A simple on-line Event Control Form (
example) is used to set up your details.
Explanation of Files and Pre-registration system
There are 2 main data files.
1. The EVENT CONTROL file
- this controls the process and has all information about event, including Rental Reserve and Entry counts.
It is set up by you, using an interactive form. (example)
2. The runner's ENTRY data - one record per Registration/Entry
- entries are from an On-line form (there is a matching OTD form.
- When registration closes, the ENTRY data is downloaded by your club as a csv file ready for the SI system.
These 2 files are kept in a secure folder which can only be accessed by SRS systems and your club contact person.
Here is a list of all the REPORTS which may be run at any time. The PRIVATE ones require an access number, unique to your event.
Event Status:
Lists CONTROL file, and various counts:- Entry, Rentals and MAP counts by course. Run frequently to see how many have registered
Public lists of Current Entries for use at Registration and ePunch tables
Private lists for MD and eP chief only. (The access number is sent to MD for the event) These have private fields e-mail, address, comments etc. It should be monitored during pre-reg for any problems. The MD is automatically ALERTED via email to any Entry that has "comments" and MD is expected to deal with them as necessary.
Private NON-member contact-info Report and File
-- (for membership chair, used only at close-of-reg)
STEPS taken at CLOSE of Registration:
Set event STATUS to CLOSED
this prevents more on-line entries. (You may allow 'late' people to use the form and bring it with them, but they will not be in the computer)
Run Extraction of Entries to Si format
the output file
is used directly by ePunch. A sort is not needed. ePunch is responsible for running this
Run the Event system status report for MAP count, or do it and send counts to MD/CS for printing,
REPORTS: ALERT the MD to run/print/distribute these as needed:
Public ALPHA list for Registration and ePunch desks
Public RENTAL entries list for Registration and ePunch desks
Private ENTRY list for MD and eP chief
Private List and file of Non-members
Non-members are listed and a csv file is made available for your Membership/Newsletter chair
STEPS to take several days AFTER THE EVENT:
BACKUP the event registration-file
Inform SRS that you have finished with files.