Editing Your Event
1. Edit Event
Edit event allows you to:
rename your event set dates for opening and closing of registrations Dates for validity of card Determine the display of venues and zones on the card
Configure Event Details - Sports
Adding Sports is done by simply clicking “add new record” and filling in the information as in figure C
Either the abbreviation or the sport name in full could be applied to the accreditation card
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Configure Event Details – Sporting Events
Sport Sporting Event Abbrev Gender
Adding individual sporting events within each sport is done by selecting the sport the are related to and applying an optional abbreviation code. This code may be used for external software such as meet manager.
If only one sport is relevant to your event, it should still be entered and applied to each sporting event
The selection of the gender is important from the point of view that the system restricts the display of events to the relevant gender of the applicant.
Configure Event Details – Accreditation Categories
The setup of the event should follow the order above. After filling in the Sports and Sporting Events, all category of participant should be entered as an accreditation category. Item 4 through to 12 are optional access entitlement components that can then be applied as default settings in the Default Accreditation Category section.
It is important to note that access entitlements are applied universally by accreditation category. This means that if you create an accreditation category called “sponsor” then all sponsors would get the same entitlements through the default accreditation settings . If you wanted different sponsors to have different entitlements (better seating, personal transport, venue access etc) then you may create levels of sponsor – Gold Sponsor, Silver Sponsor and Bronze for instance.
During the setting up of Accreditation Categories, you can elect to ask particular questions of each category. It may be inappropriate to ask a VIP what sport he or she is selecting, while it is very important to ask that question of Technical Officials.
Athletes would not be required to provide a job title but the contract staff or perhaps media people, would be able to enter the company for whom they work. These questions get asked when an individual applies for that accreditation category.
Either the Category Name, Sub Category or Sub Category abbreviation can be used on forms or documents.
Level’s of approval can be applied to accreditation categories which in turn can determine the ability for a card to be printed or simply just reported on. This can be particularly useful in the case of external checks like criminal histories for volunteers or workforce.
Individual venues can be added to the system enabling the access entitlements to be applied to specific places. This may be a more manual process in the case where participants might require specific combinations of venues.
Zones are more regionalized areas that can group venues together to avoid specifically assigning venues to participants
Seating areas provides opportunity to group accreditation types like VIPs and Athletes to specific seating areas
This is an optional access entitlement to again prevent the need for ticketing to functions related to the event. It may include cocktail parties, opening ceremonies, athletes breakfasts etc.
Levels of transport access can be built in and as with all access entitlements, be displayed on the accreditation card where required.
This is purely a recording system to allow the application of differing levels of per diem or other charges to participants. It does not calculate or have any business functions.
Colour codes 1 & 2 are fields where hex codes (internet colour codes) can be registered. These colours can then be applied to nominated areas of the card in any shape or form. They are often applied to access of broad zones like field of play, administration or VIP areas.
Samples of default accreditation settings are shown on the next page for athletes and doctors
In this example Athletes are set to only able to access their own sport venue or practice area during the event. Those holding doctors accreditation have access to all venues and medical areas as well as field of play access. However as with any access control, the training of security staff in the interpretation of the accreditation card is very important.
An extensive search facility is available.
The reporting system allows for the reporting on all fields and combinations of the fields in the database.
Most detail is available in the Member Reports where information can be displayed on the screen or in the case where are report is very large, emailed in csv format for importing into excel.
Event specific fields are displayed above.