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Event Creator Quick Guide Overview

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Event Creator Quick Guide Overview Event Creator Quick Guide 6/5/2020 Overview: RevoRace is a virtual event platform designed for fundraising, promotions, and serious competition. You can create races (such as run, bike, paddle, or adventure races) and other events (including golf, esports, and any type of sports tournament) to raise $ for your school, team, club, or nonprofit organization. Event registration fees are routed directly to your account, and you can easily launch multiple events at once. Our platform can facilitate totally virtual events where registrants can compete on their own time and at their own locations. System features include integrated, GPS-enabled iOS and Android apps, custom race categories, the ability to capture donations for your cause from non-participants, and a "checkpoint capture" function for adventure racing. And now available, our new Power+ app that can receive power data from 3rd party devices and translate that into speed and distance over custom-uploaded or preset courses. No subscription required and it can be used offline! How to Set Up Events as an Event Administrator: Step 1: After logging in you are directed to the Events page that will show all events within 50 miles of your entered location by default. Note: Events with an “anywhere” or other free text location will also show in the default view. You can also change your location and distance filters, as well as the Filter By event type filters. Click on the “Created Events” tab to engage a listing of all events you have created and to access the “Create Event” screen. Event Creator Quick Guide 6/5/2020 Step 2: Click on “Create New Event” to start the new event process: Step 3: Enter your event details including: event Name, event Description, YouTube links (if applicable), Event Type (which may be any of dozens of types of events), Event Structure, Start/End Dates, City/State* (tied to Google Maps), Distance (if applicable), Waiver text (a default is included), the allowed results submission types and whether they require event creator approval, (Submission/Approval), Teams checkbox (applies to race events only), and an optional Registration Count limit. A Banner Image (representing various competitions such as cycling, running, golf, or esports events) may also be chosen from the pre-configured dropdown list. Event Creator Quick Guide 6/5/2020 *If Location is entered in free text form, rather than selecting from the Google Maps picklist, such as entering “Anywhere” for events that may be done at multiple locations or virtually, the event will show up by default on the users’ event list upon logging in. There are several types of event structures that may be configured: • Normal – A “normal” event is a standard endurance race event, such as a running race, a cycling race, or a paddle race. Typically, normal events are those that allow a GPX file to be uploaded by the registrant to document results (eg, the time it took to complete the course.) Alternatively, a normal event may be configured to allow the registrant to simply enter their time for Event Creator Quick Guide 6/5/2020 an event. A GPX file of the course map that will display in a map view on the event page can be uploaded. A normal event may also be tagged as a Challenge Event that will only be accessible to those invited by email from the director. “Handicapped scoring” can be configured based the athletes’ average running, swimming, cycling, or other performances entered on his or her profile page. Clicking the “Handicapped Scoring” checkbox on the leaderboard will apply the calculated time adjustments to each individual performance. • Checkpoint – A “checkpoint” event is similar to a normal event, but it also requires that specific waypoints (as set in the GPX course file) be “captured.” (Think Pokemon Go for virtual adventure races, scavenger hunts, and paddle races that may require open water course markers.) These checkpoints must be captured by the competitor in order and can ONLY be captured by competitors using the RevoRace iOS or Android apps. The apps will track the total race time as well as how many checkpoints have been captured by the competitor. Note, if a registrant does not use the RevoRace app to document checkpoint results, he or she may manually upload a GPX file created from another device OR enter his or her time, along with the number of checkpoints they believe were captured. The event administrator will have the ability to edit and/or approve these results. Note: If the event structure is set to type Normal or Checkpoint and if the event course GPX file has both a starting and finishing waypoint set, GPX files uploaded from the web will be “time trimmed” according to the set points, if so configured by the event administrator with the Trimming checkbox, provided that the competitor uploads a result that starts before the starting line and after the finish line. • Score – A “score” event is typically used for live and/or simulation golf events where the leaderboard will display the lowest scores on top. Registrants have the ability to enter their scores, as well as an image or screenshot that documents their results. • Time Trial – A “time trial” event is typically used for simulation motorsports racing events. (It may be used for other non-GPS racing events as well.) Registrants have the ability to enter their times down to the millisecond, as well as an image or screenshot that documents their results. Note: Custom registration categories may be entered for normal, checkpoint, score, and time trial events. Users may then sign up for these specific categories during event registration. • Player Tournament – A “player tournament” event can be used for any type of competition where registrants go head-to-head, advancing in a bracket Event Creator Quick Guide 6/5/2020 format, such as for esports or ball sports events. Single-elimination brackets are built around a maximum of 16 players. Double-elimination brackets are built around a maximum of 8 players. As registrants enter the event, the event administrator/creator sets a seed for each player. Matchups are created by the platform according to seeding, with byes applying as necessary when brackets contain less than 16 players (single-elimination) or less than 8 players (double-elimination.) A player tournament can be set as a single-elimination, double-elimination, or as a league play event. A league play event requires that all matches be manually set by the event admin. The Standings page will show the cumulative records of each player in the event. • Team Tournament – A “team tournament” event works exactly the same way as a player tournament. The only difference is that upon registration, the user enters a team name which appears on the bracket and standings pages. Step 4: When finished entered the event details, press the “Create Event” button. At that point the event will show on your Created Events list. The event will also be automatically sent to a queue to be approved by RevoRace. (Such approvals are done as a quality control measure, but they are done quickly on a daily basis.) Once approved, the event will show on the main event search/listing screen. Step 5: After creating your event you are now ready to configure additional event parameters. Press the “Manage” button for the desired event on your Created Events screen. (You will also see a “Manage” tab available for events you have created on the main event page.) The Overview tab will provide general information about the event, as well as to “Action” controls: 1. Delete Event - This will delete the event entirely. Event Creator Quick Guide 6/5/2020 2. End Event – This will officially “close” the event, which will keep further results and registrations from being submitted. The event will end automatically when the set End Date has passed. The General tab will provide the detailed view of the event, presenting the same screen as the initial Create Event screen. From here, all event details can be edited. Additionally, image and document files can be uploaded and subsequently linked into the event description displayed on the event landing page. Press “Update Event” after making any desired edits or additions. For Normal, Checkpoint, Time Trial, and Score events, the Results tab will provide a view of all competitor results submitted. The event creator can approve results (if the event is configured to require approvals) or he/she can delete the results if necessary. Results many also be edited or entered for a particular user from this screen as well, including the number of waypoints captured/available for checkpoint events. Event Creator Quick Guide 6/5/2020 If a GPX file is uploaded as the race result, the race director can engage a comparative view of the submitted route vs. the posted route before approving. In the following example, the competitor’s route was far off (based on the purple and green lines) of the posted racecourse and would not likely be approved. As results are uploaded or approved (if they require approval), they will be displayed on the Leaderboard tab of the event landing page that all registered users can see: Event Creator Quick Guide 6/5/2020 For Player or Team Tournament events, a Matches tab and Players (or Teams) tab will show. From the Players (or Teams) tab the event admin can set seeding (using the pencil icon) and note whether or not the team is “in play” (using the flag icon.) The Matches tab will display a tournament bracket in row format according to the set team or player seeds, including necessary byes based on a 16-team single- elimination tournament OR an 8-team double-elimination tournament as configured.
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