Create new event

In this article we describe the basic rules of how to add an event to Calendar, including the detailed overview of the event edit form.

General guidelines:

An event is added to Calendar by an administrative organizer.
To create a new event, the minimum required data includes the name, administrative organizer, discipline, level, region, start date, end date, end date for online entries, and the venue (place).
Once an event is saved (in draft status), it is not possible to change the administrative organizer and discipline.
Once at least one entry is registered, it becomes impossible to modify the entry fees, delete competitions with entries (only cancellations are allowed)
If the event utilizes a payments service (where athletes pay for entries online), please ensure that the Payments feature is enabled before opening the event for entries.

Tips:

If the date, venue, or any other parameter changes after the event publication to the calendar, utilize the alert field to notify users about the changes. After schedule approval, it is not recommended to change event dates, last date for entries and/or start dates for online entries.
You may incorporate the names of sponsors into the event description.
You are welcome to include emojis in your texts and even in the name of the event.🍂 🍁 🍄 🎄☃️
In the event form, we provide the option to include overall maximum limits for entries. This includes the total number of entries, the maximum number of horses per athlete, and the number of athletes. These limits are applicable to the entire event. Typically, the maximum number of entries is utilized. However, if you wish to accommodate more athletes, you can also utilize the maximum number of horses per athlete, in addition to the maximum number of entries.
It is recommended to utilize the public registration start date only in cases where it is deemed necessary, such as for highly sought-after events. For athletes, it would be more advantageous to submit their entry promptly upon making the decision to participate, rather than being compelled to revisit the website at a later time.
When there are entries (confirmed or not confirmed), it is not recommended to modify the difficulty and rules of the competition without personally informing the athletes. Athletes will not receive any automatic notifications regarding changes to the schedule!

Overview of the event edit form

#General information

#Limits for online entries

#Date and location

#Contacts

#Services

#External links and event alert

General information

Fields in the event edit form:

Example of how General information is displayed on the event page:

Fields definitions:

Name - will be displayed in Calendar, synced to the scoring systems. Several standards may apply, for example, name of the host club | organiser | level of event. For larger traditional shows, a branded name can be used. Name can always be changed. Name is compulsory.
Description - displayed in Detailed view in Calendar and on the event page. The standard is 2-3 sentences with the most important information. Links to external sites can be added. Description can always be modified.
Administrative organiser - can be League or one of the provincial organisations affiliated to Leagues. Search by name or organisation´s licence number. Financial organiser will be determined automatically based on the settings for the organisation selected. For provincial organisations of the Paardensport Vlaanderen the financial organiser is always Paardensport Vlaanderen. For LEWB - the regional organizations will be acting as financial organizers themselves. When showing an event to users, administrative organiser is displayed together with the host organiser club. Administrative organizer cannot be changed after event is created.
Discipline - one discipline per event can be selected. Discipline cannot be changed after event is created.
Competition levels - atleast one level should be selected. Events with several different levels, for example, national and communautaire can be set up, if regulations allow.
Series - one or several cup or series can be selected, if event will include atleast one competition under the series. Only series related to the selected discipline will be offered.

Limits for online entries

Example of how limits are displayed on the event page and in entry form:

Entry limits feature is described in more details here
Please note: For the maximum number of athletes and maximum number of entries, the entry is only counted if it is confirmed (paid). In addition to the entry form, these limits are also checked in the shopping basket as the user may attempt to make more entries than there are available slots. In this case, the user will need to choose which entry will be paid.

Date and location

Example of how dates and location details are displayed on the event page (this information is accessible also via the Calendar):

If you set up a special start date for opening of online entries, after the schedule is approved and published, the date will be displayed as following:

Fields definitions:

Start date and end date - will be displayed in the calendar and synchronized with the scoring systems. For a one-day event, select the same date for the start and end.
Registration end date - the final date when the event is open for online entries. If the date is set for November 25th, the last entries will be accepted until 23:59 on November 25th. To be confirmed, an entry should be paid and the payment confirmation recorded in the system.
Public registration start date - the date when the event will be open for public entries. Please note: the schedule should be added and approved for the event to become open for entries. If the schedule is not added or is added but in draft status (not approved), the entries will not be open.
Event closed for public entries - this is an "emergency" function to disable all entries for the event, when registrations are ongoing.

Country - The country where the event takes place. The default country is always Belgium.
Region - The region where the event will take place. This may be different from the region of the administrative organizer. It will be used in the Calendar's Regions filter. The default region is the region of the administrative organizer.
Organiser aka host organiser (club) - The host club where the event will take place. The active | inactive badge indicates if the club's annual license is paid for the current season.
Place - The name of the location where the event takes place. This could be the name of the riding school, equestrian center, or public venue. By default, the name of the place is set up to be the name of the Organiser.
Venue of event - The address of the place. By default, the address is the address of the organizer. As this field is directly linked to the Google Maps service we use to show the address to the users, please check that the exact location is shown correctly. If needed, you may select the position on the map yourself.
Directions - add directions for participants and visitors, how to get to the event venue. If added, directions will be displayed in Venue section together with map, address and GPS coordinates.

Contacts

Example of how contacts are displayed on the event page:

Fields definitions:

Name, e-mail address and phone number are the contacts of the administrative organizer. These details will be publicly shown on the event page and used for inquiries regarding the event.
Other contact info - textual field allowing adding and editing relevant contact information, for example, contacts for booking boxes, contacts of the stable manager etc. If left blank, nothing will be shown to users.

Services

Fields definitions:

Use online payments - if checked the online payments will be used for the event. When unchecked, payments will not be utilized and all entry fees should be collected externally or offline.
Collect account numbers for prize money payouts - check this option to enable legal entity´s data collection for prize money in entry form. If in your event there will be no monetary prizes, do not switch on the contacts´ collection as this is not in line with the data protection regulation - we shouldn´t ask for data that is not used.
Use Equipe APP - switch on the Equipe APP for the event. You will get access to Equipe via the event page after the period for online entries is finished.

External links and event alert

Example of how links and alert are displayed on the event page (this information is accessible also via the Calendar):

Fields definitions:

Alert - a short message displayed on the event page and in the Calendar (Detailed view). Can be used to announce changes in the schedule or event settings.
Starting list link - when the starting list is published online, it should be accessible publicly, for example, in the scoring system. When using the Equipe APP, please ensure that the link leads to the online Equipe platform, not the APP itself, as the APP cannot be accessed by athletes or visitors.
Event live link - if you have a live broadcast, you can add a link here, for example, using the ClipMyHorse service.
Event homepage - an event may have a dedicated webpage, and you can add a link for users to access it easily.
Event number - please provide a unique event number in the format of YYYY_CD_XXXXXX, where XXXXXX represents a unique identifier. The uniqueness of this number will be validated within the context of the year and discipline. The year and discipline code will be automatically appended to the event number. This event number will be utilized for event searches, reporting, and will also be prominently displayed on the event page. It is important to bear in mind that once the event is published and open for entries, the event number cannot be modified.