AllPlayers.com is not simply for sports teams to manage their leagues or team administration. Event managers can utilize the full suite of free group management services to manage all aspects of their event. From marathons, charity fun runs, golf tournaments or fundraising dinners, AllPlayers.com has the features needed to manage full-scale events.
How do we do this?
By utilizing the custom group features, event managers can easily create the event, communicate to all participants, distribute necessary forms and files, manage schedules for all involved and easily juggle all aspects of highly detailed events.
Let’s pretend we’re going to manage a 5K fun run. For our event, we have an event manager, several volunteers, a database of emails of those who participated in our fundraiser last year, sponsors, vendors, and we assume we will have spectators along the way.
Create the Page(s)
First the event manager creates the custom group page to initially set up the overall information about the event. This can be basic information about the event: add the logo, add information about the beneficiary, and any relevant details. This will be the “group above” for the event.
(in AllPlayers.com “group above” is synonymous with “parent group” and “group below” means “sub group”)
This is where AllPlayers.com comes in really handy: next you can create a “group below” for each of your sub-groups within the event. This can be a separate group page for your volunteers, participants, vendors, etc. Each of these groups has different information that needs to be distributed throughout, and AllPlayers.com makes it easier than ever to target your communications to only the necessary recipients.
(other ideas for groups below: age groups for participants, separate by gender, separate by grade level, etc…)
We need to accept credit card payments for registration and sponsorships, so we fill out the necessary paperwork to open and manage our merchant account. (this is all done with AllPlayers.com)
Add Content
Before we open registration, we need to make sure all of our information is in order for all participants. Create a “New Page” and name it Participant Packet. From that page, we’ll upload the zip file that contains all of the relevant information that our racers will need for the day. This can include .pdf versions of maps, vendor coupons, or any other information we want to make available to our runners.
Next let’s display the route to our racers. We have this available in a .png file format. Create a new page, add a content box through the admin dashboard and add this image to the box. This will display the map image.
We are lucky enough to have many companies sponsor our event. Create a new page called “Sponsors” and add a content box where you can add each sponsors’ logo and other relevant information (we can also create new boxes to be included on the default page of each group/group below for sponsor logos too!).
Registration
AllPlayers.com registration is the absolute easiest process available, for both managers and participants. The amount of control you have over your registration options will make managing this fun run incredibly easy. Simply define what date registration opens, when it will close, define min/max ages (if applicable), gender requirements (if applicable), you can limit the amount of people who can register for the given groups, define what information you need to collect from each participant, and presto, you’re done setting up registration!
Next, using the list of participants from previous fundraisers, we’ll use the “invite” feature and generate an official invitation to your event. AllPlayers.com will generate an email that you can send right away or copy and paste into your own email client to be sent. You can also share your invite on Facebook, Twitter, and Google+. Included in the generated email invitation is a link that will take your participant directly to the registration page for your event!
Participants can register for several roles, all which are defined and managed by the group administrator. For our fun run, we’ll have players (runners), volunteers, and fans.
All participants and sponsors can pay their fees, donations and other committed monies online through our online payment processing features.
Create Calendars
We know on which date the run will take place and from there we’ve established other important dates such as registration open and close dates, volunteer training, vendor ordering deadlines, etc.
For each of these groups below, you can also create specific calendars. For instance, your volunteers will need to know when training is, when certain deadlines for paperwork or other meetings and participants will need to know registration deadlines and other important dates. All calendars in our groups below will be aggregated in the main calendar to make sure all important dates are displayed for the relevant users.
Communicate
Once you have participants register, communication is a must. Whether you need to reach out to your volunteer list at the last minute to see if anyone can go pick up a box of t-shirts or need to announce to everyone a change in the schedule, AllPlayers.com communication services fit your needs.
Upon registration, each participant indicates if he/she wants to be notified by email or SMS text message, so you know your message is being distributed accordingly.
Services and Gear
AllPlayers.com has a diverse marketplace that discounts every type of equipment, gear, uniform and service we’ll need for our event. AllPlayers.com provides:
- Event t-shirts for runners, volunteers, managers
- Water bottles to hand out in gift bags
- Gift bags
- Event insurance
- Volunteer background checks
- Printing for sponsor banners, race flyers, brochures, signs, and race bibs
- Custom tents for race day management and sponsors
Free Zip Code Search
Don’t forget about the free zip code search! For those AllPlayers.com users looking for something to do in their area, your fun run will be displayed when someone searches for an event/activity within their specified zip code. We can extend our reach for fundraiser within the AllPlayers.com community!
Other than the coaches, youth teams rely on other leaders to help manage the flow of communication, flow of children, and the flow of Gatorade. The Team Mom is an essential person to a well organized team.
