What is a Grounds Facility?
A grounds facilities include Powered and Unpowered Camping which are booked to be used by a specific vehicle during the event.
Where to Set Up Grounds Facilities?
- Event Details
- Event Details
- Grounds Facilities
All grounds facilities present at a venue are located in the Grounds Facilities box. If the facility you are wanting to set up is not there then it needs to be set up on the Facilities page first. Contact the Event Secretary Office to achieve this.
Grounds Facilities have several features to allow you to manage them in different ways.
Intervals
By default a grounds facility is booked for the entire event. For some events the grounds facility is only booked for a specific interval.
- To add an interval click the plus icon next to Intervals then add in the name of the intervals you wish to use. This is a free form field so you can write anything in here however we recommend using 4pm Friday - 4pm Saturday and 4pm Saturday - 4pm Sunday for a 2 day event.
- To remove an interval click the recycle icon
- To change the order of the intervals use the up/down arrows
Note: The price for each intervals must be the same. You cannot charge $10 for Saturday and $20 for Sunday. If you want to do that you can instead create a separate facility for each day i.e Saturday Yard & Sunday Yard.
Availability
Grounds Facilities can be manually set to waitlisted or full here. Grounds Facilities will automatically change to Waitlisted once the number of facilities at the venue is reached.
Override
A grounds facility at a Venue has a set number of facilties which is set on the Facilities page.
An event may not use all facilities at the venue. For example a campspot may be too muddy to be usable. In this case you can override the number of facilities available for just this event. If the number of facilities has changed permanently for the venue you should contact the Event Secretary Office to update the Facilities page instead.
Reserved
An event can reserve a specific number of camp spots for club members. In this case the club members do not need to book camps spots. For example if there are 94 camp spots at the venue and you reserve 10 camp spots then when the number of booked camp spots reaches 84 the camp spot status will change to waitlist any further camp spot bookings.
Camping Price
Adding an amount to this field will cause camping to become active on the online entry. If camping is free then you can add 0 here.
Camping should be given a name and pricing code as well by ticking the Name Pricing tickbox.
Camping can be given conditional pricing by ticking the Conditional Pricing tickbox. This can allow you to give club members free camping for example. For more information on Conditional Pricing view the Conditional Pricing How To guide.
Camping Bond
A camping bond is an additional cost that is initially paid and is manually refunded if the camp spot is left clean at the end of the event.
p>
Viewing Booked Grounds Facilities
To view how many grounds facilities have been booked go to Counts -> Facilities. Note: Booked is how many camp sites are currently booked and does not include waitlisted or cancelled sites.
To view all booked Grounds Facilities go to Entries -> Download Entries. This will download an excel spreadsheet and one sheet will contain all the information regarding booked grounds facilities.
To view or change a grounds facility go to the rider's details and click Order Details or go to the Order and click the pencil icon
To edit a booking click on the facility and then change the status and then click the blue save button. There are 5x statuses
- Booked - The site is booked
- Waitlist - The site is waitlisted
- Allocated - A specific site has been allocated
- Cancelled - The site is cancelled
- Blocked - The camp site is no longer booked but the site cannot be used by anyone else
You can also include a camping request in the request field. Make sure to press the blue save button.
Note: Camping is allocated on the order and not on the rider.
