Create an Event – athleteReg

If you haven't done so already, the first step to creating an event on any of the athleteReg sites is to create an event director account on the site.

Create new BikeReg event director account

Create new RunReg event director account

Create new TriReg event director account

Create new SkiReg event director account

Note: Each athleteReg site has its own unique database; therefore, both event directors and participants must create a profile for each site they want to use. Login credentials can be the same for each site; however, you must create a profile and log onto each site separately.

Create a New Event

To set up a new event on any athleteReg site:

Log into your Event Director Account and click Create New Event.

On the New Event page, fill out your event details in each sub section as outlined below. Fields with a red asterisk are required.

Event Basics

Event Name* – Enter your event name.
This event only sells gift cards – To create a gift card product (rather than an actual event) that is redeemable for your other events, check this box.
Custom Registration URL – This is to make a unique URL for your event that you can use for multiple years if you renew. Example: bikereg.com/exampleevent
Event Type* – Select your Event type from the dropdown menu. Event Type determines where your event appears on athleteReg calendars.
Presented By – This is good place to list a presenting sponsor, club or organization supporting the event
Currency – Select whether you want your event to use US or Canadian dollars as the default currency.
Do you wish to pay a portion of the service fee? - Choose a percentage amount of your disbursements you want to use to cover part of the athleteReg service fee. The amount you cover will be subtracted from your disbursements.
Secondary and Tertiary Event Type or Regional Association – To list your event in multiple categories (e.g., by region or sub-type, select from the drop-down menus.

Location

Let your participants know exactly where your event will take place.

Note: If this event is a gift card-only product, the Location section will not apply.

Address – Street address where your event will take place
Map (Show map on registration page) – If you want a Google^® map of the location of your event to appear on your registration page, check this box.
City* – Name of the city or town in which your event will take place
State* – Name of the state in which your event will take place
ZIP* – ZIP Code or postal code of the address at which your event will take place

Dates

Let your participants know when your event will take place and when they can register online.

Public Display Options* – Select how, or if, you want your event to be visible to potential participants
Event Date* – Select the date(s) of your event
Online Registration Opening Date – Select the date, time, and time zone that online registration opens for your event
Online Registration Closing Date – Select the date and time that online registration closes for your event

Tip! Most event directors close online registration two days before the event start date to prepare bibs, waivers, and packets.

Contact Information

Let your participants and volunteers know how to contact you.

Event Website URL – This is an external link, most commonly your website or maybe a social media link if you do not have a website
Event Phone Number* – Enter the phone number of the main registration contact person
Event Contact Name – Enter the name of the event director
Show phone number on registration page – If you want the phone number of the main registration contact person to appear on the registration page, check this box.
Event Contact Email Address –
- Use default email address in event director profile – To use the email address you used to create your event director profile, check this box.
- Email Address field – To use an email address other than the one you used to create your event director profile, enter that address in this field.

Sanctioning

Sanctioning Body – If your event will be sanctioned by a particular group or association, select the sanctioning body from the drop-down list.

For help setting up specific sanctioning and license verification, follow the guides below:

Note: One-day license fees (if applicable) can be entered here. When a one-day license is selected, the fee will automatically be added to the registration.

Registration Page

Set up how you want the event registration page to appear to registrants.

Event Logo (Optional) – Upload a header logo (max 4MB). Recommended format is .png.
Who's Registered List Display - Determine registrants' ability to search for other registrants and which information about them you want to include. Default display includes First and Last name, and Team name.
- Participants are able to search their own and other registrations – To allow registrant searches, check this box.
- Race Predictor Link Display – If you allow registrant searches, you can optionally include a link on the registration page to allow registrants to find competitors and rankings on one of the athleteReg-affiliated Race Predictor sites:
Optional columns to display on Registration Page – Select the type of category information to display:
- Distance – Length of a race category
- Start Time – Time at which a race category will occur
- Prizes – If applicable, the prize for winning a race category
- Field Limit – Number of racer spots available in a race category
- Category Date – Date on which a race category will occur
Event Registration Closed Notes – Using plain text (no HTML), enter information that will appear at the top of your registration page after online registration is closed such as how same-day registration will work if available.
Total Event Registration Limit – To set a limit of the total number of registrants allowed at your event, enter that number in this field. If you do not want to set a limit, leave this field blank.

Note: Registration for all categories in your event will close when the sum of registrations in ALL categories reaches this number. For instructions on setting up individual category field limits or limits for specific groups of categories, visit Set Up Registration Limits.

Registration Settings

Set the rules for registration such as allowing registration edits and transfers.

Allow Participants to Edit Entries* – Select whether you want to allow participants to edit their own entries and if yes, enter an end date and time for allowing changes.
- No – Only event directors can edit entries. Participants cannot change any aspect of their own entry.
- Yes – Participants can change any aspect of their entry.
- Yes, except name – Participants can edit their contact information or merchandise choices but not name or category.
  
  The following category change fields are only relevant if you selected the Yes option to allow changing any aspect of an entry (if you selected No or Yes, except name, skip these fields):
  - Category Changes – Select whether you want to allow participants to change the category for which they originally registered and if yes, whether you will charge the difference in the original registration fee:
    - Participants cannot change the category they registered for
    - Participants can change the category they registered for, provided they pay the difference in price and the new category is not closed
  - Category Change Surcharge (Optional) – If you allow participants to change their registered category for a fee, enter the dollar amount of the fee.
  - Category Change Scope – If you allow category changes, select the type of category changes you want to allow:
    - Change to any category in the event
    - Change to any category in the group header
  - Manual Entry Category Change Scope – Select whether you want to allow participants to change their category for registrations that were created manually by an event director:
    - Cannot change category
    - Can change but must pay difference
    - Can change to any category
  - Entry Value When Changing Category – If category changes are allowed, select the monetary value of entry at the time of the category change:
    - Equal to the original transaction entry amount
    - Equal to the current category entry fee
Registration Transfers – Select whether you want to allow participants to transfer their registration to another participant:
- Participants cannot transfer their registration to others
- Participants can transfer their registration to another participant
Registration Transfer Surcharge (Optional) – If you allow participants to transfer their registration for a fee, enter the dollar amount of the fee.
Entry Value When Transferred To Someone Else – Select the monetary value of an entry at the time of transfer:
- Equal to the current category entry fee
- Equal to the original transaction entry amount
Category Changes During Transfer – Select whether you want to allow a transfer participant to also change to a new category from the original entry.
- Can't change category during a transfer
- Change to any category in the event during a transfer
- Change to any category in the group header during a transfer
Gender Options Shown* – Select whether you want to collect gender information during registration checkout and if yes, the type of information you want to collect.

Event Refund Policy*

Select the type of refund policy you want to apply to your event. If you elect to offer refunds, you must also briefly describe the refund policy in the text box that appears.

Refunds in some cases
Credits to future events put on by the Event Director
No refunds

Emails

Set email frequency preferences (Never, Daily, or Weekly) for event directors and sub-directors to receive new registration notices and merchandise purchase and registration summaries for the event.

Note: To ensure delivery of confirmation emails, add mail@BikeReg.com to your email safe sender list.

Fundraising

Select whether you want to use athleteReg's integrated PledgeReg tool to make your event a fundraiser. If you check this box, you will receive follow-up information via email.

For information on setting up your fundraiser, click here.

Advertising Options

To boost registration numbers, you can select optional free and paid advertising on the athleteReg calendar associated with your event type (BikeReg, RunReg, etc.) and/or the Trailforks calendar and/or maps.

Highlighted Events – Event appears in the standard list of events in the event calendar with a highlighted line. Flat fee of $125.00 deducted from event payments to athleteReg.
Featured Events – Event appears prominently in the featured events column to the right of the events calendar. $75/week of advertising. To receive more information via email about purchasing Featured Events advertising, email us at support@athletereg.com
Trailforks Event Calendar – Event appears in the standard list of events in the Trailforks Event calendar. Free.
Trailforks Maps – Event appears in both the standard list of events in the Trailforks Event calendar and on the Trailforks map as a pop-up. $99.00 flat fee deducted from event payments to athleteReg.

Event Cancellation Protection

Event Cancelation Protection – If applicable, a field to opt in or out of protecting your event from cancellation due to unforeseen circumstances may appear at the bottom of the Event Details page. For questions, contact athleteReg support.

Note: Once participants have registered for your event, you can no longer opt in to cancellation protection.

Save Event – When you have finished filling out the event details, at the bottom of the page, check the box to agree to the Terms of Service and click the green Save Event Details button. Your event is created and the Event Payment page appears.
Preview Your Event – To view your event as you work on creating it, from the Event Setup menu, click Preview Registration.

Next Steps

The next steps to completing your event setup include:

Declare Tax Exempt Status – If the state in which your event will take place has nonprofit sales tax exemption, you must declare whether your event is organized by a non-profit and if yes, you must provide non-profit certification information.

Add Payment Information – Once your event is created, you must select a payment method for your registrants: Direct Deposit or Check. If you haven't yet done so, you'll be prompted to Set Up a Payment Profile.

Add Categories – Categories help you organize participants by distance, age, skill level, or other criteria.

Add Merchandise – Set up event merchandise to sell on your event page.

Note: For your event to appear on any event calendar, you must set up at least one category or merchandise item.

Create Event Notes – Add event descriptions that will appear on the event registration page.

Event Review

Once your event details are complete, your payment profile and tax information filled out, and you've created at least one event category, your event will be reviewed by athleteReg staff within 48 hours. If anything is missing or if our team has recommendations, you will be notified via email.