Event Prizes will allow you to print Event Prize Vouchers before the event to be handed out as the prize or you can allocate Club System Credits as prizes after the event. You can also run reports to assist you with planning and preparing for the event.
From the Event Details page, in the 'Event Options' section, click on the 'Event Prizes' button.
MENU > CLUB AREA > CLUB EVENTS > EVENT NAME > EVENT OPTIONS > EVENT PRIZES
Event Prize Reports
To be able to run any of the Event Prize Reports you first need to have an 'Event Prize Template' set up for the club. Click on the 'Prize Reports' button from the' Event Prizes' page. This will list all the Prize templates and you can run the report for the selected template.
- Event Prize Report: This will give you the total cost of all your prizes to assist you with knowing the total amount of Club System Credits to hold when closing the event.
- Event Denominations Report: If you are offering cash as your prize, this report will assist you with the different number of denominations that you will need from the bank. * The Denominations Report can only process whole numbers without any cents.
The type of award will determine the data for the report.
- If the award is at Group Level and above the system will use the judges to determine the number of prizes to allocate and can be run at any time.
- If the award is below Group level the system will then use the entries available to allocate the prices for these awards, in this case the report will only be accurate when entries are closed.
Generating Prizes Overview
There are two options to create prizes;
- Option 1: Create and Print Event Prize Vouchers
- Option 2: Allocate System Credits
Both options will work the same way in how you generate and allocate prizes/vouchers. As you create prizes the system will display your Club Credit Balance, any Pending Credit Prizes, and Available Credits. Prizes can be added manually one at a time or you can generate the prizes by using an 'Event Prize Template'.
As Prizes are added they will appear in the 'Unpaid Pending Prizes' list. The Pending Credit Prizes amount will increase and the Available Credits will also decrease by the prize amount.
Generate Prizes from a Prize Template
From the Event Prizes page click on the 'Generate Prizes From Template' button. Select the Prize Template and click on the 'Generate Prizes' button. Any prizes that have not yet been paid will be deleted and replaced with the newly generated prizes. This is the quickest way to get up and running, once the prizes have been generated you can then edit, remove, or manually add more prizes.
Option 1: Create Event Prize Vouchers
Event Prize Vouchers will allow you to print vouchers that can be handed out at the show.
*The catalogue does not need to be created to generate Prize Vouchers, this can be done at any time and the system will use the configuration of the event.
Manually Add Event Prize Vouchers
To add a new prize input the dollar amount of the prize, the quantity of prizes needed, and also a reason the click on the 'Add Prize' button. Setting the quantity will generate that number of the given prizes, for example, if you have Class In Show prizes you may want to put in a quantity of seven if you have seven classes. The reason will be used in the list of prizes and will also be printed on the gift voucher.
Save Prize Vouchers
After all the prize vouchers have been created, click on the 'Save Prize Vouchers' button at the bottom of the Pending Prize Vouchers list.
* It is important to review all the prizes about to be saved. Once the prizes have been saved, it is not possible to delete the prize.
Review the prize vouchers and click the 'Send Vouchers' button. You can now export or print your vouchers.
Print Prize Vouchers
From the Saved Prize Vouchers list click on the 'Print Prize Vouchers' button, this will allow you to download and print the vouchers. There will be three vouchers to a page, the vouchers will contain the amount, reason and also instructions for the exhibitors to redeem the vouchers.
*The club can redeem any unused vouchers as a 'Club Credit'.
Option 2: Allocate System Credits as Prizes
Allocating System Credits as prizes can be done after the event and the system, this process will input the credits directly into the exhibitors account. You can manually add prizes or by using a template the system will allocate the prizes to the exhibitor by using the live results.
*To be able to allocate any prizes for the event, the event must be closed and the catalogue generated.
Manually Add Credit Prizes
To add a new prize input the Exhibit Number, Prize Amount and you can add an option Reason which will appear in the notification sent to the exhibitor and click on the 'Add Prize' button.
Send Event Prizes
After all the prizes have been created, click on the 'Send Prizes' button at the bottom of the Unpaid Pending Prizes list.
* It is important to review all the prizes about to be sent. Once the prizes have been sent, it is not possible to delete or recall the prize from the exhibitor.
Review the prizes and click on the 'Send Prizes to Exhibitors' button. This process will allocate the funds into the exhibitors account to be used for future payments. The exhibitors will also be notified that *System Credits have been added to their account.