Tournaments

Tournament Day Management

Practical guide to managing tournaments with eParkiet on event day

Complete guide to managing your tournament effectively on event day using eParkiet's features and practical organizational strategies.

Pre-Tournament Preparation

Essential eParkiet Setup

System Access:

Ensure reliable internet connection at venue
Test eParkiet access on tournament day devices
Have backup mobile hotspot available
Export backup participant lists as PDF/Excel

Data Verification:

Review all participant registrations and payment status
Verify category assignments and starting numbers
Check tournament settings and pricing
Export final participant lists for printing

Backup Strategy: Always export participant lists and payment status before tournament day. If internet fails, you can still manage check-in with printed lists.

Physical Preparation Checklist

Required Equipment:

Laptop/tablet - for eParkiet access
Mobile phone - backup internet connection
Printer - for last-minute documents
Power cables - chargers and power strips
Paper supplies - for printing participant lists

Internet Connection:

Primary venue WiFi connection
Mobile hotspot as backup
Test both connections before tournament
Have venue contact info for technical support

Registration Setup:

Check-in table - computer setup for eParkiet access
Payment handling - method for last-minute payments
Starting number distribution - organized numbering system
Information display - schedule and category information

Participant Communication:

Email reminders sent 24-48 hours before
Contact information readily available
Tournament schedule and venue information
Payment deadline reminders

Print Before Tournament:

Participant lists - all categories with payment status
Category schedules - detailed timing
Contact lists - participant phone numbers and emails
Payment status report - who still owes money

Digital Backups:

Export all data from eParkiet as backup
Save participant information offline
Tournament settings and configuration backup
Financial transaction records

Tournament Day Setup

Morning Preparation Timeline:

3 hours before: Venue setup and equipment testing
2 hours before: eParkiet system check and participant list printing
1.5 hours before: Registration table setup and team briefing
1 hour before: Participant check-in begins
30 minutes before: Final verification and readiness check
Start time: First category begins

eParkiet System Check:

Log into eParkiet and verify all data is current
Test internet connection and backup options
Print final participant lists with payment status
Verify tournament settings and category information

Participant Check-in Management

Registration Process with eParkiet

Check-in Station Setup

Essential Equipment:

Computer or tablet with eParkiet access
Reliable internet connection (primary + backup)
Printer for last-minute documents
Participant lists (printed backup)
Payment tracking method for outstanding fees

Registration Flow:

Set up registration table with clear signage
Organize printed participant lists by category
Prepare starting number distribution system
Test eParkiet access and backup systems

Check-in Process

Step-by-Step Check-in:

Participant Identification - Verify name and contact information
eParkiet Verification - Check registration status in system
Payment Confirmation - Verify payment completion
Information Distribution - Provide schedule and venue information
Record Attendance - Mark participant as present

Common Issues and Solutions:

No Registration Found: Search by alternative name spellings or phone number
Payment Incomplete: Direct to payment processing or note for follow-up
Category Questions: Refer to printed category information
Schedule Inquiries: Provide current schedule and any updates

Using eParkiet for Check-in

System Features:

Search participants by name, email, or phone
View payment status for each registration
Access category assignments and participant details
Update participant information if needed
Track attendance for tournament management

Backup Procedures: If eParkiet is unavailable:

Use printed participant lists for check-in
Record attendance manually for later system update
Handle payments with receipts for later processing
Update system when connection is restored

Tournament Day Operations

Managing Tournament Flow

Key Responsibilities:

Monitor participant check-in progress
Track payment completion status
Manage category timing and flow
Handle last-minute changes and issues
Communicate with participants and team

Using eParkiet During Tournament:

Real-time participant tracking - see who has checked in
Payment monitoring - track outstanding payments
Participant communication - access contact information
Category management - review assignments and make changes

Handling Common Situations

Common Registration Problems:

Participant Not Found:

Search by alternative name spellings
Check email address or phone number
Verify tournament and category selection
Check if registered under partner's name

Category Confusion:

Review category requirements and participant eligibility
Check age group and experience level requirements
Verify dance style selections
Explain category differences clearly

Missing Information:

Update participant details in eParkiet
Collect missing contact information
Verify emergency contact details
Complete registration data as needed

Payment Issue Resolution:

Outstanding Payments:

Check payment status in eParkiet
Accept payment via available methods
Issue receipt for cash payments
Update payment status in system

Payment Disputes:

Review payment history in eParkiet
Check for partial payments or refunds
Verify correct pricing for categories
Document resolution for records

Refund Requests:

Review refund policy and deadlines
Process refunds according to terms
Update participant status if withdrawing
Maintain clear refund documentation

Managing Schedule Adjustments:

Category Delays:

Communicate timing changes to participants
Update printed schedules and announcements
Adjust subsequent category start times
Notify judges and support staff

Participant Withdrawals:

Update eParkiet to reflect withdrawals
Adjust category participant counts
Process refunds if applicable
Inform judges of final participant list

Last-minute Registrations:

Check category availability and limits
Process payment immediately
Add to eParkiet system
Update category lists and materials

Competition Management

Category Preparation

10 minutes before category start:

Check judges - everyone in place
Check couples - final participant list
Prepare music - playlist ready
Mark floor - starting areas
Brief photographer - key moments to capture

5 minutes before:

Announcement - call couples to floor
Check microphones - speaker voice test
Final check - starting list final
Start music - introduction music

Competition Conduct

Standard workflow:

Category introduction - presentation, sponsors
Couple entry - participant showcase
First dance - eliminations
Recalls - announce couples to next round
Semi-final/Final - subsequent rounds
Results - announce winners
Ceremony - award presentation

Speaker tips:

Speak clearly - clear diction, slowly
Energy level - adjust to category (children vs seniors)
Involve audience - applause, cheering
Time management - don't extend ceremonies
Problem handling - calmly resolve issues

Communication During Tournament

Participant Communication

Communication Methods:

Venue announcements - PA system or direct communication
Information boards - written updates and schedules
Direct contact - using eParkiet contact information
Social media - tournament updates and results

Key Messages to Communicate:

Category start times and any delays
Check-in requirements and deadlines
Payment status and outstanding fees
Schedule changes or adjustments
Important venue information

Using eParkiet for Communication

Contact Information Access:

Participant phone numbers - for urgent communications
Email addresses - for detailed information
Emergency contacts - for serious situations
Participant preferences - communication methods

Information Distribution:

Use exported contact lists for group communications
Send updates via email for important changes
Access individual contact details as needed
Maintain communication records in system

Handling Tournament Day Issues

Technical Problems

eParkiet System Issues:

Internet Connection Loss: Use mobile hotspot backup or work offline
System Access Problems: Use printed participant lists as backup
Payment Processing Issues: Accept cash/check payments and update later
Data Sync Problems: Document changes manually for later system update

Technology Backup Plans:

Always have printed participant lists and payment status
Keep paper forms for manual registration if needed
Use mobile phone backup for internet connection
Document all changes for later system updating

Operational Challenges

Common Tournament Day Problems:

Late Participant Arrivals:

Check eParkiet for registration and payment status
Process any outstanding payments quickly
Update attendance records in system
Communicate with category coordinators

Payment Issues:

Use eParkiet to verify payment history
Accept payment via available methods at venue
Issue receipts and update system status
Handle refunds according to policy

Registration Changes:

Check category availability and requirements
Calculate any additional fees required
Update participant information in eParkiet
Document changes for record keeping

Emergency Procedures

System Backup Strategy:

Primary: eParkiet system with reliable internet
Backup: Mobile hotspot for internet access
Emergency: Printed lists and manual processes
Recovery: Update system when connection restored

Documentation Requirements:

Record all manual changes made during emergencies
Document payment transactions processed offline
Note participant status changes and withdrawals
Update eParkiet system as soon as possible

Post-Tournament Tasks

End of Tournament Day

Final System Updates:

Update attendance records - mark no-shows and late arrivals
Process final payments - complete any outstanding transactions
Update participant information - any changes made during tournament
Backup tournament data - ensure all information is saved

Financial Reconciliation:

Verify payment totals - compare expected vs actual revenue
Process refunds - handle any tournament day refund requests
Update payment status - mark all transactions as complete
Generate financial summary - using eParkiet reports

Post-Tournament Follow-up

Participant Communication:

Thank you messages - using eParkiet contact information
Tournament results - if applicable to your tournament type
Photo sharing - links to tournament photos
Feedback requests - survey links for improvement

System Maintenance:

Data verification - check all information is accurate
Export final data - backup for records
Update participant database - mark tournament completion
Financial reporting - generate final revenue reports

Documentation:

Tournament summary - participation numbers and revenue
Lessons learned - notes for future tournament improvements
System performance - how well eParkiet worked for your needs
Participant feedback - collect input for future events

Success Tip: Use eParkiet's reporting features after the tournament to analyze performance and plan improvements for future events.

Next Steps

Reports and Analytics - Analyze tournament performance
Financial Management - Complete financial processing
Future Planning - Apply lessons learned to next tournament

Tournament Categories Management

Complete guide to creating and managing dance competition categories

Managing Participant Registrations

How to handle registrations, edit participant data, and manage starting lists