Creating Events
Everything you need to build and launch a new event.
By Angus and 2 others3 authors44 articles
Getting Started
New to Eventrac? Learn how events and races work, and follow the setup checklists
- Event Set up ChecklistBefore launching your event, it’s important to review the essentials. This checklist highlights the main criteria you should double-check for a smooth launch.
- Understanding Events and Races in EventracThis guide explains the hierarchy of how Eventrac is structured and introduces the core terminology you’ll use when setting up your events.
- Race Set Up ChecklistWhen setting up a new race, it’s important to configure all the essentials before opening registration. 👉 If you’re setting up a recurring race, you don’t need to start from…
Setting Up Your Event
Create your event and set its key details, capacity and visibility.
- Creating an EventBefore you can add individual races or tickets, you need to create an Event. An Event acts as the container for your races, allowing you to manage and display multiple…
- Event Basic Information (Advanced Guide)This section covers all the elements of event details, including name, description, online entry, location, visibility, and advanced settings.
- Event vs Race CapacityWhen setting up your event on Eventrac, it's important to understand the difference between Event Capacity and Race Capacity.
- Event Basic Info (Advanced Options)The Advanced Options allow you to fine-tune settings for your event, including capacity, QR codes, bib numbers, and participant validation.
- Creating a Virtual EventAs well as physical events Eventrac can support Virtual events.
- Entry Confirmation EmailThe Entry Confirmation Email is the first automated email participants receive after successfully completing their registration.
- Event Visibility & Participant Display SettingsThese settings control how your event appears on your website and what participant information is visible.
- Customise Your Event’s Confirmation and Automatic EmailsChange your event's automatic emails so they look and sound like your brand: add your own text with Message Body, or redesign the whole email with Edit HTML.
Setting Up Your Races
Add races, set their details and open them for entries
- Creating a Race/Ticket (Basics)A race is a child account that sits within an event.
- Race DetailsWhen creating a race, you’ll see a Race Details section. Not every field needs to be completed — just fill in what applies to your event.
- 🎟 TicketingThe Ticketing section lets you control how participants enter your race — whether it’s free or paid, how pricing is set, and how fees are managed.
- Race ComponentsFor multi-discipline events like a duathlon or triathlon, you can add individual components to a race. Typically, a race will have 2–3 components.
- Ordering OptionsWhen setting up your tickets, you can adjust several settings to balance convenience for your customers with efficiency for your event.
- Age Category ProfilesDefine age category groups to which you can automatically assign your participants.
- Age & Gender RestrictionsEventrac allows you to control the age and (if needed) gender of participants entering different registration categories. This helps ensure your event complies with safety, legal, or competition requirements.
- Affiliating Your Race to a Governing BodyIf your event is recognised by a sports governing body, you can add an affiliation during race setup. This allows you to offer discounted entry fees to members of the…
- Custom MessagingWith Eventrac, you can add custom messages at different points in the registration and event journey. This ensures participants always have the right information, right when they need it.
- Renewing RacesRenew races year on year with just a few clicks and open your events for entries
- Activating Event TicketsBefore you can start accepting entries for an event, at least one ticket must be active. In Eventrac, you can either activate tickets immediately or schedule them to open automatically…
Pricing and Booking Protection
Set prices, early bird offers and age-based pricing, and offer Refund Protect
- Tiered Pricing (Early Bird Pricing)Offering discounted rates for a limited time creates urgency and motivates participants to sign up sooner. You can also use it to discourage late entries
- Age-Based PricingDynamic Pricing allows you to automatically adjust the price of a race entry based on their age.
- Refund Protect (Booking Protection)Increase customer confidence by offering them the option to protect their booking if they are unable to attend your event
Your Entry Form
Choose the questions participants answer when they enter
- Entry Form Custom QuestionsCustom questions let you gather valuable information from participants during registration.
- Customising the Entry Form for your eventThe Form Builder allows you to customise the questions that your participants are asked when they signup to your event.
- Collecting Other Information (Custom Questions)Whilst standard questions provide the most commonly used fields, you may also want to capture more specific information such as predicted finishing times, wave selection, market research questions or anything…
- Entry Form Conditional QuestionsThere may be times that a question is dependent on the answer to another question
- EA Affiliated Club PickerThe Club Picker helps standardise club data by providing participants with a pre-defined list of current England Athletics affiliated clubs.
- Entry Form Capacity QuestionsIn some cases, you may want to set a capacity on answers for a given question. An example of where this is useful is when asking participants what “wave” they…
Your Event Page
Make your event page look great and answer participants’ questions
- How to Customise Your Event Description with HTMLThis guide walks you through editing the HTML event description template step by step. No coding experience is needed — every part that needs changing is clearly marked in the…
- Event Page DesignThe landing page is your event shop window. Eventrac makes it quick and simple to create your event pages so they look great and are optimised for Google search and…
- Making an Image Mobile ResponsiveAdded an image to your website content and noticed it looks too big, overflows the page, or doesn't resize properly on a phone? You can fix this yourself with a…
- Event LocationEventrac lets you display an interactive map alongside your event details, giving attendees precise navigation support before they travel.
- Adding a course map to eventsPlot maps of your race routes so participants know what to expect on race day
- Course Map Unit & DescriptionParticipants often look to view a course map for events in which they have an interest, in fact a course map is in the top 3 factors a participant takes…
- System FAQsSystem FAQs are pre-built, platform-generated FAQs designed to help guide participants through standard processes. These can be enabled for individual events to provide consistent, helpful information without needing to create…
- Adding FAQs to your event pageA well-organised FAQ section can reduce participant enquiries by as much as 20-40%, helping to streamline communication and save time.
Letting Participants Manage Their Own Entry
Let participants transfer, switch race or cancel, without emailing you
- User Management ConfigurationUser Management Configuration allows you to enable self-service options such as updating booking details, changing races, and transferring entries to another participant.
- Setting Up Participant Self-ManagementEventrac's self-management features reduce admin overhead by letting participants handle their own entry changes — from updating personal details to transferring their place.
- Race Move Settings: Let participants change raceGive participants the freedom to switch to a different race without having to contact you, while you stay in control of what they pay and where they can move to.
- Cancellation Policy (Self-Cancellation)A cancellation policy allows your participants to withdraw from a race themselves and receive a refund based on rules you define. This helps reduce manual admin while providing a clear…
- Transfer Settings: Let participants give their place to someone elseLet participants pass their place to someone else if they can no longer take part, while you control the deadline, fees and how payment is handled.