Registration/Entries systems
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Registration/Entries systems
The discussion in the insurance thread on pre-registration peaked my interest. In our case, I'm considering pre-registration/entries for more local events in attempt to reduce the number of volunteers needed on the day. Not withstanding the rights or wrongs of this approach discussed in the other thread, what are other clubs using to do this today? Anything that could be re-used?
- djc
- white
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Re: Registration/Entries systems
Registration usually consists of two volunteers sitting in a car (one handles junior courses & one technical) All entrants fill in an entry form:
The entry volunteer:
Takes their cash and form.
Hands them a map for white/yellow course.
Hands them loose descriptions if they are available.
Keeps a tally of entrants against number of printed maps.
Then - For entrants with their own SI Card:
Points them towards the start. (They will get registered on the computer system automatically when they download)
For entrants without their own SI Card the registration volunteer:
Gives them a token to take to the computer team who:
Issue them with a hire SI Card.
Enter their details manually into the computer.
The entry volunteer:
Takes their cash and form.
Hands them a map for white/yellow course.
Hands them loose descriptions if they are available.
Keeps a tally of entrants against number of printed maps.
Then - For entrants with their own SI Card:
Points them towards the start. (They will get registered on the computer system automatically when they download)
For entrants without their own SI Card the registration volunteer:
Gives them a token to take to the computer team who:
Issue them with a hire SI Card.
Enter their details manually into the computer.
Last edited by pete.owens on Sat Jan 18, 2020 6:57 pm, edited 1 time in total.
- pete.owens
- diehard
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Re: Registration/Entries systems
There's this system - originally a Happy Herts creation, but I believe it's now used by other clubs as well: https://sat.maptypes.org/
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Scott - god
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Re: Registration/Entries systems
Pete - you ably describe the volunteers that I'd like to free up to do other things. (Along with the "computer team" you refer to.)
Thanks Scott - I'll get in touch with Kevin.
Thanks Scott - I'll get in touch with Kevin.
- djc
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Re: Registration/Entries systems
I don't see how pre-registration could free those volunteers. Most of what they are doing can only be done at the event. The only thing pre-registration would do is reduce the volume of cash transactions at the event - and even then you will need someone available to handle payment from EODs.
- pete.owens
- diehard
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Re: Registration/Entries systems
Who said anything about allowing EOD?! Or, to be more precise, EOD is fine but you could still do that self-service online...
- djc
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Re: Registration/Entries systems
Ah in that case I can see that discouraging attendance at your attendance at local events might reduce the workload a bit.
- pete.owens
- diehard
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Re: Registration/Entries systems
Agreed - it's a risk. But so is not putting on the event at all because we don't have the volunteers to do so. Anyway, I really didn't want this to turn into a repeat of the discussion of the merits or otherwise on the insurance thread.
- djc
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Re: Registration/Entries systems
I still can't see how a pre-entry system saves you significant volunteer effort at a local event, beyond discouraging attendance. Handling cash is only a small part of the job - and the HH system suggested by Scott doesn't even do that.
It does give you a better idea of how many maps to print, but the only difference in workload is the extra effort by the competitor to fill in an online form rather than a paper one.
It does give you a better idea of how many maps to print, but the only difference in workload is the extra effort by the competitor to fill in an online form rather than a paper one.
- pete.owens
- diehard
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Re: Registration/Entries systems
Seems that parkrun have a good system here, quite likely familiar to anyone interested in orienteering. It might be useful to think about how to adapt their system to orienteering, rather than start from where we are now.
That would point to non-members entering their details online (one-time), bringing a "thing" like a parkrun barcode which we could scan, and then exchange cash for a dιbber.
Members can, in general, register with their dιbber at start or finish.
I'm not convinced that filling in details once online is more discouraging than doing it every time on bits of paper.
That would point to non-members entering their details online (one-time), bringing a "thing" like a parkrun barcode which we could scan, and then exchange cash for a dιbber.
Members can, in general, register with their dιbber at start or finish.
I'm not convinced that filling in details once online is more discouraging than doing it every time on bits of paper.
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graeme - god
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Re: Registration/Entries systems
graeme wrote:Seems that parkrun have a good system here, quite likely familiar to anyone interested in orienteering. It might be useful to think about how to adapt their system to orienteering, rather than start from where we are now.
Well the big difference with parkrun is its free. Also, everyone goes round together with a tail end runner following so there is no need for the organiser to know who is participating; if you retire half way round a parkrun then no one will be searching for you. So there is no registration process at all. For orienteering we need to know that everyone who has started has come back safely - and if they fail to return, who they are and which course they were doing.
That would point to non-members entering their details online (one-time), bringing a "thing" like a parkrun barcode which we could scan, and then exchange cash for a dιbber.
The "thing" for most participants in orienteering IS the SI Card. And most competitors who compete regularly enough to make it worth registering in a database and creating a bar code will have one.
Members can, in general, register with their dιbber at start or finish.
And for most local events the effort of manually entering the details of the handful of participants hiring dibbers is not onerous.
We do run a schools league where we could have over 150 competitors - all needing to hire dibbers. For this, it was worth the effort of creating a database so we only need to type a number for each competitor.
I'm not convinced that filling in details once online is more discouraging than doing it every time on bits of paper.
No, what is discouraging is having to commit to attend an event a week in advance and decide which course to run, rather than turn up on the spur of the moment. I rarely know how may people I will be travelling with to a local evening event before lunchtime on the day. And for parkruns my decision whether to run is usually after 8:30.
- pete.owens
- diehard
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Re: Registration/Entries systems
pete.owens wrote:No, what is discouraging is having to commit to attend an event a week in advance and decide which course to run, rather than turn up on the spur of the moment. I rarely know how may people I will be travelling with to a local evening event before lunchtime on the day. And for parkruns my decision whether to run is usually after 8:30.
It certainly used to be the case that you had to register a week ahead for parkrun, but that doesn't seem true any more; a couple of hours will do, it seems. And even if it is, there's no reason why an orienteering system should need registration to be any earlier than whatever's required for the organiser to have the details at the start - which might be the night before for a forest event in an area with no mobile coverage, but as late as minutes before their start in an urban event. Nor is there any need to specify the course in advance, although that would help with allocating maps.
- roadrunner
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Re: Registration/Entries systems
As far as cutting the load on volunteers then I think we solved some of this a while ago down here.
https://www.attackpoint.org/viewlog.jsp ... 2013-07-27
Also note you dont need all the gear, just turn around the event laptop with the "Touch" program on it and people are quite happy to enter themselves.
Registration and download will often be unattended at our events ( though there is usually someone floating around if people need help ) - but we still require a person collecting the money.
In my view pre-registration is not a way to attract newcomers / casuals who need to see how the kids are feeling / what the latest family crisis is / and what the weather is like before coming to an event.
"Touch" can even make running OTD relays easy, something a lot of clubs wouldn't consider without pre-registration.
Full disclosure : I write the O-Lynx software and we do have a good map-master who is good at getting the required map numbers pretty good.
https://www.attackpoint.org/viewlog.jsp ... 2013-07-27
Also note you dont need all the gear, just turn around the event laptop with the "Touch" program on it and people are quite happy to enter themselves.
Registration and download will often be unattended at our events ( though there is usually someone floating around if people need help ) - but we still require a person collecting the money.
In my view pre-registration is not a way to attract newcomers / casuals who need to see how the kids are feeling / what the latest family crisis is / and what the weather is like before coming to an event.
"Touch" can even make running OTD relays easy, something a lot of clubs wouldn't consider without pre-registration.
Full disclosure : I write the O-Lynx software and we do have a good map-master who is good at getting the required map numbers pretty good.
- PhillipH
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Re: Registration/Entries systems
Online registration / entry is certainly something we are interested in as a club. I don't think that online registration creates a barrier for a newcomer - as mentioned it doesn't seem to be a problem for parkrun. Although I don't think that we would force online entry so at the event you would be able to fill out a form either on-line or on paper.
We have been registering kids at our schools events now for a number of years. They register on a paper form that has a registration number on it, we input that data and from then on they just need to use that number to register and all we need to do to enter them is tap in that number and the hire card number. This year we have also been using the same system to register adults that are non-BOF members. We had 500 EOD runs at the event a couple of weeks ago and the only problem we faced was running out of hire cards. However this takes 2 - 3 people at pre registration explaining the process and helping people, 2 - 3 people taking slips allocating SI cards and handing out maps (for the school series we give White - L Green in advance so people can talk through how they are going to do the course. Green & Blue are at the start). 3 people are on data entry / download.
During the course of this year we will be looking to move much of this on-line. With registration and entry being available both pre-event and on the day. The initial system would not have any option for payment, this would be taken on the day but could be on the cards later...
Even before considering the online aspect maintaining registration details in a database has benefits for both competitors and us:
As a competitor they are filling out no more on the initial registration form than they would have to do anyway (Name, Year of Birth, Gender, (school), email or phone number and if they would like information from us). Once filled in they only need the registration ID, course and SI card.
As organisers we only have the ID, SI card and course to enter into the system, we have a whole load of email addresses to send out information to about our events and setting up and maintaining leagues etc. is a lot easier.
Taking the registration and entry procedure online produces further benefit:
For the competitor:
Easier for repeat orienteers to enter events
Down the road we could even send results and splits to them.
For the organiser:
Reduced volunteer effort as there would be very little data entry, we would still need people to meet & greet / explain the process, take money, hand out maps and SI cards although in theory by allocating hire cards at the start you reduce this further.
A better idea of map numbers - given that for local events we print in house there is the carrot to the competitors that as long as they register by the map printing time they are guaranteed a map.
We have been registering kids at our schools events now for a number of years. They register on a paper form that has a registration number on it, we input that data and from then on they just need to use that number to register and all we need to do to enter them is tap in that number and the hire card number. This year we have also been using the same system to register adults that are non-BOF members. We had 500 EOD runs at the event a couple of weeks ago and the only problem we faced was running out of hire cards. However this takes 2 - 3 people at pre registration explaining the process and helping people, 2 - 3 people taking slips allocating SI cards and handing out maps (for the school series we give White - L Green in advance so people can talk through how they are going to do the course. Green & Blue are at the start). 3 people are on data entry / download.
During the course of this year we will be looking to move much of this on-line. With registration and entry being available both pre-event and on the day. The initial system would not have any option for payment, this would be taken on the day but could be on the cards later...
Even before considering the online aspect maintaining registration details in a database has benefits for both competitors and us:
As a competitor they are filling out no more on the initial registration form than they would have to do anyway (Name, Year of Birth, Gender, (school), email or phone number and if they would like information from us). Once filled in they only need the registration ID, course and SI card.
As organisers we only have the ID, SI card and course to enter into the system, we have a whole load of email addresses to send out information to about our events and setting up and maintaining leagues etc. is a lot easier.
Taking the registration and entry procedure online produces further benefit:
For the competitor:
Easier for repeat orienteers to enter events
Down the road we could even send results and splits to them.
For the organiser:
Reduced volunteer effort as there would be very little data entry, we would still need people to meet & greet / explain the process, take money, hand out maps and SI cards although in theory by allocating hire cards at the start you reduce this further.
A better idea of map numbers - given that for local events we print in house there is the carrot to the competitors that as long as they register by the map printing time they are guaranteed a map.
- peteT
- white
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Re: Registration/Entries systems
peteT wrote: I don't think that online registration creates a barrier for a newcomer - as mentioned it doesn't seem to be a problem for parkrun.
Obviously so since there is no registration at all required to run at a parkrun event - just turn up and start running.
Now regular parkrunners will tend to sort themselves out a bar code - just as regular orienteers will acquire their own SI Card. This doesn't resister you at a particular event it just allows you to identify your time from the published results. But newcomers tend not to (there are 33 "unknown" runners in the results from my parkrun this morning for example)
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