An event is quite a generic term that ManageMyMatch uses to describe any activity that a club or affiliate might put on and to which users would be expected to participate.
The description of an event can be quite varied because an event can encompass leagues, tournaments, county competitions, socials and so on. Because events are typically repeated from one week/month/year to the next this description is set up once (as a Series definition) and then each regular event is created from the series with the start and end dates being the key extra ingredient. But apart from the creation of an event and the preparation of any draws involved there are further considerations:
- How do people sign up to the event and how/when/what do they pay?
- How does a club control the booking of courts to support the event?
- For team events, how does a club nominate its teams?
The schematic below summarises the relationships discussed:
How do people sign up to the event and how/when/what do they pay?
Most events are "micro" in nature. Meaning that they are club specific tournaments open to most members for little or no fee. Every event has eligibility conditions and only eligible members of a club would be given the opportunity to sign up to such an event in My events and any (small) fee would be paid from the members club account when it happens. If the event is more substantial and incurs a heftier fee then these can be set up to be paid for in advance. There are two ways of doing this:
- Create an "event" type product that members can buy from My subscriptions (from the Products tab in Manage clubs). When this type of product is bought, the purchaser is automatically signed up to the event to which the product was linked. A product has its own eligibility constraints and can also define the courts available and their fees.
- Mark the event series as "Pay up front". These events are then shown in My programmes to which eligible users may sign up only by paying the fee (which is non refundable in ManageMyMatch).
A key difference for both the above mechanisms is that a family head is given the opportunity to buy into events on behalf of their family members.
How does a club control the booking of courts to support the event?
Events are set up on an affiliate level - which means that they could involve multiple clubs. Each club involved in an event can dictate its own court booking capabilities and fees with regards to hosting the event. This is why court arrangements are not made as part of the description of the event itself. However, since most events are intra-club, this distinction can seem slightly obtuse at first; In other words, the club has to describe the event in one place (Manage series) but define court usage for it in another (Events tab in Manage clubs). There are four specific refinements that a club can set on an event in this regard:
- Restrict eligibility to users who possess one or more specific products (or subscriptions) offered by the club
- Define the courts that can be used for the event and the fees that will apply
- Define who can block book courts for the event
- Nominate a particular court pattern (Court set) that allows for one-click or automatic booking
For team events, how does a club nominate it's teams
Club teams are set up separately (by each club) against an event that may have been set up externally to the club. If the team event is intra-club, then, just as it is for court booking arrangements, the teams need to be set up as a separate step to defining the event in the Teams tab of Manage clubs. Here the team name and the captains can be set.
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