If an event needs to limit the number of entries for an event and it's expected to receive more entries than the limit, the club has the option to use the Event Ballot feature on the event. When a ballot is generated the system will randomly select and allocate entries to the the exhibitors.
The Event Ballot has three stages;
- Ballot Open: During this stage you will be able to create your entries, but you can't pay.
- Ballot In Progress: This is when the club is allocating the ballot, during this stage exhibitors can't create or pay for entries.
- Ballot Completed: When the ballot has been completed all exhibitors will be emailed the outcome of the ballot and their allocation. If your ballot has been approved you will be able to finalise and pay for your entries based on the allocation of the ballot. Clubs may include a timeframe to pay for your entries to allow the ballot to be run again and fill any remaining allocations, please ensure you entries are paid within the timeframe provided.
How do I know if an event is running a ballot?
The event name will include 'Ballot' as part of the event name and will also include the status of the ballot. When you select the event, the event details page will also indicate if the event is running a ballot and also the status of the ballot.
How can I be included as part of the ballot?
When the ballot is open, you need to select the event and create the entries you would like to have for the event. If you don't create any entries you won't be included as part of the ballot.
Do I have a higher chance of being approved for the ballot if I have more entries?
No. When the ballot is being generated the system will allocated the ballot by randomly selecting a user account, the number of entries will not affect the chance of having your entry accepted.
If the entry for the same dog has been added to more than one account, these entries will be given the lowest priority after all available allocations have been filled.
I have created my entries, what happens now?
If you have created your entries you now need to wait for the ballot has be completed. The system will email all exhibitors to notify you of the outcome of the ballot. If you didn't receive the email you are still have to select the event in your 'My Events' list to view the system of the ballot.
Why am I getting an error on my entries and it won't allow me to pay?
While the ballot it open you will be able to create your entries, but you won't be able to pay. The error is indicating that the ballot is open and that you can't yet pay for your entries. Please leave your entries and wait until the ballot is completed. When the ballot is completed the system will email all exhibitors to notify you of the outcome of the ballot.
I have been approved for the ballot, what now?
If you have been approved for the ballot the system will notify you your allocation. The allocations will be based on the class, if you have more entries for a given class than the allocation you will need to edit your entries to remove any entries to met the allocation limit. When your entries are within your allocation you will be able to finalise and pay for your entries.
I have been given an allocation, which dog can I enter?
You can select any dog for the entry as long as you are within your allocation.
How long do I have before I can pay and finalise my entries?
The club may set a timeframe for how long the ballot will remain completed so that you can pay and finalise your entries. If a timeframe as been set it will be included as part of the notification and will also appear on the event details page.
I didn't pay for my entries within the timeframe allocated, what now?
If the club runs the ballot again your allocation may be removed and allocated to another exhibitor and you will no longer be able to pay for your entries.