StoaHub - Setting up Events

Before setting up events, you'll first need to set up your patterns. (see Setting up your patterns and schedule document) Once your patterns are created, you can set up your events.

There are 2 ways to set up your events. The first way is to set them up in the "Guided Setup". If you want to skip the Guided Setup, the second way is to go straight to event settings by navigating to Admin - Setup - Events and skip to step 6.

1. Once in the Guided Setup, navigate to the "Events" step. There you will see all official Stoa events located. Simply assign each event to it's pattern in the pattern column.

2. You can put a limit on how many students you want in that event in the "Event Entry Limit" column. *Keep in mind that in events with a team (Duo, TP, Parli), you are entering a limit of teams, not students. StoaHub counts a team of two students as 1 entry.*

3. For "Waitlist Event", toggle the button to green if you want students to be assigned to the waitlist after the event fills up.

4. Once you've set up all your events, click "Save" at the bottom.

5. If you setup your events in the Guided Setup, you still need to finish setting up the event settings. Navigate to Admin - Setup - Events

6. You'll see all of your events you created. Click on them each one by one. If you didn't set up your events in Guided Setup, you can create them here by clicking + Add Event. Make sure you follow down the line, including setting up the Fee Category explained in step 15.

7. When the event pops up, here are the different things you'll see.
8. Pattern: Verify that the event is in the correct pattern.

9. Stoa Event: Confirm which event it is.

10. Event Type: Is it a speech or debate event

11. Name: The name of the event.

12. Category: Qualifying is for official Stoa NITOC qualifying events. Non-Qualifying is for custom events that a tournament might offer for varsity competitors. Juniors is for any events that are specifically for Juniors.

13. Persons: This will be the number of persons that make up an entry. For all events where it's just one student by themselves, you'll enter the number "1". For all events that require a partner to make up a team (Duo, TP, Parli, etc), you'll enter "2".

14. Ballot Template: This controls the template of ballot that StoaHub will print, IF you're using StoaHub for ballots.

15. Fee Category: You need to assign each event a fee category. If you miss this step, when people sign up for your tournament and get to the payment page, their events will not show up because you haven't told the event what category it's under.

16. Waiting List: This controls whether you want students to be on a waitlist after the event is full.

17. Event Entry Limit: This is where you cap how many entries can enter this event. Remember that for team events, a team counts as 1 entry, not 2. So if you want to cap it at 20 TP teams, enter 20 NOT 40.

18. Has reached waitlist cap: This setting will start unchecked. Once an event has reached it's limit, this will automatically engage and all for all other students who try and enter the event to be put on the waitlist. You don't have to do anything with this box.

19. Event Rules: This is a future feature and can be left blank for now.

20. Schedule: This is where you'll assign where in the schedule this event will take place. For now, you can skip this step.

21. Event Settings: This is where you can see the setting for this event when tab is used in StoaHub. For now, you can skip this step.

22. Advanced Options:
    1. Abbreviation - you can skip this
    2. Show Registered Entries - This is where you'll go if you want to make registered students public for any specific event. If you check this box, they'll appear on the home page
    3. Accepting Entries - If for whatever reason you want to stop people from registering for an event, you'll need to uncheck this box.

23. Delete - If you want to delete an event, check this box and hit "Update". BE VERY CAREFUL NOT TO DELETE AN EVENT AFTER STUDENTS HAVE STARTED TO REGISTER.

24. Once you have everything updated, click "Update". You'll see a green message at the top saying that you settings are updated.

You have now set up all of your events properly.

25. Click on the events tab at the top.

26. On the menu on the right side, you can skip "Reports", "+Add Event", "Scheduling", and "Prompts".
27. Event Exclusions: If you would like to restrict registration in two events (for example, students in extemp can not register in any other event) you can add those here.

28. Advanced: If you want to limit how many speech events a student can do overall, you can set that here.

29. Deleted: If you deleted any events, you can restore them here.