BikeReg.com Guide for Promoters

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Ashley Ryan
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1 BikeReg.com Guide for Promoters REGISTER Register as a promoter on BikeReg.com. This can be done at: EVENT SETUP Login to the Promoter Area and select Create New Event from the Promoter Tasks toolbar. This wizard will step you through the process of building your event online. After setting up the initial information for your event, you will need to setup your event s categories, which contain the fee information and different options for your participants to choose to register for the event. After setting this up, you will receive a reply from BikeReg.com when your event is live for online registration. Usually you will get this within 24 hours of submitting your information. The you receive will include the URL of your registration page at BikeReg.com. You can use this URL to directly link from your online flyer to your registration page on BikeReg.com. Also, any other notes or information about your online event will be included. Event Setup Options Many of the event setup options are available in the Event Tasks Menu. These are some of the event setup options you can choose: Event Preview Allows you to preview and edit information on your registration page. General Event Setup Includes settings such as title, registration opening and closing times, display options on your page, confirmation notes sent to participants, password protection, and more. Category Add / Edit Allows you to create and edit categories, field limits, start times, entry fee increases, team registration formats, and more. Registration Page Text Edit Add and edit text, images, and links on your registration page. Event Merchandise Add merchandise options such as lodging, meals, shirts, etc.

2 2 Custom Questions Add any questions not already collected by BikeReg.com such as t-shirt size, planned finish time for a ride, etc. Online Waiver Edit Enter any waiver text that must be agreed to before people can register. Event Discounts Are you offering a discount on multiple races? Set those up here. CUSTOM QUESTIONS Custom Questions can be created by the promoter to allow you to collect specific member information regarding your event that is not already collected by BikeReg.com. Examples are free t-shirt sizes, event options, local association license numbers, etc. Custom questions can also be setup to charge additional fees for add on items. For example, Do you want chip timing Yes (add $5), No (no fee). MERCHANDISE Merchandise items are typically used for items where you want to collect money for and the rider can choose the quantity they want to purchase. Examples of merchandise items would be extra event t-shirts that a rider can purchase, meal tickets for an event, or raffle tickets. Some teams also choose to use merchandise to setup their entire team clothing order on BikeReg.com. ONLINE WAIVER If you have your own waiver that you would like participants to read before they register for an event, you can enter waiver text that will be added to your registration page. Participants will have to check a box agreeing to waiver before they can proceed with the registration process. DISCOUNTS AND COUPONS Promoters have the option to set up online discounts for participants wishing to enter multiple categories for an event. Additionally, the promoter can set up coupon codes to be used at their discretion for participants to enter when they are checking out. These codes can be setup to take a percentage off their total, a fixed amount off their total, or make the category they re registering for a fixed amount.

3 3 ADDING MANUAL ENTRIES Entries received by mail and reserve entries can be added to your online registration database by selecting the Enter Manual Entries link from the Event Tasks toolbar. You only need to enter the information you are concerned with storing online for the registration lists. By entering this information you can then download a COMPLETE registration list, including riders who have registered by mail or reserve entries. There is no charge for adding manual entries. DOWNLOAD After your event's online registration has closed, you will want to download the final pre-registration list. To do this, click on the "Download Registration Data" link from your Event Tasks toolbar. Registration data will download in CSV (comma separated value) format which can be opened in all versions of Microsoft Excel and imported into most databases and event timing software products. If you want rider numbers to be included in your download file or any waivers select Generate Bib Numbers from the Event Tasks toolbar. Choose the category you wish to start your bib numbers with from the drop down list, enter the number it should begin with, and whether the series is ascending or descending. You can also choose how to sort and assign the numbers (Last Name, Team Name, or Entry Date). If you have assigned some individual bib numbers within a category, you can choose to preserve those numbers or overwrite all existing bib numbers. On the download page you can then choose which categories you want to download information for. If you choose ALL ENTRIES, then every rider registered for your event can be downloaded at one time. However, you may want to download each category into separate files to keep them sorted. You will need to decide what is best for your pre-registration process. Then, you can use one of our Pre-Defined Templates to download. Or, create a custom download format and choose which information you want in your download file. When downloading data, you will be prompted to either Open or Save the file. If you are running Excel, choosing Open will open your registration data directly in to Excel. If you are having trouble opening the download file directly, you can choose Save rather than Open. After you have saved the.csv registration file to your computer, you can then open it with Excel or another data program that recognizes.csv files (MS Access, custom timing software, etc.).

4 RELEASE FORMS Choosing "Print Release Forms" from the Promoter Tasks toolbar, you can print release forms for you online participants from one of our predefined templates such as the USA Cycling Rider Release. The release form file is a PDF. The event forms are filled in electronically so that all the participants have to do at registration is sign their form. 4 Be sure to test out the download procedures before your event to become comfortable with the procedure. If you have any questions or comments, please contact BikeReg.com customer support at tech@bikereg.com or (888) ENTRY FEE DISBURSEMENTS -Standard Disbursement Schedule Our standard payment schedule is to issue three entry fee disbursements. The first disbursement is sent TWO Mondays BEFORE your online registration closes for entry fees received up to that point. The second disbursement is sent the Monday BEFORE your online registration closes for entry fees received up to that point. The third disbursement is sent the Monday AFTER your event's online registration closes for remaining entries fees received since the initial disbursements. NOTE - Monday disbursements are calculated at 3:00 AM ET on Sunday. So your event registration must close by that time to be included in the Monday disbursement. We have found this works very well for most events as they tend to receive the bulk of their entries during the 3 weeks prior to the event. This gets the most entry fee funds to the promoter just before the event, when they are needed the most, and the remaining just after the event. -Monthly Disbursement Schedule Disbursements are sent on the first Monday of each month. This schedule works well for events which receive the bulk of their entries over a span of several months rather than during the few weeks leading up to the event. Good examples of events which would benefit from this schedule are club memberships and large tours where participants sign up many months in advance. To have your event setup for monthly disbursements, please contact Sales@BikeReg.com.

5 5 Minimum pre-event or monthly disbursement amount is $250. If less than minimum, the balance will be rolled into your next disbursement. -Additional Disbursements If needed, additional pre-event disbursements can be made for free; however, requests made by Noon on Friday will be processed on the following Monday. To request a disbursement, contact Sales@BikeReg.com. This ensures that YOU have access to YOUR event funds at any time you may need them. -Direct Deposit If you would prefer to have funds sent to you via Direct Depsoit, please contact BikeReg.com customer support at tech@bikereg.com or (888) Thanks and good luck with registration!

INSTRUCTIONAL GUIDE TABLE OF CONTENTS

INSTRUCTIONAL GUIDE TABLE OF CONTENTS Instructional Guide The LiveReg app integrates your event day registration with your existing athletereg event, letting you process credit cards on site and keep all your data in one place. At its simplest,