Create Event

Last updated 20/08/07

Please send the following details to adrian.moir@fabian4.co.uk.  Most of the information is probably contained within your event flier (send this if you have one).  If your event requires features not included below, please contact Fabian4 to discuss requirements.  Events are normally set-up within 24 hrs.

R= Required for event creation.

Specification

Examples

Additional detail

No.	R	Description
1	Y	Organisers Terms and Conditions - Acceptance Before your event can be setup, you need to confirm (by email) acceptance of the latest version of the Organisers Terms and Conditions.
		On behalf of <club / organisation> I accept version <X.X> of the 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).
2	Y	Event Name The name of the event.  Keep it short. Prohibited characters: "," and "."    Allowed characters: "-", "(" and ")".
		Croeso 2004 Surrey Five-O (World Cup 2005) AIRE Regional - Simon's Seat (Upper Wharfedale) Warwick Fun Run Lake District Mountain Trial
		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".
3	Y	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.
4	Y	Number of Days Range 1 to 6.
		3
		Specify 1 for single day events.
5	Y	Organising Club / Association Use the relevant abbreviation
		BOK WOA LDMTA
6	Y	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 home page.  If you do not have an event specific page yet, then use your club's website url.
7	Y	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 in 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 have none then just link it to your event page or club website.
8	Y	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
9	Y	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.
10	Y	Organiser's Email Address An email is sent to this address whenever a special request is made (in the step 3 special request box). Optionally it is also used for the entry notification emails that are sent as entries are taken. Multiple address can be used separated by ":"
		adrian.moir@fabian4.co.uk organiser@event.co.uk:entries_sec@event.co.uk
11	Y	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.
12	Y	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.
13	Y	Take Colour Coded Entries (Orienteering events only) Yes ¦ No     Default = No Enables the entry system to take online pre-entries for colour coded courses.
		Yes No
		When set to 'Yes' the class list (e.g. M40L) should include the CC courses on offer (e.g. Green), and the fees data should include the Jun/Sen CC entry fee.
14	Y	Accept Adhoc Payments Yes ¦ No     Default = No Adhoc payments allow the event organiser to accept special 1 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 depts from competitors entering via post.
15	Y	Collect Start Time Preferences Yes ¦ No     Specify for each day of a multiday event.  Default = Yes Allows competitors, in step 3, to select their preferred start time: Any, Early, Middle, Late.
		Day 1 Yes, Days 2 & 3 No Yes (all days) No (all days)
		Obviously its not appropriate to collect start time preferences for mass starts, relays or chasing starts.  Typically start times are allocated across the full range over a multiday event, so as not to give a late run advantage to any single competitor.  For this reason organiser's may wish to vet the requests if the function is enabled for all days.
16		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.
17	Y	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 BOF Discount (Seniors) Default=Yes Apply the 2007 BOF event entry rules such that eligible seniors receive the £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 . TCA Supplement Default=No A supplement used for bike events where the competitor is not a full member of the Trail Cyclist Association. 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 Yes - BOF Discount (Senior) No - Family Rate No - All Days Rate No - Helper Discount No - TCA 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. Families entering an orienteering event may use the family rate to enter a combination of badge and colour coded courses. 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.
18	Y	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.   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 CD date published in the BOF fixtures list.  Since late entries are limited to map availability (optional), they can be taken right up until the day before the event if desired (saves on EOD manpower).
19	Y	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.
20	Y	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. Junior Badge Senior Badge Family Junior Helper Discount Senior Helper Discount Family Helper Discount 2nd Child Discount (the 2nd and subsequent child of a family receives a discount) Junior Colour Coded Senior Colour Coded Junior Ecard Hire Senior Ecard Hire BOF discount (Seniors only) is fixed at £2 / day Supplement (TCA or Unattached) normally £2 / day applicable to both Juniors and Seniors 2nd child discounts are only applicable to badge entries.  Ecard hire is applicable to both badge and colour coded entries.  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 Badge Senior Badge Family Junior Helper Discount Senior Helper Discount Family Helper Discount 2nd Child Discount Junior Colour Coded Senior Colour Coded Junior Ecard Hire Senior Ecard Hire Regional 3.50 7.50 0.00 0.00 0.00 0.00 0.00 2.00 4.50 0.00 1.00
		The Welsh Champs 2005 fee table: Day Junior / Student Fee Senior Fee BOF discount Senior Colour Coded Junior Colour Coded 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).
21	Y	Classes (multiple class sets supported for multiday events) Specify the classes on offer.  Include colour coded courses if accepting pre-entry for these.  BOF recommendations are as follows: BOC & JK - M/W21E, M/W20E, M/W10A/B-M/W16A/B, M/W18L/S-M/W70L/S, M75L/S, W75, M/W80, M/W21V, M/W21N, Orange, Yellow, White. National Event - (M/W21E for UK Cup and World Ranking events), M/W10A/B-M/W16A/B, M/W18L/S-M/W70L/S, M75L/S, W75, M/W21V, M/W21N, Red, Light Green, Orange, Yellow, White. Regional Event - JM/W1-JM/W4, JM5S/M/L, JW5S/L, M/W21L/S-M/W70L/S, M75L/S, W75, M/W21V, M/W21N, Red, Light Green, Orange, Yellow, White. District Event - Brown, Blue, Green, Light Green, Red, Orange, Yellow, White.
		Standard Regional Event classes - minus M/W21N & Red.
		Class names can be any text string.  You could have Short Novice, Long Novice, and relay classes Mixed Ad Hoc, M/W60, etc.  The maximum number of unique class sets supported for a mulitday event is 3.  This feature is not currently available in conjunction with the all days discount fee and family discounts.  If you wish to use multiple class sets with either of these features please contact Fabian4.
22		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.
23	Y	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