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

Before you start

As you work through each section, refer to the checklist associated with Event, Registration, Schedule and Results to ensure you’ve included the features you want to make use of.

Check your Event status.
Do you have the applicable features turned on?

Accepting Registrations
Have you tested a registration through to the payment?

Sign Ups to your event
Be sure to instruct people to sign up with your event – not with Solarislive.

FAQs
Many questions are answered in our Tutorials and our knowledge-base under Help.

A Virtual Event

Have you watched the tutorials to make sure you understand how it works?

Registration
Video Links and Sheet Music Upload options are available at the class level and as a global setting.
Have you set them as required?

Adjudicators
Have you supplied your adjudicators with the videos on how to create an account and adjudicate online?

Event Tools

Event Management Tools

Do you have your FAQs on hand for troubleshooting?

Have you added your Social Media?

Are you keeping up-to-date with Notices to ensure you know of new features and fixes?

Competition Events – Site Set-Up CheckLists

Event Details & Contact

Details

Do not change your Event Name from year to year.
Your users will have your page bookmarked.

Do not put Characters such as apostrophes in the Event name – this becomes your URL.
Using characters will stop your event from displaying correctly.

Do you need to display important information on your home page?
If so make sure you turn it on to display.

Is your Event Message Complete?

Contact
Have you proofed your information?

Sign Ups to your Event
Be sure to instruct people to sign up with your event – not with Solarislive.

Solarislive provides the service to the Event Organizer.
Your event provides the Syllabus, Registration and Schedule you create using our service.

Event Design

Have you added your logo?

Have you uploaded your own banner if you aren’t using our default image?

Have you chosen the header style – light or dark theme?

Event Links & Sponsors

Links

Have you added all your resource information?

Have you added a ‘How to register’ video link either ours or your own?
It can be found on our tutorial page.

Have you checked the  ‘Show link on home page’  box to display each link in the ‘Event Information’ section?

Sponsors

Have you checked the  ‘Display Sponsor Banner’  box to ensure the ads appear on the home page?

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?

Terms

Have you uploaded or linked to terms your registrants will agree to?

Sheet Music Upload
Have you included your sheet music terms in reference to copyright regulations and legalities?

Learn more about writing your Copyright Terms in our Blog Post »

Sheet Music Copyright Terms
Have you included your sheet music terms in reference to copyright regulations and legalities?

Learn more about writing your Copyright Terms in our Blog Post »

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?

Have you set your Service Fees or Late Fees?

Late registrations – you can change your fee and Service type on the day late registration Fees apply.

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.

Credit Card Client Accounts
You have the option in your Payment processing account to turn Email receipts on or off.

Have you tested registering for a class with a credit card?

Did it show up in your payment processing account?

Did it show up in your bank? Some banks take up to seven days to show up.

If you accept checks or etransfers.

Have you checked ‘Display Checks/Cheques?

Have you added a deadline date for when payment needs to be received?

Payable to – make sure you complete this section.

E-transfers
Have you supplied instructions and an email with how to send your e-transfer?

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?

If you are using the Solarislive Schedule, Performance and Admin time must be added to each class –
BEFORE you ASSIGN the classes in SCHEDULE>MANAGE>Classes to Venue Sessions.

Minutes added to the time fields in each class for Performance time and Admin time (the adjudicators time)
will calculate the amount of time required for each class during the scheduling building process.

TIP:
This can be added through batch edit.

Failure to do so will stop classes from showing up in your schedule.

Global
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

Adding Class Times

You must have a value (in minutes)  added to the fields in each class for Performance time and Admin time (the adjudicators time).

This can be added through batch edit.

Failure to do so will stop classes from showing up in your schedule.

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

Message

Have you added your message? Let’s start by choosing the Instrument.

Dates

Dates must be chosen to populate the Venue – add dates feature.

Display

Names – Do you need to hide or display student names in the live schedule?
Session Times – do you prefer to show only the start time for the session and not the individual classes?

Venues

Have you added your Venues?

Virtual Venues
Have you added the url to the streaming meeting such as zoom?

Have you added the password which is made available to adjudicators and participants in their accounts?

Adding Dates
Have you added your available event dates?
Are your sessions set correctly?

Adjudicators

Have you added your Adjudicators?

Have you assigned the adjudicator ID to a class?

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.

Are your Adjudicators adjudicating online?
If so, have you provided the tutorial on how to create and use your account?

Have you provided them with the Badge number?
This can be found in the Adjudicator tab under their name.

Adjudicators Account View
When your schedule is ready, you must go to the RESULTS>OPTIONS tab and select the Adjudicators view online to activate it.

Assigning IDs

Have you created your Adj IDs and applied them to your classes?

Have you assigned the ID to the Adjudicator, and then to the Venue?

IMPORTANT
Adjudicators can have 2 IDs assigned to them.

The same Adj ID cannot be assigned to two different Adjudicators.
The system will not know which Adjudicator the class should be assigned to.

Manage Tab

It is ESSENTIAL you have all other tasks completed before
BEFORE you ASSIGN the classes in SCHEDULE>MANAGE>Classes to Venue Sessions.

  • Split Classes must be done before Assigning Venues to Sessions

CLASSES

1. Performance and Admin time must be added to each class – see Syllabus Checklist for further information
2. Adjudicator IDs assigned to classes

VENUES
ADJUDICATORS
ASSIGN IDS

Assign your Classes to Venues Sessions

Once you have completed assigning classes in this section,
Check the Overview tab – any classes not scheduled will show up as you check each Instrument/Discipline

  • Check every session to make the total minutes on the left are at least one minute than the total session time you allowed on the right.
  • If your classes on the left side add up to more time then on the right side you will have scheduling problems and classes will seem to have gone missing.
  • Make sure all your classes are assigned – check the  Overview tab.

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.