Checklists & Best Practices
for Competition Event
Management

Helping you organize your online
event processes.

Making it easier to manage and organize.

View our Video Tutorials

Overview and Event Setup

Event Overview – how it works

COMING SOON!

This tutorial provides a big picture of how registration, payment processing, accounts, scheduling and more works.

A Virtual Event

This tutorial reviews options for managing a Virtual Competition.

Event Tools

A checklist for management options and settings for your event.

Competition Events – Site Set-Up CheckLists

Event Details & Contact

This tutorial covers getting your home page started, which includes getting the URL for your event.
The URL link is what you will use to send to your participants or add this link to your website.

It also covers how to Add your Event Welcome message, contact information, and other details.

Event Design

This tutorial will show you how to personalize your header where you can upload a logo, add the main image, and choose the colour theme.

Event Links

This tutorial will show you how to add helpful information and resources to your event that will appear on the right-hand side of your main page under the Information box.

Accounts and Registration Setup

Registration Checklist

This is a Birth Date Checker.

To use this feature go to the Registration>Details and complete the required fields.
Then apply it in each class.

  • Have you applied the Age required in each Class?
  • Are all the fields that you absolutely need to be checked off as required?
  • Have you tested it?
  • To ensure your form is collecting what you need create an account and check your Reports>Site Accounts.

Custom fields for Participant added to an Account by a Teacher, Parent or School.

These questions are asked when an Account holder adds a participant to their account.

  • Have you tested your field selections in your test Account?
  • Changes you make after your registration goes live will not reflect in registrations made before the change.

Registration > Registration

Custom fields will appear for each entry or listing in your Curriculum, Programme or Syllabus

  • Have you tested registering for a class to see how they appear?
  • Have you check your Report>Registrations csv to see if the information collects the way you intended?

Teachers Accounts

Educating your Teachers about using their ID.

Have you provided your instructions to the Teacher/Adjudicator tab?

Registration Set-Up Checklists

Products and Fees

In the Products tab have you…

  • added products or donation items to appear in their shopping cart during registration?
  • added a price?
  • tested an order, and reviewed it in your Reports>Order Items?

Are you charging Service Fees or Late Fees?

Registration
Payment Types

You have the option to accept cheques, credit cards, or both.

If you’d like to accept payments by credit card please contact Solarislive.

In this tutorial, you’ll learn how to accept payments by cheque.

Syllabus, Programme, Curriculum, Catalogue Checklists

Details
Welcome Page

Have you included your introduction message?

Your Syllabus may be referred to as a Programme, Catalog, Agenda or Programme.

You have the ability to change the label name that will appear in the top menu of your App (the admin side) and your Live pages.

Your Syllabus or
Curriculum

Have you proofed your Instruments, Categories Classes?

Have you added your fees?

Do you have custom questions that need to be added to specific classes/Entries?

Selection Input – this is the number of selections a participant can perform in each class.
Have you checked they are all updated?

Options

Selecting Video Links and Music Upload on this tab is a global setting.

Have you taken this step?
To use it correctly you must have ‘Selection Required’ checked in all classes.
It can be updated with Batch edit.

If you don’t have Selection and Composer Required – registrants can bypass this field,
and will not be able to add the video link or music upload at a later date.

Do you have Class edit turned on?
If you have it selected as required, you must turn on Class Edit in Event Tools>Manage Event> Status.

Creating your Schedule Checklist

Before you Start

Do you have Class edit turned OFF?
You must turn OFF Class Edit in Event Tools>Manage Event> Status.
Failure to do so will allow registrants to make selection changes that will not appear in your Schedule or associated Reports.

Schedule Details and Display

This tutorial covers adding a message to your Schedule page, including setting Dates and Schedule display options.

Venues

This tutorial covers how to add a Virtual or Location Venue, Days and Sessions for your schedule.

Setting up your Venue Locations is an important element to creating your Schedule and Reports.

Adjudicators

This tutorial covers how to add an adjudicator and create a badge number for online adjudication.

Adding your adjudicators will assist in both managing their details and creating your schedule.

If you plan to use our schedule feature it is essential to add all your adjudicators. In the ‘Assign IDs’ tab you will associate the adjudicator to the applicable ID. This will allow the schedule to place the adjudicator in the correct venue/class.

Assigning IDs

This tutorial covers how to assign IDs and understand how this merges the venue, date, session, adjudicator, and participants into your schedule and reports.

Resources

Create other Event Types

  • Sign up for a free account

  • Add your event details

  • Activate your payment processing

  • Publish Live

  • Promote your Personalized Page

Create your account and start exploring events that you can register for, follow or save in your favorites.

Creating a variety of events under your account makes it easy to manage all your happenings on one web event.

To get your event published quickly watch our easy to follow steps in our video tutorials.

Accounts and Registration

Link to video

Why it’s important to do email verification upon signup.

Security takes the highest priority at Solarislive.  In the current age of cyber threats applications or websites on the internet we need to maintain high standards and secure our service. Hence we use email address as one level to check that a human being is doing it rather than some virus code/hacking code.

Why we do it

The email verification is required for the following reasons:

  • Stops spam and deters robots and people from creating false accounts.
  • Establishes a communication channel with the user before you use advanced functionality.
  • The email is an identity representation which requires us to validate the email and put a hold on the account until verified.

Why it’s important.

The email verification proves:

  • It’s a real person
  • It’s the real user’s e-mail address.
  • You can use that e-mail to confirm that user who is using your site is the very owner of that account (for example when you need confirmation before user make an action).
  • You can use that e-mail to send a private information (because you’re sure that the owner of that e-mail is the real owner of the account).

Why an email confirmation isn’t received

There are many reasons why an email may not be received.   Once our service sends an email to a person’s email address, we don’t have any control over what happens to the email after it leaves our email server. Email verification providers use this data to predict the likelihood an email will return as a hard bounce. Each email that’s run through this system is categorized using a scoring system and 30 different diagnostic codes. If an email is suspect, it is isolated for review and the system either auto-corrects syntax errors, or marketers can approve/remove the suspect email from their list.

Here are the most common issue we hear:

I’m having trouble confirming my email address

  1. Spam, junk, and bulk mail folders: Sometimes certain email providers or internet service providers (ISPs)1 block or filter our emails as spam, so take a look in your spam, junk or bulk folders
  2. Email client – Your email client (for example outlook) that you’re using may be preventing certain emails from going through.  Check your email client’s information on how it handles emails.
  3. Security: University’s and schools, companies and governments often have a high security protection in place. You can ask the institution to accept emails from Solarislive.

Help! Nothing is working.

If you’ve tried re-sending the email confirmation and you are still having trouble, here are some troubleshooting tips:

  1. Are we sending it to the wrong email address?  If you signed up with an incorrect email, a typo or other error you will have to sign up again.
  2. Try changing the email address to an email address with a large domain (Gmail, Yahoo, etc.). We tend to have more success delivering emails to those types of domains.

1Providers (ISPs) – the company you use to provide your email services such as, AT&T, Comcast, or Bell.

Create your account type for Participants, Parents, Teachers and Adjudicators.

Payments

If you need help to set up your payment processing in your account, please send us a message and how we can reach you in ‘Contact Us’ under ‘Event Tools’.

If you have questions or need help please send us a message and how we can reach you in ‘Contact Us’ under ‘Event Tools’ (the top left corner 3 bar icon).
We will get back to you as soon as possible.

Need registration for Workshops, Fundraisers, and other events?

Create.Promote.Register.

A free service to create your virtual or location events
with the option to set registration by ticket price, donation or free.

Create your free account here 

The Solarislive Event Manager is an easy service to use
for event organization and promotion.

Bringing people together to enjoy location or virtual experiences through event management and ticketing sales.

Solarislive is a cloud-based software.