events planner: a guide - audax uk · 2016. 1. 19. · audax uk events planner: a guide 2012 page 3...

Audax UK

Events Planner:

A Guide 2012

Compiled by John Hamilton on behalf of the AUK Board

Copyright © 2012 Audax United Kingdom Long Distance Cyclists Association

AUDAX UK Events Planner: A Guide 2012

Contents 1. THE EVENT PLANNER ................................................................................................................. 3

1.1 Event planner front page ................................................................................................................ 3

1.2 Main edit page ................................................................................................................................ 5

1.3 View proforma ................................................................................................................................ 7

1.4 Risk Assessment .............................................................................................................................. 8

1.5 Add/Edit extra info .......................................................................................................................... 9

1.6 Edit address info ........................................................................................................................... 10

1.7 Edit Paypal ..................................................................................................................................... 11

1.8 Setup controls ............................................................................................................................... 12

1.9 View brevet card ........................................................................................................................... 14

1.10 Compare last year ......................................................................................................................... 15

1.11 View calendar page ....................................................................................................................... 16

1.12 Start/Finish list .............................................................................................................................. 17

2. HOW TO… ................................................................................................................................ 19

Disclaimer

Whilst every effort has been made to ensure that the information in this handbook is accurate,

no responsibility whatsoever can be accepted by Audax United Kingdom or its’ officers for any

consequences arising from these Guidelines.


1. The Event Planner

Audax UK’s online event planner is your central port of call to do anything related to your event, from

deciding the most suitable date for your event, to sending off your list of successful riders to Audax UK.

There is no other way of organising your Audax UK event; you have to use this event planner. If you don’t

have internet access, then you will have to find someone to use the event planner on your behalf or you

will not be able to organise an event with Audax UK.

Please note that although your Audax UK events team contact can help if you get stuck, they will not be

able to manage the planner on your behalf.

To access the event planner for your event:

Go to www.aukweb.net and click on ‘orgs’ in the left hand column.

Click ‘EVENT PLANNER’ in the left hand column. This will bring the event planner front page.

If you are a new organiser, and the website doesn’t like your login details, then speak to your events team

contact (see chapter 2), who will be able to help.

1.1 Event planner front page

Figure 1 below shows the first page that you’ll see when you enter the event planner.

figure 1: event planner front page

http://www.aukweb.net/


The grey menu bar on the left provides you with a number of links to different ways of looking at both the

Audax UK calendar and your own events. Above the search box in the menu bar, are the links to the

calendar, below it are links to your events. There is also a link to various documents that you might need as

an organiser, including this guide.

At the top of the main page is a list of all your future events. Each event listing has a number of links built

into it. Let’s look at one of these listings.

U 19 Sep 10 Sun 200 Bradwell, Peak District 3.75 Danial Webb 10-997 pf c r 17/08 BRM date location code

If you click on the date for an event, it brings up a map showing potential clashes in your area.

Figure 2 below shows clashes for an event in the Peak District in September 2010.

Click on the event location, to see the calendar page for this event. This only works if your event

has been published on the website’s calendar.

To see the main edit page for your event, then click on the event’s code, i.e. 10-997

figure 2: event planner clash checker.

http://www.aukweb.net/official/orgs/projclashes.php?clashcheck=2010-09-19&lat=53.333231&lon=-1.739016&cldis=200&evid=10-997

http://www.aukweb.net/cal/calsolo.php?Ride=10-997

http://www.aukweb.net/official/orgs/projedit.php?Ride=10-997&Rider=5263

http://www.aukweb.net/official/orgs/projedit.php?Ride=10-997&Rider=5263

http://www.aukweb.net/official/orgs/logev.php?Ride=10-997&evsec=y


Underneath the list of your events, are some handy tips about how to use the planner to set up, delete,

duplicate and change your events.

You can always get back to the event planner front page by clicking ‘See All My Events’ in the grey sidebar.

1.2 Main edit page

Below you’ll find the main edit event page of a sample listing on the event planner. This is the first page

you’ll see when you select one of your events.

To see the main edit page for your event, click on the event’s code, i.e. 10-997, on the event planner front

page. See the previous section for more details.

To guide you through the planner, we’ve divided the sample into five sections:

figure 3: event planner event main edit page

Planner overview – at the top of the page is some introductory information about the listing for your

event. This includes:

the event code (here, it is 11-995);

the date the event was added;

the event status (This event is marked as ‘Published (1st)’; and


the region your event has been allocated to and your events team contact, which in this case is

Sheila Simpson.

Event overview – this provides the basic information about your event, such as its title, start date and

time, and organiser details.

To change the event’s name, simply enter the name in the box next to ‘Title’ and click the ‘save this section

button’.

To change anything else in the section, simply click on the information (i.e. the time of ’09:00’ in the

sample listing, and follow the instructions.

If you can’t change any of the information, your event is probably marked as ready for publication, so

cannot be edited. Speak to your events team contact for help.

Page menu – this allows you to select other pages in the event planner. Some of these pages are for

information only, but you will need to add information about your event on others. The following sections

cover these pages in more detail.

Event details – here, you can amend or add more details about your event, such as:

entry fee – enter this as a number (i.e. for £5.00, simply write “5”).

facilities – enter the codes for the facilites at your event. Select ‘Facilities help’ next to this field for

more information and a list of codes.

climb/AAA – here you can add the amount of climbing in your event, and the AAA points for the

climbing. Select ‘AAA help’ for more information. If you’re not certain about how much climbing

your event’s route has, then please get in touch with the AAA man. You can find his details on the

AUK website.

Closing date – this allows you to select a date at which the website removes any entry form or

payment links for your event. If you type in “14” here, then the entry form and payment link is

removed two weeks before the event. To remove this facility, simply type in ‘0’ into the field.

Start map code – Audax UK can now show your event’s start location on a map on your event’s

calendar page. To do this, click on ‘see Google map’ and follow the instructions.

Event phone – many organisers like to use a particular phone just for their events. If you’d like to do

the same, then add that number in here. This will be printed on the inside of your event’s brevet

cards.

Web link – if you have a website for your event, then you can add a link for it here. The link will

appear on Audax UK’s calendar page for your event.

Remember – if you change anything in this section, then you’ll need to ‘save changes’ button after.

Organiser notes – use this section to keep notes about your event. Also, your events team contact may

also write notes to you in here, so be sure to check regularly as you plan your event.


1.3 View proforma

The proforma screen contains a snapshot of your event details on one page. This can be a handy way to

make sure all your event information is complete. There is no need to complete anything on this page.

figure 4: event planner event proforma page


1.4 Risk Assessment

Each event has a standard risk assessment. This covers risks that are common to any audax event, and

what Audax UK does to try and control those risks. Note that some of those controls apply to you, the

organisers.

figure 5: event planner risk assessment page

Before we can publish your event, you must identify and risks that are particular to your event, and what

controls you have put into place to manage those risks. For example, there may be a risk that a particular

café you use as a control will close down, so to manage the control, you may choose to identify another

place to use as a control. Alternatively, a section of your route may be prone to flooding, so you might look

for a backup route as a diversion. There may also be very particular hazards, such as a busy control, that

you might want to alert riders to on your routesheet.

This is evidence that you have taken proper care in the organisation of your event. Should there be an

incident during your event involving injury or damage, our insurers might want to see this form.

Completing the risk assessment is mandatory. We will not publish your event in the calendar until you

have completed your risk assessment. If you have identified no particular risks, then please say so in the

form.


1.5 Add/Edit extra info

This is your chance to sell your event to riders. Here, you can add some introductory text for the calendar

in Arrivée magazine, as well as some additional text that Audax UK will print, in addition to the

introductory text, in the online calendar.

You do not have to add any extra information in these sections, but we strongly recommend that you do.

Riders might not know about the beautiful scenery you’ve found, or the charming café that serves huge

portions of cake, so make sure you tell them.

figure 6: event planner extra info page

At the bottom of the page, there are links to add some files to your calendar page or brevet card. You can

add:

a small map to the calendar page;

a routesheet for riders to download;

a tracklog of your event route for people to add to their GPS unit; or

a small logo to brighten up your calendar page and brevet card.

Many riders like to plan their ride in advance, and providing a routesheet or tracklog before the event

helps them to do that. If you have them available, we strongly recommend that you add them.


1.6 Edit address info

When producing the calendar and brevet card for your events, we assume that you want to use your

membership details for your event contact details. However you may want to use different details, for

example if another person will be looking after entries for your event.

figure 7: event planner address info page

At the top of this page, you can see that you can change the event start date, time and location. You can

also change the event distance if you wish.

In the bottom half of the page, you have the chance to override the contact details that we have

automatically entered. You can add a different name, address and telephone number. If you make any

changes, be sure to click ‘save this information’ when you have finished.

You can add a different telephone number for the calendar entries for your event. You can also add yet

another number, to be printed on the brevet card. If you don’t add anything in either of these fields, then

Audax UK will not print your personal telephone number in the calendar or on the brevet card.

Finally, there is a link to edit your email address. This will be published in the calendar.


1.7 Edit Paypal

You can set up your event listing so riders can enter automatically, paying you direct by Paypal. To use this,

you will need a Paypal account to receive payments.

figure 8: Edit Paypal page

To accept online entries, click the ‘setup Paypal’ button in the middle of the screen. This will open a slightly

different page, with a small form to complete. Add your email address linked to your Paypal account, with

everything before the ‘@’ in the first field, and everything after the ‘@’ in the second field. Then enter a

surcharge if you wish, to cover Paypal fees and post costs. A Paypal payment for £5.00 will cost you about

50p in fees, and the rider will not send you any stamped envelopes, so may sure the surcharge will cover all

your costs.

figure 9: Setup Paypal page


1.8 Setup controls

This is one of the most important parts of the planner. Here you can enter in all the controls for your event,

so they can be printed on your event’s brevet cards. The events team will also use this information to make

sure that your event is the right distance.

figure 10: event planner controls setup page

For each control on your event, add the name of the place where the control is. If the control will

be an information control, also add the information control question, i.e. “at BACUP, name of bank

on L”.

Then add the cumulative distance to the control based on the route distance. Finally, select the

control type. It may be a control, such as a café, or a checkpoint, such as a person in a car. It can

also be an information control, with a question, or a secret control. Secret controls are not printed

on the brevet card, but you are unlikely to need to use one. If you’d like to, speak to the events

team for more information.


You must use fresh information control questions every year. We will not publish your event

otherwise. You might find it useful to collect a few questions and answers for each control when

you check your route. That way, you can update your event far in advance.

Be sure to save each section as you finish it, by clicking the ‘save this section’ button.


1.9 View brevet card

As you fill in your event details, including the control information, it can be useful to see how the

information will look on your event’s brevet card. This page will show the brevet as it will be printed off by

Audax UK.

You can use this page to check that the information you’ve added is correct, and fits well on the card. For

example, you may use an information control question that is too long, blocking the space for your rider to

write in their answer.

figure 11: event planner view brevet card page

Note the drawing of an auk to the left of the card. This is the default image that we will use on your card. If

you’d like to use another image, then you can upload a new one on the ‘Add/Edit extra info’ page that we

looked at earlier.


1.10 Compare last year

If you are running an event that you have organised before, then this is a really useful tool that lets you

compare some of the details from the event the year before. This page compares the details of the current

and previous event, so you can see:

what day the event was run

what controls you used; and

what information control questions you used previously.

figure 12: event planner compare last year page

You don’t need to add any information to this page. It’s for information only.


1.11 View calendar page

This allows you to see easily what your calendar page looks like, as you make amendments. Be aware

though that you can only see this page if your event has been published.

figure 13: event planner view calendar page

In the top-left of the page, you can see a Google Maps map of the start location of your event. If you can’t

see this on your calendar page, and would like to, go to the main edit page and click on “see Google map”

and follow the instructions.

Again, you don’t need to add any information to this page. It’s for information only.


1.12 Start/Finish list

Here, you can create a list of people who have entered your event. In fact, we recommend that you use

this section to produce your entry list, and it will save you quite a bit of time after the event.

How to produce a rider list

When you get an entry for an event, add the entrant to the list:

o If they are an Audax UK member, type their name in the ‘Add AUK Member’ section in the

top left-hand corner, then click the ‘Enter’ button. Their details will be added to the rider

list.

o If they are an Audax UK member, and you don’t know their membership number, then type

in the first few letters of their surname in the ‘Lookup AUK Member’ section.

o If they are not an Audax UK member, then complete the ‘Add non AUK member’ section and

click ‘Enter’. You need to specify their insurance type.

AUK - AUK member

CTC - CTC membership number; or

TEMP – none of the above. (See the next section for more details).

If you make a mistake, then click on the red cross at the end of the record to delete it.

If you have a long list of Audax UK members to add, and have a list of their memberhip numbers

ready, then you can add them all in one go by clicking on the ‘Batch Entry’ link at the bottom of the

page and following the instructions given.

figure 14: event planner rider list

How to download your rider list

If you want a copy of your rider list, there are two ways to get one from this page:

To turn the rider list into a spreadsheet, click ‘Download Excel Start List at the bottom of the page.

If you have Microsoft Excel on your computer, this will automatically open a spreadsheet containing

your rider details.


If you want a list with riders’ addresses, then click ‘Download full list with addresses’. This will bring

up a comma-delimted text list of your entrants, which you can then use to create spreadsheets or

rider labels for your brevet cards.

Upload finishers

This allows you to upload a list of riders as a spreadsheet. This could be handy if you wanted to upload

your list of riders who have finished, without having to change the list line-by-line.

This is how you do it:

Download your rider list as a spreadsheet. Click ‘Download your starlist as xls Rsults Template’. Your

current rider list will open up as a Microsoft Excel spreasheet.

If you are running a BRM event, then add the time the rider took to finish, using the format xhxx.

For example:

Rider A took nine hours, 45 minutes. Type in 9h45

Rider B took 12 hours, 13 minutes. Type in 12h13

Remove any riders that failed to finish.

When you’ve finished, click ‘browse’ in the ‘Upload an .xls Results File’, select the spreadsheet and

click ‘Upload Excel File’. This will then replace the rider list for your event on event planner.

You can find more detailed instructions on the page itself.

figure 15: event planner upload finishers list


2. How to… Below is a list of ways to carry out some of the things you are most likely to do when using the event

planner.

Change something in your event

Click on an event number on your event planner front page. This will take you to the event’s main edit

page. The amount of access you have varies depending on the stage of planning/publication you are at. If

an event has been published in hardcopy you only have very limited access. If you need to change

something, and you’re not able to, get in touch with your events team contact.

Add a new event

Start a new event by clicking on ‘Add New Event’ in the grey sidebar, and filling in the lower form on that

page.

figure 13: event planner new event page

Repeat an existing event

Duplicate an event by clicking on ‘Add New Event’ in the grey sidebar, and filling in the upper form on that

page.

To duplicate another event, and then take it over as organiser, contact a member of the events team.


Publish my planned event

Only the events team can do this. They scan the lists of plans regularly, so once you have added your

controls and filled in your risk assessment, the event should soon be published.

If your event doesn't appear in the online calendar, then first check the organiser notes in your event’s

main edit page. If you see nothing, then please contact the events team.

Top tip! We only publish events once all the information control questions and risk assessment are in

place.

View an event’s calendar page

Click on the event start place in the list of events on the event planner front page.

See potential date clashes

Click on the event date in the list of events on the event planner front page.

See my event’s rider list

Click on the event code in the list of events on the event planner front page, to bring up the event’s main

edit page. Then click ‘Start/Finish List ‘ on the menu bar in the middle of the main edit page.

Setup online entry with Paypal


edit page. Then click ‘Edit Paypal ‘ on the menu bar in the middle of the main edit page.

Change my contact address for an event


edit page. Then click ‘Edit Address‘ on the menu bar in the middle of the main edit page. Any change you

make here will apply to this event only.

If you want to change your address because you have moved, then use the ‘members’ pages from the

Audax UK website frontpage.

Add or edit extra information


edit page. Then click ‘Add/Edit extra info‘ on the menu bar in the middle of the main edit page. As well as

adding extra written information, you can upload

a sketch map;

routesheet;

GPS files; or

a logo for your brevet card.


Setup the controls


edit page. Then click ‘Setup Controls‘ on the menu bar in the middle of the main edit page.

Note that the first control, i.e. C1, is for the first control along the route, NOT for the start!

Fill in my risk assessment


edit page. Then click ‘Risk Assessment‘ on the menu bar in the middle of the main edit page.

events planner: a guide - audax uk · 2016. 1. 19. · audax uk events planner: a guide 2012 page 3...

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