Event Registration

Audience

Heads of Delegations are allowed to register fencers for EVF operated events through the application on the EVF website. For this they need ‘registrar’ rights for a specific country. More than one website user can have such ‘registrar’ rights for the same country, for example in case there are different HoDs of the same country for different events. However, each HoD of a country can register fencers of that country for all events open for registration, so make sure to collaborate on this.

Registration is also allowed for users with event Registrar rights. In that case, an additional country selection option is displayed in lieu of the ‘Head of Delegation of …’ header depicted in the images below. Such users are normally event organisers, but individual users can be given restricted rights to only manage the registration process.

Lastly, EVF system administrators have registration rights to all events, in order to address issues with the event organisation.

Process

Registration is started by clicking on the Register button for the relevant event in the Calendar overview. The basic overview for a HoD displays two tabs: Registration and Cashier. Event organisers may see more tab options.

The opening screen is depicted above. Marked in red are some key features. The tabular interface at the top indicates this is the Registration screen. Other screens are documented elsewhere.

Below the country indication is the search option to add new fencers to the registration, as well as an ‘Add New Fencer’ option to add fencers that are not in the database yet..
Then follows a ‘harmonica’ of participant lists for each of the events. At the top, a list of all participants for this country is displayed. If there are any special events for which people can sign up (like a Gala Diner), it is displayed below all regular competitions. Each competition list displays the number of entries and the number of actual competing athletes. Non-competition events only display the number of participants.

Search

For Registrars without an assigned country (EVF administrators, event organisers), a Country selection dropdown is visible in place of the ‘Head of Delegation’ text. This selection (not displayed in the image) will restrict selection of fencers for registration to the selected country. For regular HoDs, the country is set to the associated country of this HoD, in the case of the image the non-existing country ‘Testonia’.

By typing in text in the search field, the database is queried for fencers of the selected country matching their name with the text. These suggestion are displayed in the suggestion area directly below the search field. By clicking on the right hand side selection icon, a selection dialog is opened where the actual registration of the fencer can be set (see below). As each fencer is registered, they will appear in the relevant participant lists in the ‘harmonica’ at the bottom of the page. Each entry there also displays the selection icon to further update the registration of the fencer.

Add and Update

If the correct fencers do not show up in the list above, a new fencer may have to be registered in the database. Click on the ‘Add New Fencer’ link on the lower right of the suggestion list to open the ‘New Fencer’ dialog. Here you can enter the relevant information for this fencer.

The fields in this dialog speak for themselves. The surname is converted to all capitals upon saving; the country cannot be changed. Only the year of birth is used for determining categories, a complete birthdate is not strictly required (except for identification purposes if so required by the organisation). After saving, the fencer will appear in the suggestion area below the search field, where the entry can be selected as normal for further registration.

If the information of a fencer in the database is partly incorrect, you can select the appropiate pencil icon on the row of the fencer to open the ‘Edit Fencer’ dialog for that fencer. All the available data is then already filled in and you can change whatever data is incorrect. Then save the data by clicking on the Save button.

Registration Selection

Once the correct fencer is found or added to the database, the selection icon (a chevron in a circle, pointing to the right) at the end of the row of this fencer can be clicked to open the Registration Selection Dialog, displayed below:

For each of the available competitions and other side events, the HoD can indicate the presence of the selected person (fencer). In the above image, the selected fencer is a man of age category 2, as displayed at the top of the dialog. All the events available for this fencer are listed: both a foil and an epee event, and a non-competitive event (the Gala Diner). Currently, the fencer is registered for the Mens Foil Category 2 event and not for the other events.

Fencers can also register for non-athlete roles. In the above image, the fencer registers as ‘Coach’ as well, which is a role he will fulfil during the entire event. The HoD can select more roles for this fencer from amongst the ‘federative, country related’ roles, such as ‘Team Armourer’, ‘Physio’, general ‘Team Support’ or the ‘Head of Delegation’ role. Event organisers can select organiser roles as well (like ‘Referee’, ‘DT’, “Volunteer’). EVF System administrators can select EVF and FIE roles on top of that.

As each registration is marked, the data is directly saved to the webservice database. This process is marked at the end of the row. In case of errors (marked with a cross), or when the ‘saving’ state is not replaced (marked with a cloud-and-arrow) please try reloading the application: there could be problems with the current authentication session and reloading will reenforce this. If the problem persists, contact the EVF.

The Cashier tab will only list fees for competitions the fencer participates in as an Athlete, and for non-competition side events that have an associated cost (like a Gala Diner). There is (currently) no cost associated with the support roles as far as this application is concerned.

Accreditation Photo

The Registration Selection dialog described above also allows entering a (new, replacement) ID photo to be used on accreditation badges required during the event. Please select a JPEG image (photo) clearly depicting the fencer to easy identification. This photo does not have to meet all regular standards required for passports or licenses, but needs to be clear enough.

Upon uploading, the image is adjusted with respect to width, height and overall size. This automatic adjustment is quick and dirty. In case of problems, adjust the image before uploading using a common image program (e.g. Paint). The format is about 413 by 531 pixels, with an aspect ratio of about 0.77 (width is 77% of height). This is a regular format for photo’s used for IDs.

After closing the Registration Selection dialog, the participant overview displays the current list of participants, with a summary of the registered events and the state of the accreditation photo ID.

In the image above:

  • 1: there are currently 5 participants registered for all events combined. The other ‘harmonica’ fields for the individual events will list different numbers
  • 2: one of the registered participants is ‘No veteran’. This means the date of birth as entered does not qualify this participant for any competition. This is not a problem, as long as the person only acts as support (coach, armourer, head of delegation)
  • 3: the ‘Role’ column gives a quick overview of the roles and events for which this fencer is registered. Fencers are sorted by name in this list.
  • 4: the camera icons at the end of each row indicate the state of the photo ID.
    Blue means ‘photo was uploaded, is available, pending approval’.
    Green means ‘photo was approved by the organisation (or an organisation of a previous event)’.
    Red means ‘photo is available, but a replacement is requested’.
    A red cross means no photo was uploaded yet. All camera icons should be green by the time registration access closes.

Also visible in the image is a fencer whose line is marked with a red background. As it occurs, the current event does not have an age category 4 event. However, it is allowed to participate in an event for a younger category, so mr ‘Lastly Atest’ elected to participate in the Mens Epee category 3. The fact that the age categories do not match is indicated with the red background. This is not an error as such, but something to be aware of.

Please note that you should not be able to select events for which the age category does not match. If no events of the age category of a fencer are available, the next highest age category event is made available. However, if you change the birthday of a fencer, then register for an event and finally change the birthday back, you can circumvent the age category check. The red background will still appear. The event organisers will have to perform a manual check once all registrations are in to rule out any age category mismatches and deal with those.

More complicated situations arise when age category events are being added or removed during registration, birthdays are corrected, or the event is moved to a later date, past the august 1 category cut off date. In such cases, event organisers need to pay extra attention to the registrations.

Payments

Normally, payments for event registration are made by the HoD as a group. That means the HoD takes inventory of who wants to participate, manages their registrations and transfers the required fees in one transaction to the event organisation.

For some events, the payment method is ‘Individual’. That means that allthough the HoD manages all registrations, each participant is responsible to transfer the required fees themselves to the organisation. Naturally, this requires a more complicated administration on the organisation side. If this payment method is configured by the event organiser, the information on the Cashier tab will not display checkboxes for the HoD to manage receipt of fees.

If the event organiser so indicates, the payment method can also be a mix between group and individual payments. In that case, the HoD can decide for each registration how he/she wants to pay for it. The default is ‘group payments’, but by setting it to ‘Individual’, all new registrations are marked as being paid by the individual fencer.
To change from on payment type to another, unregister and re-register.
Which payment type is in effect for a particular registration is visible on the cashier tab.
Please be conservative with mixing payment types: this can cause headaches for the HoD, event cashier and accreditation.

Event organisers can always select the payment type, regardless of what is configured for the event. Additionally, they can select the ‘Organisation’ as payment type to indicate the registration will be paid for from the organisation budget.
System administrators can further select ‘EVF’ as payment type to indicate payment for specific registrations can be invoiced to a third party (the EVF usually).