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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