Create Event

Create Event

Last updated 22/01/11

Please email all event setup information to support@fabian4.co.uk.

Some of the details below may look complex to first time users. If you prefer not to specify each item individually we can usually setup your event from a combination of your event flyer, paper entry form, and website.

If your event requires features not included below, please contact Fabian4 to discuss your requirements. Events are normally set-up within 48 hrs.

R= Required for event creation.

Specification

Examples

Additional detail

No.

Description

Organisers Terms and Conditions - Acceptance
Before your event can be setup, you need to confirm (by email) acceptance of Fabian4's latest version of the Organisers Terms and Conditions.

On behalf of <club / organisation> I accept version <X.X> of Fabian4's organisers terms and conditions.
<Name>
<Position>

Acceptance is normally confirmed by the event organiser, but it may come from another event official, or an official of the club / organisation (e.g. Chairman, Secretary, etc).

Event Name
The name of the event. Keep it short.
Prohibited characters: "," and "." Allowed characters: "-", "(", and ")".
British Orienteering events should prefix the event name with the BOF registration level A, B, C or D. See examples below.

(A) Southern Championships 2011
(B) Scottish 6 Days - Oban 2011
(C) CLARO Classic Distance - Brimham Rocks
(C) SBOC Middle Distance - South Gower
(B) SLOW Urban - London City Race
Warwick Fun Run
Welsh 1000m Peaks Race
Bristol Triathlon
WCH MTBO (Cannock Chase)
Cancer Research Charity Bike Ride (Swindon)

The event name is used as follows:
a) Displayed in the 'Live Events' column on the home page;
b) In the competitors email notification "You have entered <Event Name>";
c) As a heading in entry steps 1 to 4 & 6;
d) As a heading in step 5 "To pay for <Event Name> Entry Fee".

Start Date
The date of the 1st day of the event

24-10-2006

Some multiday events have a training day. Unless you are taking online entries for this day do not use it as the start date.

Number of Days
Range 1 to 6.

Specify 1 for single day events.

Organising Club / Association
Use the relevant abbreviation or short name.

BOK
WOA
Tri-zone

Event Website
Specify full url

http://www.croeso2004.org.uk/

The event website link is placed in the "Website" column of the live event list on the Fabian4 home page. If you do not have an event specific page yet, then use your club's website url.

Entry Information url
Specify full url. The linked page is opened in a popup window.

http://www.croeso2004.org.uk/entry_instructions.htm

This link is displayed at the top of the web page associated with step 3 (Event specific details) of the online entry process. There may be specific instructions for entrants such as: entry rate bands, closing dates, classes offered, start time ranges, etc. If you do not have a specific 'online entry instructions' web page on your site, then just link it to your event page or club website.

Entry Information url text
The text string of the above link

Please read this important information (opens new window)
Further event specific information is available here (opens new window)
Your day 1 course is automatically allocated - details here (opens new window)
Event details (opens new window)

As a demonstration The Welsh Champs 2005 Entry Details

Organiser's Contact details
Name, Address, Postcode, Telephone Numbers.

Bill Smith, 1 Rose Gardens, Mytown. LX4 2TH. Home 0117 123456. Mobile 07772 123456.

This may be the event coordinator for multiday events. It may be a person nominated by the organiser/event coordinator to act as the interface to Fabian4.

Organiser's Email Address
An email is sent to this address whenever a special request is made (in the step 3 special request box). It can also be used for the entry notification emails that are sent as entries are taken.
Multiple email addresses can be placed in this list. E.g. Perhaps to both the organiser and entries secretary.

adrian.moir@fabian4.co.uk
organiser@event.co.uk:entries_sec@event.co.uk

Notify Organiser of Online Entries
Yes ¦ No Default = Yes
When set, an email is sent to the <organiser's email address> whenever an online entry is confirmed or rejected by the payment service provider Protx.

Yes
No

The email contains similar details to the confirmation email sent to the competitor.

Date Online Entries Open

24-04-06

The event, once setup, will be displayed in the Live Events table with "Open <date>" in the Enter Event column.

Electronic Punching System
SportIdent ¦ Emit ¦ Not Applicable

SportIdent

Secondary Fees
Yes ¦ No Default = No
Enables the entry system to charge different Senior & Junior fees for certain entry classes. Normally these fees are lower than the standard fee applicable to the majority of entry classes.
Orienteering events sometimes use this feature for the short colour coded classes (e.g. White and Yellow).

Yes
No

When set to 'Yes' specify in section 22 which classes this secondary fee applies to.

Accept Adhoc Payments
Yes ¦ No Default = No
Adhoc payments allow the event organiser to accept special one off payments online.

Yes
No

The feature was used during the Surrey Five O (World Cup 2005) event to accept payments from foreign teams. It has also been used to collect outstanding debts from competitors entering via post.

Collect Start Time Preferences
Yes ¦ No Specify for each day of a multiday event. Default = Yes for orienteering events and No or all other event types.
Allows competitors, in step 3, to select their preferred start time. Default = 5 choices
5 choices - V Early, Early, Middle, Late, V Late + Any
4 choices - V Early, Early, Late, V Late + Any
3 choices - Early, Middle, Late + Any
2 choices - Early, Late + Any

Day 1 Yes, Days 2 & 3 No
Yes (all days) - 3 choices
No (all days)

Obviously its not appropriate to collect start time preferences for mass starts, relays or chasing starts. Multiday events might consider offering a preference for Day 1 only, with the other days staggered, so as as not to give an advantage to a competitor requesting a late start on all days.

Bank Account Details
Electronic payments will be made to this account in accordance with the terms & conditions. Include Bank Name, Sort Code, Account Name, Account Number.

NatWest, 00-11-22, O Club, 12345678.

Fee Discounts and Supplements
Specify which of the following discounts / supplements are applicable:

Student Discount	Default=Yes	Full time students in classes M/W21 or above are charged the Junior rate
2nd Child Discount	Default=No	The 2nd and subsequent child of a family receives the discount
Own Ecard Discount	Default=No	Apply a discount if the competitor has their own SI/Emit card, rathar than applying a hire charge.
BOF Discount (Seniors)	Default=Yes	Apply the 2007 BOF event entry rules such that eligible seniors receive the £2 discount. The Fabian4 website will support the 2010 BOF Supplement rules in due course - in the meantime please specify all fees BEFORE the BOF Senior £2 discount.
Family Rate	Default=No	A single rate for families
All Days Rate	Default=No	A special reduced rate when entering all days of a multiday event
Helper Discount	Default=No	A password-protected discounted rate for helpers .
BMBO Supplement	Default=No	A supplement used for bike events where the competitor is not a full member of British Mountain Bike Orienteering (BMBO).
Unattached Supplement	Default=No	A supplement used for fell race / running events where the competitor is not affiliated directly or indirectly to UK Athletics or the Association of Running Clubs (ARC).

Yes - Student Discount
No - 2nd Child Discount
No - Own Ecard Discount
Yes - BOF Discount (Senior)
No - Family Rate
No - All Days Rate
No - Helper Discount
No - BMBO Supplement
No - Unattached Supplement

Entrants specify their family makeup (Charge Me or Partner/Child) in step 3. See Test Event 3 Days for an example.
The 2nd Child Discount and Family Rate can not be used together.
The Helper Discount and All Days Rate can not be used together. Please contact Fabian4 if you wish to use both features.
The All Days rate is specified using a single "Entry Fee Details" section for each fee band.
The family rate may be used to enter a combination of classes in both the primary and secondary fee bands.
The Helper Discount only operates where the final charge is greater than £1. Helpers entitled to free runs should be added as though they were a postal entry.
Discounts and Supplements may not be applicable to all entry classes. Please indicate any exclusions in the "Classes" section.

Entry Fee Bands (end dates)
Specify the last date applicable to each band. Most events have a normal rate and a late entry rate; larger events typically have more than 2 rates. The date of the final band represents the closing date of online entries.

Band 1 - 26-01-06
Band 2 - 26-03-06
Band 3 - 07-04-06

In the above example, early (cheap) rates finish at midnight on 26th Jan 06, normal rates at midnight on 26th March 06, and late rates on 7th April 06. Online entries closed at midnight on Friday 7th April 06. The hypothetical event took place on Sunday 9th April 06. For orienteering events, it is recommended that the normal rate finishes approximately 2 weeks prior to the event date, in order to provide a good estimate of entries for map overprinting. This should match the closing date published in the BOF fixtures list. Since late entries can be automatically limited to map availability, they may be taken right up until the day before the event if desired (saves on Entry of the Day manpower).

Day Description (multiday only)
Each day can have an associated description presented in the "fees table" in steps 3 and 4. If each day is the same (e.g. 6 regional events for the Scottish 6 day) the day description defaults to "Each day". If using the "All Days Rate" feature, use an "All x days" description. Specify the applicable days and the description for those days.

Day 1 Regional, Day 2 National
Day 1 & 4 Sprint, Day 2 & 5 Regional, Day 3 National (as per Surrey Five O - World Cup 2005)
Day 1 Short Open, Day 2 Regional (as per Welsh Champs 2005)
Day 1 & 2 Individual, Day 3 Relay
All 3 days

See actual examples in the following section.

Entry Fee Details (repeated for each unique day/ band and "all days"/band if applicable)
Specify the following details for each unique day/band and the "all days"/band if applicable. If for example the fees are the same for both days 1 & 4, within a band, these only need to be specified once. Use a fee of zero if not applicable. The fees specified should be those BEFORE the application of any supplement or discount.

Junior Fee
Senior Fee
Family Fee
Junior Helper Discount
Senior Helper Discount
Family Helper Discount
2nd Child Discount (the 2nd and subsequent child of a family receives a discount)
Junior Secondary Fee
Senior Secondary Fee
Junior Ecard Hire
Senior Ecard Hire
Junior Own Ecard Discount
Senior Own Ecard Discount
BOF discount (Seniors only) is fixed at £2 / day
Supplement (BMBO or Unattached) normally £2 / day applicable to both Juniors and Seniors

2nd child discounts and helper discounts are only applicable to the primary fee. The Family Helper Discount is applied to the family member paying the Family entry fee (i.e. where they have selected "Charge me" in step 3).

The Welsh Champs 2005 day 2 / band 1 data was as follows:

Description
Junior Fee
Senior Fee
Family Fee
Junior Helper Discount
Senior Helper Discount
Family Helper Discount
2nd Child Discount
Junior Secondary Fee
Senior Secondary Fee
Junior Ecard Hire
Senior Ecard Hire
Junior Own Ecard Discount
Senior Own Ecard Discount

Regional
3.50
8.50
0.00
0.00
0.00
0.00
0.00
2.00
4.50
0.00
1.00
0.00
0.00

The Welsh Champs 2005 fee table:

Day	Junior / Student Fee	Senior Fee	BOF discount Senior	White to Light Green Junior	White to Light Green Senior	ECard Hire Junior	ECard Hire Senior
1 Short Open	£2.00	£6.00	£2.00	£2.00	£4.00	£0.00	£1.00
2 Regional	£3.50	£8.50	£2.00	£2.00	£4.50	£0.00	£1.00

The Surrey Five O (World Cup 2005) fee table:

Day	Junior / Student Fee	Senior Fee	BOF Discount Senior	ECard Hire Junior	ECard Hire Senior
1, 4 Sprint	£1.50	£4.50	£2.00	£0.50	£0.50
2, 5 Regional	£2.00	£5.00	£2.00	£0.50	£0.50
3 National	£4.50	£10.00	£2.00	£0.50	£0.50

The Test Event 3 Days fee table:

Day	Junior / Student Fee	Senior Fee	Family Rate	BOF Discount Senior	ECard Hire Junior	ECard Hire Senior
Each day	£4.00	£8.00	£22.00	£2.00	£0.00	£1.00
All 3 days	£10.00	£20.00	£53.00	£6.00	£0.00	£3.00

See other events on the home page for further examples. Note that the "All Days" fee details (if applicable) contains the all days rate for each item (e.g. ECard Hire Senior is £3 for 'Test Event 3 Days' above).

Classes (multiple class sets supported for multiday events)
Specify the entry classes on offer by naming each class indivdually.
Where the national governing body have recommended entry classes, reference can be made to the relevant guideline (with any variation if appropriate).
Where a supplement or discount applies to the majority of classes, as specified by section 21, also indicate if any of these classes are not subject to this standard supplement/discount.
If a class is using the secondary fee structure (see section 14), then identify these classes too.
See the British Orienteering Guidelines and the British Mountain Bike Orienteering Guidelines for further information on these events.

Long 10k, Medium 6k, Short 3k.
Standard large event classes (section 3.3) from http://www.britishorienteering.org.uk/images/uploaded/downloads/events_guideline_b.pdf. Seconday fees on White to Long Orange.
1/2 Marathon & Fun Run. Fun run excluded from the UKA Unattached Supplement.

Class names can be any text string. The maximum number of unique class sets supported for a mulitday event is 3. Multiple class sets are not available in conjunction with the Family discount feature.

Course and/or Map Availability Limits (optional)
Entries can be limited by the number of places and/or maps available on each course. Typically map limits are only set once the maps have gone to print. For each class, specify the associated course. For each course, specify the number of places/maps available on each day.

Class	Course
M10A	16
M10B	17
M12A	15
etc	etc

Course	Maps Available	Day1	Day2	Day3
1		23	15	23
etc		etc	etc	etc

If you wish to offer different class combinations on different days please contact Fabian4 (this feature will be made available in a future release). Obviously in this case a class/course mapping will be required for each day, along with the associated map numbers for that day.

Event Options (optional)
Event options are collected on a per form basis. The option may have an associated fee (e.g. accommodation, camping, printed results, etc), or may be free of charge (e.g. Coach parking). For each option specify:
Description
Type: Tick box or Number required
Cost (enter 0.00 if free of charge)

Option	Description	Type	Cost
1	Number of printed programmes - no additional fee	Number	0.00
2	Family Tent @£70/tent/week	Number	70.00
3	I will be bringing a coach	Tick box	0.00

The event options for Croeso 2004 were as follows:

Event Options	Unit Cost	No.	Fee
Number of printed programmes - no additional fee	£0.00		£0.00
Number of printed results - no additional fee	£0.00		£0.00
Family Tent @£70/tent/week	£70.00		£0.00
Small 1 or 2 man tent @£35/tent/week	£35.00		£0.00
Caravan @£70/caravan/week	£70.00		£0.00
Campervan @£35/campervan/week	£35.00		£0.00
Adults - I wish to pay for my pre-booked accommodation at Christ College, Brecon - Half board @£161/per adult/week	£161.00		£0.00
Adults - I wish to pay for my pre-booked extra Friday night at Christ College - Half board @£23/per adult	£23.00		£0.00
Children age 6 to 9 - Christ College, Brecon - Half board @£80.50/per child/week	£80.50		£0.00
Children age 6 to 9 - Extra Friday night - Half board @£11.50/per child	£11.50		£0.00
Children age 0 to 5 - Christ College, Brecon - Half board @free of charge	£0.00		£0.00
Children age 0 to 5 - Extra Friday night - Half board @free of charge	£0.00		£0.00
How many staying at Christ College require vegetarian meals?	£0.00		£0.00

I will be bringing a car	£0.00	£0.00
I will be bringing a minibus or small campervan	£0.00	£0.00
I will be bringing a large campervan	£0.00	£0.00
I will be bringing a coach	£0.00	£0.00

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