How do I create an event entry event with sub events?

This article outlines how to set up an event entry event that has sub events. This type of event is used for athletic or marathon type events. The set up is pretty similar to a normal event set up, just with a few extra fields.

If you wish to create an event with no sub events, please click here.

In the following example we are going to be creating a marathon event that has a 5km and 10km run that entrants can register into.

1. Click the drop down arrow against EVENTS > MANAGE EVENTS.

2. Under the EVENTS tab click CREATE NEW EVENT.

3. Input the event name.

4. Select the EVENT ENTRY event type.

5. Select YES against use sub events.

6. Select a timezone for the event and a start and end date/time > click SAVE.

The event wizard will open up for you to continue through.

7. Fill out the event details.

7a. In regards to member types you can either use the default member type enabled for all organisations or you can create your own member types for the event.

In this example we have created a generic marathon runner event member type that everyone will select as this will be related to products that are available for everyone in the parent event. Sub event entrants will then be determined via the product they purchase. Admins can also create specific member types for each sub event rather than the one specific one if they prefer.

7b. Select whether or not you only want entrants to select one member type or your are fine with more than one. If you only want entrants to register to one sub event then make sure this box is ticked, however if you are okay with entrants registering to more than one sub event then leave this box unticked.

In this example the box is unticked as there is only one member type anyway but you can tick this if you have more than one.

8. Fill in all other event details > click SAVE.

Move onto Step 2: Event Products & Groups.

The parent event (which is the marthon event itself) needs to have at least one product added, so this is where you would charge a participation fee, marchandise products etc related to the event that's available for everyone. This also where you will set up the sub events and the products needed for those sub event.

10. Create or add existing event products that is available for all entrants when registering.

In this case we are charging a registration fee (mandatory) and an option to purchase a t-shirt.

  • If you are not charging a fee etc for the event itself, you will need to add one regardless, just put a $0 price to the product.
  • Here you can choose to add an event entry type product or a ticketing type product.
  • We recommend creating a generic event member type or using the default member type available when creating these products, as these products will be available for everyone rather than a specific type of runner (if using more than one member type).

Now you can create the sub events and add the relevant products for these events.

11. On the right hand side of the event product page, click CREATE SUB EVENT.

12. Input the name of the first sub event and add a description (optional).

In this example it will be the 5km Run.

13. Select the generic/mandatory product that will appear for that entrant registering to this sub event. 

In this example it will be the registration as that is mandatory.

14. Click SAVE.

15. Repeat steps 11-14 for any other sub events needed.

Once all sub events have been added your event will appear similar to the below.

Now you can add the relevant sub event products to these events. These can be created within the event itself or pre-created and then added.

16. Click into the first sub event.

17. Create a new event product for this sub event or add an existing one that you created previously > click SAVE.

18. Repeat for all other sub events.

19. Move onto Step 3: Questions & Layout.

20. Move onto Step 4: Messaging & Notifications.

20a. Under the MESSAGING tab Input any messaging you would like for when the entrant registers (this is based on the parrent event, not each sub event so make this generic). 

20b. Under the TICKET & INVOICE tab, you also have the option on whether or not you would like to generate an event ticket and event entry pass for the participant based on their registration- this is automatically defaulted to YES, so untick this box if you wish to not have one generated for entrants. More information on event tickets can be found here (insert link).

21. Move onto Step 5: Publish.

Input the relevant sub domain and form status for this event as per a normal event set up.