02
May
Please Note - This help topic applies to Volleyball Canada organizations only
Helpful Tips on Managing Events
When clubs or event organizers are looking to host an event, providing them with the registration tools can make all the difference. The following tips directed at a PTA administrator may provide some guidance.
Using the Register Your Event process outlined below, issues like too many events on a specific weekend or not enough referees or facilities available can be managed by ensuring that an event is presented to the PTA before being announced.
Step 1
- Create an individual registration form designed for either registrants or coaches, "Register your Event" for example
- Collect all the information about an event that you'd need to know, for example:
- Number of divisions
- Expected number of teams
- anticipated team fee
- Dates
- Location
- Primary event venue
- Required membership for players and coaches
- Notes on referee requirements
- Charge a fee if you'd like
- Policies could include references to the event being subject to approval
Step 2
- Follow up with the contact with approval of their event (or deny the request)
- Add the event to the Events listing (applies only to a full website)
- Use Manage Leagues to add the tournament divisions
- Do this even if you're not going to do any scheduling for them
- Place them all in the same "menu group" as you add them to keep them together
- Manage Seasons (use the same season name as other leagues "2014-15")
- Manage Schedules (You could use the tournament/event name as the schedule name)
- Specific instructions on manage leagues, seasons and schedules are available here:
Step 3
- Create an event registration form for the event (correspond with the contact to ensure the information collected works for you and them)
- Using the leagues added, make sure the form you create is only open to those leagues
- Provide website admin access to the contact for the leagues specific to their event