How to organize a race with Weezevent ?

How to organize a race with Weezevent ?

Running is in the air today ! 

This friend­ly and fes­tive event pop­u­lar with ath­letes (includ­ing occa­sion­al run­ners) requires sub­stan­tive pre-race plan­ning regard­ing its reg­is­tra­tion mod­ule con­fig­u­ra­tion.  Any event orga­niz­er wish­ing to ensure an easy-to-use and pow­er­ful reg­is­tra­tion plat­form knows how impor­tant this key step can be.

How to pro­ceed ?

Weezevent sup­ports you from start to fin­ish in plan­ning your event and makes life eas­i­er for you with a friend­ly and cus­tomiz­able solu­tion.  The first step is to cre­ate a Weezevent  account and then you can start con­fig­ur­ing your event.

Before the event :

Once you have com­plet­ed the basic data (loca­tion, date, event descrip­tion, etc.), Weezevent  pro­pos­es many fea­tures that will help you refin­ing your reg­is­tra­tion mod­ule.  Among those, you will have to set­tle var­i­ous logis­tic prob­lems relat­ed to a race event, such as :

- Man­age­ment of tick­et types: You will have to con­fig­ure var­i­ous tick­et types that will be select­ed by the attendee (nor­mal, child or dis­count rate, etc.).  More­over, a pro­gres­siv­i­ty log­ic could be imple­ment­ed in your tick­et types accord­ing to the time frame and/or quan­ti­ties.  For exam­ple, a type of tick­et will become avail­able online only when anoth­er type will be sold out.

- Man­age the start­ing line: You could con­fig­ure your race in a way to orga­nize starts by wave.  By set­ting up many tick­et types clas­si­fied in dif­fer­ent cat­e­gories you design a clear and com­pre­hen­si­ble reg­is­tra­tion plat­form for atten­dees, who can choose their wave starts.

- The race appli­ca­tion form: Weezevent pro­pos­es a cus­tomiz­able form to learn every­thing about your par­tic­i­pants! Besides per­son­al info such as age, gen­der or home town, con­tact infor­ma­tion, this tool will become a pre­cious data­base because you can use it to ask addi­tion­al details about your clients.

  • Some races require a med­ical cer­tifi­cate or a license to enroll. Via Weezevent, the attendee can down­load a sup­port­ing doc­u­ment  (CNI, med­ical cer­tifi­cate, license) that you can refer and mod­er­ate using our plat­form and final­ly con­firm or not the reg­is­trant.  Also, the par­tic­i­pant can give emer­gency con­tact infor­ma­tion.   Final­ly, you could ask info about t‑shirt size (good­ies always very appre­ci­at­ed by run­ners).
  • The con­fig­u­ra­tion of your race appli­ca­tion can be improved with charged ser­vices to be select­ed by the par­tic­i­pant. You can offer a can­cel­la­tion insur­ance or pro­pose to book in advance a meal.
  • Team man­age­ment: we have imple­ment­ed a new fea­ture for team man­age­ment. When reg­is­ter­ing, the team leader gets a code that he dis­trib­utes to his team­mates in order to join their team and ben­e­fit togeth­er from price and race.

- What is the rela­tion between Weezevent and your time­keep­er ? From your Back Office, you have access to all the atten­dance lists.  This data­base can be export­ed from a CSV (Excel) for­mat file.  It will then become easy to trans­mit all the required data to the time­keep­er!

- Sub­scribers’ list and off line reg­is­tra­tion: Once reg­is­tered, the attendee has access to the sub­scribers’ list direct­ly on the reg­is­tra­tion appli­ca­tion.  You will also take into account those who don’t want to reg­is­ter online and add them to your guest list.  Then, all your par­tic­i­pants will be includ­ed in a sin­gle list !

Dur­ing the event : 

- The big day will take place soon? It’s time to con­fig­ure your Access Con­trol Lists to con­trol your tick­ets.  To con­fig­ure them, log in to Weezevent Back Office, pro­ceed to Access Con­trol > Access Con­trol List > Add.
This is where you will deter­mine which ticket(s) will be accept­ed dur­ing the access con­trol, accord­ing to tick­et types and starts.  This tool becomes very effi­cient for wave starts.

- Admis­sion and con­trol: On the D‑Day, the admis­sion con­trol will be sim­ple and quick. If you want to allo­cate bibs num­bers to par­tic­i­pants noth­ing eas­i­er: with our con­trol scan­ners cen­tral­iz­ing all the data, you will ben­e­fit from our pair­ing mode.  This strange word sim­ply means that a link between the e‑ticket and the bib that you will have pre­vi­ous­ly print­ed, will be estab­lished.  As a mat­ter of fact, the e‑ticket becomes a bib with­draw­al order !

Dis­cov­er the modus operan­di of our solu­tion in images, on the occa­sion of the Col­or Run :

- Atten­dees’ admis­sion allows real-time track­ing of the num­ber of race bibs being with­drawn. You can then cre­ate sta­tis­tics on the lev­el of atten­dance know­ing at what time of the day ath­letes with­draw their bib.  How use­ful this infor­ma­tion can be when time comes to read­just the num­ber of vol­un­teers to col­lect bibs.

- A lit­tle advice: plan an “arbi­tra­tion” desk. It must be equipped with an inter­net con­nec­tion and a com­put­er to have access to the guests list and check all the infor­ma­tion.

After the event : 

- You will have access to all your race sta­tis­tics: the num­ber of sub­scribers, the actu­al num­ber of atten­dees, the num­ber of bibs with­drawn … since a dash­board avail­able through the Sta­tis­tics tab from the Back Office.  With this real-time (WiFi con­nec­tion) intu­itive and syn­chro­nized fea­ture, Weezevent  pro­vides  you with a sim­ple and fast analy­sis.

- More inter­est­ing option: the man­age­ment of your atten­dance data­base. You can per­form a detailed ana­lyze on all your atten­dees.  All the data col­lect­ed in your appli­ca­tion form are in the Excel file (CSV for­mat).  It becomes easy to retain your audi­ence in post­ing results, pho­tos of the event, and e‑mail them about the next event you will orga­nize.

The strong points of our solu­tion :

- With Weezevent you are com­mu­ni­cat­ing your event in keep­ing the visu­al iden­ti­ty of your “brand”. With a sim­ple copy/paste you can embed our reg­is­tra­tion mod­ule direct­ly in your own web­site.

- Be there where your poten­tial par­tic­i­pants are! Fast and sim­ple, inte­grate your online reg­is­tra­tion mod­ule on Face­book, a fan­tas­tic way for you, event orga­niz­er, to be con­nect­ed and get clos­er.

Case study: read our inter­view with Jeff, cofounder of the “Ruée des Fadas” who explains how and why he uses Weezevent

Are you con­vinced ?  Don’t hes­i­tate any­more and test with no charge our online reg­is­tra­tion solu­tion !

A ques­tion ?  Don’t hes­i­tate to con­tact us by e‑mail :


Ready to plan your own race? Start now with Weezevent:

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