Event Secretary Training

How To Set Up Events

When creating and editing events make sure to press the blue Save button!

For How to Copy a previous event first read How To Copy Event

To set up overall details for an Event go to Event Details and look at the first column (Event Details). There are lots of features in this column that allow you to affect the overall event set up. For more details on creating and editing competitions and classes go to How to Set up Competitions and How to Set Up Classes.

Event Details

Event Details contains the fundamental basics of the Event.

• Name - The Name of the Event. We use the format of Club/Association/Discipline/Year. For example Bullengarook Pony Club Showjumping 2023. If the same event is being held multiple times in a year then you can add the month and/or day. Event names need to be unique but also avoid making them overly long.
• Short Name - A more condensed name for the event with no spaces and abbreviating more words. For example BullengarookPCSJ23.
• Channel - Like a TV Channel. Different Channels host different events. Most events will be on the Equestrian channel. Rallies that are only open to Club members will be on the Club channel. MGA and Judo also have their own channels.
• Event Category - Event Category appears under the event name on the list of events but doesn't otherwise affect anything. Most Events are just Events but you can specify if it is a Rally, Clinic or Fundraiser.
• Visiblity - Whether the Event is visible on the Event list. Events set to Private can still be entered riders just need a direct link to access them.
• Service Level - What level of service the club has booked with Event Secretary.
• Governing Event Association - The association running the event, Pony Club, EA, HRCAV etc. Note competitions can be run under different associations. For example Pakenham Pony Club runs an EA Horse Trials and a Pony Club Horse Trials at the same event.
• Discipline Name - This allows you to override the event type on the list of events for custom events.
• Requirement - You can set a requirement here for all classes. Note: Competition requirements will override Event requirements.
• Insurance Requirement - Used for Interschool events this allows you to add additional requirements for insurance purposes.
• Host Organisation - The Organisation running the event. Note: The Host Organisation's association will affect the terms and conditions that are displayed on the online entry. So if a Pony Club was to run an EA Horse Trials then Pony Club terms and conditions will still appear so you may need to create an organisation with the association type you need.
• Logo - The logo of the Governing Event Association will be used but that can be overridden here. If you need to do this contact the Event Secretary Office to upload your logo.
• Maximum Horses - This limits the number of horses one rider can enter.

Competitions

• All competitions for the event are listed here.
• To create a new competition click the plus icon
• To copy a competition click the overlapping squares
• To adjust the order of competitions click the up/down arrows.

Event Dates

Event Dates are set in dd/mm/yyyy format. By default dates occur at 12:01am just after midnight. Specific times can also be set. The dates are set based on the Time Zone you are currently in. So if I am in Western Australia and I set the event to open at 8am it will open at 8am Western Australia Time.

• Event Date - The date of the event. Events can be run over multiple days. The default is 1 day.
• Opening Date - The date from which riders can start entering the event. If this field is blank then Entries are considered Open. If you don't know when you want entries to open then leave this field blank and set Not ready to open to YES.
• Closing Date - The date from which entries are closed. Riders will still be able to complete the online entry and make their payment to be placed on a waitlist. After the closing date different refund rules apply as well. We do not recommend changing the closing date as a means of accepting late entries. Instead you can set an Extended Date.
• Late Fee Date - The date from which riders are now charged a late fee. This is usually set to one day after the closing date. So if entries close on the 4th then the late fee date is the 5th.
• Extended Date - This allows riders to still enter after the closing date without being placed on a waitlist. It does not affect refunds.
• Closed Date - The date from which entries are fully closed. No one can enter or make any further payments.
• Postponed Date - The date on which an event was postponed. NOT the date it is postponed to. Once a new date is known this field must be cleared to allow riders to enter again
• Commitment Date - When an event is Postponed riders have a grace period to decide whether they want to attend the new date or scratch and be fully refunded. This marks the end of the grace period.
• Must Close at Closing - This effectively makes the Closing Date a Closed Date. After the Closing Date riders cannot enter or make payments. They cannot go on a waitlist.
• Not Ready to Open - This prevents the event from opening entries regardless of the opening date field. Riders can only view the Event Name, Event Date, Contact, Venue and any notices.
• Suppress Event Date - This allows an event to have no Event Date. It can be useful for entries that are not really an event. For example if a XC Course is available for hire over the summer.
• Online Scoring - If an event is being scored Online this needs to be set to Yes. (No, I don't know why it is located in Event Dates.)

Entry Pricing

1. Event Entry Price - This allows you to set one flat price for entering the event. (It is not generally used)
2. Event Entry Discount - This allows you to set discounts over the whole event usually using Conditional Pricing. See How To on Conditional Pricing. For example with a Dressage and Combined Training event you might give a $10 discount to riders who enter both Dressage & Combined Training competitions. Remember a discount should have a negative cost otherwise it will work as a surcharge.
3. Late Entry Fee - The amount riders are charged if they enter late. Make sure you have set a Late Fee Date in order for this to take affect.
4. Day Participation - Day Participation cost is set by default for most events but you can override it here to a specific amount.

Levies

See How to Set Levies

Venue

Events do not have to have a Venue and this section can be left blank. If an Event is using a Venue this needs to be selected from the Venue database. Enter in some letters of the Venue name and then select the Venue. If your Venue does not appear it may need to be added to the Facilities page. To do that please contact the Event Secretary Office.

The Venue will impact the available Horse Facilities and Grounds Facilities as well some terms and conditions on the online entry.

Horse Facilities

See How to Manage Horse Facilties

Grounds Facilities

See How to Manage Grounds Facilties

Secretary Details

The Secretary is the main contact for riders regarding details about the Event and for making queries, scratching, changing etc. Whenever a rider enters the event an email is sent to this person.

We recommend that the Secretary does not create a "Club Account" with Event Secretary. This will either cause privacy issues or require you to swap between account a lot. Instead you can include a club email address under Listed email address which will then be displayed on the online entry.

Event Contact

For Events that Event Secretary is managing the Event Contact is the club member we are in contact with. If you are setting up your own event then your details will already belisted under Secretary Details and this can be left blank.

Scratchings/Refunds

This section allows you to set up the Scratching/Refund Policy for the Online Entry.

• Admin Fee - The admin fee is subtracted from all refunds (Some exceptions include if horse or rider is deceased of if there was a change of mind within 24 hours). This amount is retained by the club and not by Event Secretary. The default admin fee is $10.
• Unit - Admin fees are generally a set dollar value but they can also be set as a percentage of the entry fee.
• Policy - There are several Refund Policies that can be enacted. See below.
• Days to provide a certificate - By default riders have 7 days to provide a certificate. For HRCAV events this should be set to 14. It can also be set to any number if required.
• Custom message - This allows you to enter a custom Refund Policy if required.

Refund Policies

1. None - There are no refunds allowed at any time. Used for some camps and clinics. This is a fairly extreme level.
2. None after closing - There are no refunds allowed once the closing date has passed. Mostly used for EA Horse Trials.
3. None after closing (except fees) There are no entry fee refunds allowed once the closing date has passed but other costs like yards or camping may be able to be refunded. Mostly used for EA Horse Trials.
4. Certificate after Closing - After the close of entries a vet or Medical Doctor's certificate must be supplied to receive a refund. Mostly used for Pony Club, HRCAV and EA Dressage events.
5. Only if filled after closing - After closing refunds are only possible if another rider takes their place from the waitlist. Mostly used for Clinics.
6. Only if filled - At any time refunds are only possible is another rider takes their place from the waitlist. Mostly used for camps.
7. Only with certificate - A vet or Medical Doctor's certificate is required to receive a refund at any time.
8. Only before 24 hours - Refunds are only possible if the rider scratches 24 hours before the event.

   Cancellation

   A cancellation fee can be set which is deducted from each order if the Event is cancelled.

   Attachments

   See How to Attach Files

   Notices

   General Information is free form text that appears at the top of the online entry. Specific Conditions work as a numbered list.

   Terms & Conditions

   Terms and Conditions will appear by default at the bottom of the online entry based on the association involved. You can override these Terms and Conditions by setting Override Association Conditions to Yes.

   Additional Information is free for text that appears at the bottom of the online entry. General Conditions work as a numbered list.