*********************************** * BikeReg.com Guide for Promoters * *********************************** >>REGISTER<< ***** Register as a promoter on BikeReg.com. This can be done at: http://www.BikeReg.com/promoter/ >>SUBMIT<< ***** Fill out the online Add Event Wizard. This wizard will step you through the process of building your event online. The wizard can be found by logging into the BikeReg.com Promoter Area and then clicking the "Add an Event" link. After you event information is submitted, you will receive a reply from BikeReg.com when your event is live for online registration. Usually you will get this within 24 hours of submitting your information. The email you receive will include the URL of your registration page at BikeReg.com. You can use this URL to directly link from your online flyer to your registration page on BikeReg.com. Also, any other notes or information about your online event will be included. >>REPORTS<< ***** After your event is live, you can then access real time reports for your event. The BikeReg.com reports will show you the number of riders registered for each category and entry fees collected. You can also see detailed reports of exactly who is registered for each category. To access your online reports, login to the Promoter Area, click "My BikeReg.com Events", the click "Event Reports" for your event. If you have multiple events listed with BikeReg.com, you can access all the events from this page. >>POSTAL MAIL ENTRIES<< ***** Entries received by mail can be added to your online registration database by clicking the Add Manual Entries link on your events page in the promoter area. You only need to enter the information you are concerned with storing online for the registration lists. By entering this information you can then download a COMPLETE registration list, including racers who have registered by mail! >>DOWNLOAD<< ***** After your event's online registration has closed, you will want to download the final pre-registration list. To do this, go to your event reports page and click the "Download" link. * On the download page you can then choose which race category you want to download information for. If you choose ALL ENTRIES, then every racer registered for your event can be download at one time. However, you may want to download each race category into separate files to keep them sorted. You will need to decide what is best for your pre-registration process. * Then, choose which information you want in your download load file by moving fields to/from the Selected fields box. The information in the download file will be ordered in the same order as in the "Selected" items box. * To reorder these fields, you can use the up/down buttons to arrange the fields in the order you want. * Now highlight the field in the Selected box that you want your download file to be sorted by. For example, if you want the riders sorted by Last Name, make sure Last Name is in the "Selected" list and then click on it once to highlight it. * If you want rider numbers to also be included in the download file, check the Generate Start Numbers box, enter what number the numbers will begin at, and whether the series is ascending or descending. If you choose to generate start numbers in your download file, the start number will be the first field. * Now, click Submit to download your race data. * You will be prompted to either Open or Save the file titled RegXXX.csv. If you are running Internet Explorer and have MS Excel installed, choosing Open will open your registration data directly in to Excel. If you are running Netscape, you will most likely be prompted to Browse for and application to open the .csv file. You can click Browse and find excel.exe. Usually, this file is located at: C:\Program Files\Microsoft Office\Excel.exe If you are having trouble opening the download file directly, you can choose Save rather than Open. After you have saved the .csv registration file to your computer, you can then open it with Excel or any other data program that recognizes .csv files (Lotus 123, MS Access, custom timing software, etc.). * You can now format and modify the data downloaded from BikeReg.com to create your finalized pre-registration lists! >>RELEASE FORMS<< You will now want to print out release forms for you online participants. To do this, click the Print Release Forms link. This file is a PDF format and requires the free Adobe Acrobat Reader to open. After the document is opened, simply print the release forms for all your online registrants. The release forms will be sorted by Race Category, then by First Name. Now the racer can sign the pre-printed release at number pick-up. Be sure to have the pre-printed release forms at registration to help your registration go smoother and faster! ***** Be sure to test out the download procedures before your event to work out any problems you may encounter. If you have any questions or comments, please contact BikeReg.com customer support at tech@BikeReg.com or (888) 956-9560. >>RACE DAY<< If rider says they have registered online but do not show up on your start lists, ask them if they have their confirmation email or printed receipt. These will show the riders name, event registered for, and the category. Double check this info as they may have entered the wrong event or category by mistake. If you cannot verify that they are on your start lists, the rider will need to pay on race day to enter the race. Tell them to contact BikeReg.com if they have further questions. If they have been charged and also paid on race day, the charge to their card will be voided. The cases are rare, but it is good to know how to handle this. >>PREREGISTRAION CHECK LIST<< *** Pre-Registered List - 3 Copies (promoter/registration, officials, announcer) *** Blank registration sheets prepared for each category *** Blank Release Forms *** Pre-Printed Release Forms for online registrants *** One Day USCF License Applications *** Annual USCF License Applications *** Pens *** Pins *** Numbers *** Informational Signs indicating where to form lines, race day entry fees, whom to make checks to etc. *** Cash for Change *** Money Box or Cash Bag *** Volunteers! If you are in charge of registration, make sure you have enough volunteers so that you are available to troubleshoot race day problems. *** COFFEE! Thanks and good luck with registration!