncheck this before going live with your event. Endless Fee Options: With Event Manager you have complete control and flexibility when establishing your event fees. • Simple fees • Multiple Entry Fees - user must select one or more (e.g. multi-day event) • Divisional Fees - different amounts for each division entered • Discounts • Late Fees - triggered by date • Donations • Optional Fees • Grouped Fees • Quantity Fees - for tickets, apparel, etc. Copyright © 2008 Compete-At.com v5.2008
  8. 8. Event Manager Quick Start Guide WIZARD COMPLETE After the last step you will see a confirmation page and a link to the event homepage. The wizard is designed to walk you through the basics of the event. Now you can spend time editing web page content, adding advanced fees, custom requirements or waivers etc. East Coast Runners Club East Coast Yacht Club Chesapeake Marathon TIP: The Setup menu will present screens to further configure fees, requirements, etc. TIP: Just click a webpage to start adding content or change visibility. Copyright © 2008 Compete-At.com v5.2008
  9. 9. Event Manager Quick Start Guide CREATE CUSTOM FEES On the “Fees” page in the “Set Up” Menu you can create additional fees, that werenʼt available via the wizard. TIP: “Custom Fees” gives you great flexibility to establish fee options for users that are unique to your event. With Custom Fees, you label the name of the group and then add the options for the user to choose. If you select “Req” then the registrant must choose one option before completing their registration. NOTIFICATIONS Notifications allow you to send emails to groups of registrants based on any requirement or payment status. You can send notifications on-demand or set them up to run at a predefined date. Example: Create a balance due notice and send it two weeks prior to your event to all registrants who have not paid in full. Copyright © 2008 Compete-At.com v5.2008
  10. 10. Event Manager FEES Costs and Payment Options for Registrants Standard Events - 3% of Entries Compete-At offers a very simple fee structure that requires NO up-front costs, maintenance costs or confusing tiered pricing. This cost can be passed directly back to the entrant during their registration as a “convenience fee” or “processing fee” so in essence, you can use the system at virtually no cost. Example: You charge registrants $100 to enter your event. Compete-At retains $3 and distributes $97 back to your organization. Your collected entry revenue are distributed every 2 weeks. Event Manager Fees 3% of entry fees Setup Costs Free Website Hosting Free Technical Support Free Online Photo Gallery Free Crew Finder Forum Free Online Store 2% of sales plus credit card fees Budgeting & Reports Free Email Notification Engine Free Online Credit Card Processing If you decide to offer online credit card payment as an option to registrants, you simply turn it on. Unlike most online systems, you do not need your own merchant account. Credit card processing fees will be passed back to you and average approximately 3%. Offline Payment Types - Check and Cash You can offer one or multiple payment options for registrants; credit card, mailed check or and event cash at the event. With offline payment types such as a mailed check, Event Manager allows the registrant to enter the event and indicate that payment has been mailed. Once you receive the check, you simply update their payment status in the system and their entry is complete. Accept Donations Additionally, you can configure online donations to help increase contributions during the registration process. Allow for open dollar amounts OR predefine contribution levels. Copyright © 2008 Compete-At.com v5.2008
  11. 11. Event Manager Quick Start Guide SUGGESTIONS FOR RUNNING A SUCCESSFUL EVENT WITH EVENT MANAGER 1. Test your event. If the fees, divisions, requirements etc. make sense to you, then it will make sense to your registrants. To register yourself as a test, simply click “Allow Skip Payment at Signup” on the fees page. When youʼre done, delete your entry and donʼt forget to uncheck the skip payment box before going live. 2. View Help Videos. Check out these short video clips that review basic functionality of the system here: http://www.compete-at.com/support 3.Enable Signup and Login pages early. Make sure to enable the Signup and Login web pages when you are ready to start receiving entries. Setup > Website > Site Setup > check quot;showquot; on the desired buttons > Click Update 4.Create a link from your existing website. To find all friendly urls for your event go to Setup > Website > Site Setup > and you will see friendly urls on the right of the page. 5. Use the gallery. Turn on the photo gallery page and set up a specific gallery for public posting. 6. Create a buzz. Send out a press release announcing your event and let the public know that registration is open. 7. Simplify when possible. Only ask for requirements that are absolutely necessary. Event Manager makes it very easy to capture a lot of data on multiple forms for your event. First time users often turn on all forms to capture a lot of registrant data. Although this may sound like a great idea, the effect can be frustration from your registrants. 8. Combine waivers. If you have more than one custom waiver we encourage you consolidate them into one to make the registration process less cumbersome 9. Create and post events in advance. Create your events in advance, and have a complete season schedule online. On each event site the registration buttons will appear automatically on the date you specify so you can set it and forget it. 10.List your event. Once the basics of your event are configured, go ahead and list it online. While your event is listed, you can continue to configure requirements notifications, etc. Make sure to check off “List event” in general setup to your event on our calendar and our partnerʼs website calendars. Setup > General Information > check quot;List eventquot; > Click Update 11. Keep everyone informed. Provide as much information as possible in a timely manner by uploading documents and adding news items to your event website. 12. Upload Results ASAP. We recommend you publish your results ASAP, even preliminary results. The system allows you to overwrite an existing document, or hide a previously uploaded document. So, adding results in stages or as they become available is a simple process Copyright © 2008 Compete-At.com v5.2008
  12. 12. Event Manager for Running Feature-rich software to manage marathons and races online. Hassle Free Online Management for Your Next Race Compete-At offers a new approach for race organizers to accept online registrations and manage race logistics more efficiently. Event Manager is designed to alleviate the headaches of managing any type of race. The Compete-At platform helps transition organizations from historically manual processes to a streamlined online process to create maximum business value to you and your event participants. Unlike most solutions available, Event Manager is more than an online cash register. It is a powerful tool to help you manage entries, runner notifications, create event photo galleries and more. Self-Service Registration Point & Click Easy Nothing to Install No Up-front Costs Participants enjoy the benefits of Everyone, regardless of their 100% hosted solution so there Compete-At offers a pay-as-you- a secure online profile and simple computer skills, can set-up a fully are no headaches for you to deal go payment service. A small streamlined registration to all functional race website online in with. Support is available to you convenience fee is retained for races and events in the system. just a few minutes. and your athletes for all events. each registration you receive. How much will it cost my race to use Event Manager? In reality, Compete-At’s Event Manager can be used at no cost for your next race. Compete-At offers the complete system with no up-front costs to you. We provide a pay-as-you-go payment service, whereby a convenience fee is processed at the time of race registration. It's up to you whether to pass this convenience fee back to registrants, absorb the cost yourself or split it in any proportion. This fee is three percent (3%)* for all event registrations. In effect, online registration through Compete-At can be set up at absolutely no charge to you. Unlike other solutions there are no hidden costs, per entry fees or confusing tiered pricing. • Set-up Costs & Support - Free • Online Photo Galleries & Storage - Free For more product information and to • Race and Club Specific Websites - Free schedule an online demo, contact: • Monthly Hosting Costs - Free Dave Cook 719-592-1349 • Technical Support - Free (Yes, we will actually call you back) dcook@compete-at.com • Email Notification and Promotion Tools - Free • Budgeting and Reports - Free • Online Event Message Boards - Free * If you choose to accept credit cards additional fees apply. www.Compete-At-Running.com Dave Cook 719-592-1349
  13. 13. Event Manager for Running Feature-rich software to manage marathons and races online. CONTACT US TODAY Personal demos can be scheduled with you or a larger group and conducted via a web browser. Dave Cook dcook@compete-at.com Tel: 719.592.1349 Sign Up Your Club Today: http://www.compete-at.com/signup www.Compete-At-Running.com