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For Promoters: How to Set Up or Edit a Race Event
For Promoters: How to Set Up or Edit a Race Event
David Call avatar
Written by David Call
Updated over a week ago

On this page:

Edit an Existing Event / Create a New Event

Setting up your race event in RaceReady's system is important to get right. Let's show you how.

The steps you need to follow before setting up your first event are as follows:

  1. Create your RaceReady Promoter Account and set up your Stripe Account. If you haven't done so yet, here's a guide on how to set up your promoter account.

  2. Create or edit your Custom Classes. Here's a guide on how to create or edit your custom classes.

  3. Create or edit any Passes or Club Memberships required for event registration. Here's a guide on how to create or edit your passes or club memberships.

Once you have completed these steps (which usually only need to be done once), you will have all the necessary components ready to create a new event. If you are unsure whether you have set up your event correctly and want to review it quickly, you can refer to this guide.

To edit an existing event, follow these steps:

  1. Go to the Events tab.

  2. Find the event you wish to edit.

  3. Click on the menu icon located at the top right corner of the event.

  4. Select "edit" from the menu options.

Once you have selected an event, you can access any section of the event and make the necessary modifications. Simply follow the steps outlined below and click "save" after making the changes. The remainder of this article will now guide you on how to create an event from scratch.

Create a New Event

From your dashboard, select "Events" on the lefthand menu, and select the Create button.

From this point, you have the option to create either a series of events or a single event. If you're new to RaceReady, we suggest starting with a single event.

Next, choose an image that will be displayed on the registration page, provide a name for the race, create a public URL, and select the dates for the race.

In the custom URL field, whatever you enter will be added to the end of the URL

Choose what days that have required fees and what time online registration closes.

If a racer needs to pay separate registration fees for each day, you should select "Requires Fees" next to each day on the list where separate entry fees will be charged.

If, on the other hand, a single registration fee applies to multiple days, only select "Requires Fees" for the first day in the list. This will ensure that racers only need to purchase one entry fee per class, and it will be valid for each day of the event.

After that, you can choose a previous race location or click "Add a New Location" to create a new track. Once you have created a new location, you can select it from the dropdown list.

Next, add your event description, contact information, phone number, email and website (you can use a facebook page if you don't have a website).

Click the "Next" button at the bottom of the screen:

After completing the tasks on the Basic tab, you will be directed to the Pricing tab where you can set prices and fees for your event. Here, you have the option to add various additional items, such as:

  1. Season Pass: If desired, you can include a season pass that applies to this specific event.

  2. Membership(s): You can specify any memberships that need to be purchased as part of the event registration.

  3. Registration Fees: This allows you to charge for additional items or services apart from race entries. For example, you can charge for practices, wristbands, or group meals. In the "Forward Fees To" field, you can indicate whether the fees should be directed to your organization or another organization.

  4. Campsites: If applicable, you can include options for booking campsites.

These options allow you to customize the pricing and fees for your event based on your specific requirements.

Add camping options by selecting "Add Options" in the camping section, and filling out the form. You can create a pick list of campsites to hold in inventory on this form, by typing in the name of each campsite in the "Add Site" field, and pressing enter. It will populate in the list below once you do.

We recommend uploading an image of the numbered campsites here as well.

Once you've finished creating your fees, select the "Next" button at the bottom of the form. This will take you to the Format tab, where you set up the race format:

Set the number of laps to the highest number you expect to have in any one race during the event. Don't worry--if you have to add an extra lap or two last-minute, this won't prevent you from doing so. It will just add the checkered flag icon to the live timing feed once a racer reaches that number lap in their race. Final results are not reliant on this value however.

Also, "Gate Choice" lets you determine how to allocate the gate pick for the first moto. Subsequent motos will allocate gate choice based on the prior moto's results, as is usual.

The points table allows you to select the "Default" (AMA Standard Scoring) points table. RaceReady is preparing the option to build your own points table from this tool as well—watch for a "Create Points Table" option on this dropdown.

Once you select "Next", you can select which classes you'll offer at this event. You should have created your custom classes previously, in the "Classes" tab on the lefthand menu. Select as many classes as you plan to offer at this event, and set their fees as appropriate. Click "Add Classes":

Then select which classes you which to include:

Once you select "Next", you can manage your waivers for this event. Select "Add Waiver" and create a new waiver by uploading a file and giving it a name:

Once complete, advance to the final step: Review. From here, you can review the details, publish the event to make it live immediately, or simply save it to make it live at a later date. Copy your Shareable URL, and spread the news far and wide!

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