I. EVENT FORMAT
The first step when creating an event is selecting the event's format. Your format options are Tournament (round-robin, compass draw, traditional formats, ad-hoc), Match Play, Camp, or Clinic.
Here's a quick video describing your options:
If you're unsure of what format you'd like to run, no worries, you can just select "Tournament" for now, and then update the match format later (if you want to) when you're creating your draws.
II. VERIFIED STATUS
Once you've selected your format, you'll have to decide whether you'd like this to be a verified event.
Tip: You cannot change your event's verified status once it has registrants, so if you want your event to be verified, please make sure to set the verification correctly.
As a reminder, to run verified events, you'll need a Pro Club Subscription. You'll also have to follow the UTR Verified Club and Event Rules. Here are a few, which you'll also see when setting up your event if you choose verified:
III. EVENT SCHEDULE
Once you've set the format and basics of your event, you're ready to create your schedule. Here, you can select specific dates and times for registration and the event itself. You also have the option to choose whether to notify players of the date you plan on publishing draws.
For verified events, our rules require general registration to close at least 48 hours before the tournament starts, but organizers can allow late registration at their discretion. We recommend creating your event two months in advance to give players plenty of time to register.
Pro Tip: If you ever need to re-open registration after you've closed it, you can do so by following the steps outlined here.
IV. REGISTRATION
We've introduced new features that give providers more flexibility in managing event registrations. Here's an overview of the latest registration options:
Registration Withdrawal Policy/Fee
Providers now have the ability to set and charge player cancellation fees. If you choose to toggle this option, please note the following:
- The withdrawal fee must be less than the entry fee.
- It will only be charged if a player is withdrawing from all registered divisions.
- Once an event has registrants, the withdrawal fee cannot be changed.
Allow players to self-withdrawal
By toggling this option, players will be able to withdraw or change their registration without contacting the provider. This option will only be available until the specified date and time. After that, withdrawals can only be managed by the event provider.
If Refund Self-Withdrawals Automatically is enabled, players will be automatically refunded their registration fees when they self-withdraw, provided it is before the specified date and time. If you’ve set a withdrawal fee, it will be deducted from the refund.
Withdraw Division Process:
Doubles Divisions (Separate Partner Payments)
- If a player withdraws individually, their registration fee will be refunded if auto-refund is enabled.
- The partner who was already added will be moved to “Need Partner” status.
- If the partner is still in pending or invited status, they will be removed from the event entirely.
Doubles Divisions (Team Payment)
- When one partner withdraws, both partners will be removed from the division. If auto-refund is enabled, the refund will go to the partner who made the payment. Only the paying partner can initiate the self-withdrawal.
Singles Divisions
- Players who withdraw will be removed from the division, and if auto-refund is enabled, their registration fee will be refunded. This process remains the same as the existing functionality.
Additional Notes:
Entry Fees: Refunds are only given if players withdraw from all divisions they’re registered for.
Service Fees: Refundable only if all divisions are withdrawn and auto-refund is enabled.
Cancellation Fees: Charged only if players withdraw from all divisions and auto-refund is enabled.
Allow players to Switch Division
Players can change their current division to a different one, based on eligibility and available divisions. This process ensures that players are placed in the most suitable division.
- If the new division has the same cost, no additional charge or refund will occur.
- If the cost is different, players will receive a refund for the initial division fee and must pay the new division fee during the switch process.
Note: In doubles divisions, both partners will be moved together, even if they are paid separately or as a team. It’s important for partners to communicate before initiating a division switch.
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