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Managing Convention Events

This guide covers how to add and manage events within your convention, including tournaments, panels, and other activities.

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Adding Events to Your Convention

  1. Navigate to your convention in the admin dashboard
  2. Select the Events tab
  3. Click Add Event to create a new event

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Event Types

Spicerack supports different types of convention events:

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Tournaments

For competitive gaming events:
  1. Select Tournament as the event type
  2. Configure tournament-specific settings:
    • Format (Swiss, Single/Double Elimination, etc.)
    • Number of rounds
    • Prize structure
    • Registration requirements

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Panels and Presentations

For informational sessions:
  1. Select Panel as the event type
  2. Configure panel details:
    • Speakers/presenters
    • Duration
    • Audio/visual requirements
    • Seating capacity

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Social Events

For non-competitive gatherings:
  1. Select Social Event as the event type
  2. Configure event details:
    • Activity description
    • Capacity limits
    • Any special requirements

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Scheduling Events

  1. Set the event date and time
  2. Assign a venue room or space
  3. Specify duration
  4. Consider buffer time between events
  5. Check for scheduling conflicts with the Schedule View

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Event Visibility and Registration

Configure how attendees discover and register for events:
  • Event Visibility: Set whether the event is visible to all attendees or restricted
  • Registration Requirements:
    • Convention ticket required
    • Additional cost
    • Capacity limitations
    • Pre-registration necessary

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Managing Event Staff

Assign staff roles for each event:
  1. Go to the Staff section of the event
  2. Click Add Staff Member
  3. Assign roles:
    • Event coordinator
    • Judge (for tournaments)
    • Check-in staff
    • Technical support

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Event Communication

Send updates to registered participants:
  1. From the event dashboard, select Communications
  2. Choose Create Announcement
  3. Select your audience:
    • All registered participants
    • Staff only
    • Custom group
  4. Compose and send your message

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Checking in Participants

  1. When the event begins, navigate to the event in your admin panel
  2. Select the Check-in tab
  3. Use the search bar to find participants by name
  4. Mark them as checked in

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Post-Event Management

After your event concludes:
  1. Upload results (for tournaments)
  2. Send thank-you messages to participants
  3. Gather feedback through the post-event survey tool
  4. Download attendance and participation data