Integrated Event Types in Rodeo Producer
Rodeo Producers offers the ability to manage three competition types: Rodeo competitions, Barrel Racing Competitions, and Team Roping Competition. In addition, all these competition types, or event types, can be managed within one integrated competition. Your account, when created will have been set to a primary competition/event type, either Rodeo, Barrels. or Team Roping. You can change your primary event type in Settings > Account.
Having a primary event type only means that is the default for your account. You can manage all event types with a simple click of a button to switch the event type you are managing.
For more information, please see Integrated Accounts.
In this chapter, we will describe how to set up and manage rodeos. We will go to the start link. Log into our demo account. We'll go Rodeo Setup > Set Rodeos.
The process is the same to add or edit rodeos. In fact it uses the same form and you'll find that using Rodeo Producer is viewing information in tables and using forms to edit or add to that table and because of the way that Rodeo Producer is built, you should never need to enter the same data twice. Here we have an existing season with three rodeos in it already.
We can add a new rodeo to the schedule by clicking the link here. Or we can edit a rodeo to see what's in there. Let's start off by viewing and editing our April rodeo here.
So, we can name this anything we want. April Rodeo or the April 14th Rodeo. Whatever we want to call it. We're going to correct the location information. Enter the start date. So you would choose your month, your day, your year and the same for the last day of the rodeo. We will set the entry open date that is the date in which online entries are open and the date and time in which they close.
These Show Draw on Public and Mark Draw Official settings here turn on or off the ability to view the draw and to display it as official. The Show Results on Public and Show Results as Official turn on the display of results on the public side, or on the member side, of Rodeo Producer. If they're turned on, then they're available to view. If they're turned off, then it means the admin uh still has time to edit, adjust, make changes, and then they would turn it to view or view as official when appropriate. A Locked rodeo prevents changes to the rodeo data. It's just a safeguard. Only the super admin has the ability to unlock a rodeo. It's unlocked then any of the admins that have access can make the changes they are allowed to. If it's locked changes cannot be made. Setting a rodeo as a Finals Rodeo means that these results are going to be excluded from the season standings. You can override that actually in your System Settings, but by default it excludes it uh from the standings. You can specify here what will be included in the finals prize purse. This can vary by organization whether it's only the added money, or whether it's entry fees only, or the combination of both. Usually it's both, but we have the flexibility here. And you can also override the admin fees which are set for finals. So you can choose to charge them or to not charge them. In a lot of cases because it's the finals rodeo, a lot of organizations do not charge admin fees for finals rodeos. You can mark a rodeo as Canceled. What this does is that it excludes it from rodeo counts and also sets all fees owed to zero so that a member doesn't actually need to pay any fees that would have been outstanding fees to this rodeo. We can turn on or off the calculation of the average. So this only applies to this specific rodeo and it's specifically for multi-go rodeos. If it's turned off then the results that are calculated after Go one are not also going to calculate the average. So nobody sees Go one and an average calculation as Go two has not been run yet, so there should not yet be an average. It reduces the number of questions that may occur. Then after the the last go is completed, you would set this to on so that it would calculate the averages. For whatever reason you need, you can exclude this particular rodeo from being counted in the member rodeo count totals. You can exclude a rodeo from standing. So maybe it's a a special exhibition event.
You can use something called Exclude Member Types. What this does is is it allows you to set a list of member types that cannot be included in the results. If this is a Dual Approved rodeo, if you co-sponsor rodeos with other associations, that is where this can be put in. If there's multiple associations, just put in each separated by a comma. The other association is the lead association, if you are the co-sponsor, then you would put in the name of the Other Lead Association. If at this rodeo you have a Rodeo Specific Admin Fee - if at most rodeos you charge a 10% admin fee, that's the hold back from the entry fees - if it's different at this rodeo, you can override that global setting here. If you have a specific email address that notifications should go to, that is the entry Notification Email, then you can enter it here and that's where the notifications will go. We do have something called a Paired Rodeo. That would be another rodeo on the same weekend that this one is paired with. There'll be more discussion of that in advanced settings. Is this rodeo to be a Per Go entry selection? This would be if the rodeo is a multi-go rodeo and members can choose to enter Go one or Go two or both. Then we turn this setting on. This rodeo example is set to be a multi-go rodeo, a 2 Go, so this setting could apply. Per Go rodeos will also be covered in an Advanced Settings chapter.
We have our rodeo formats.
First of all we have uh the selection for a standard rodeo and then we have all of the settings for multi-go rodeos. We'll discuss the standard first. So the standard rodeo is a rodeo in which uh each competitor rides or runs in in their event once per the rodeo. It may be split into different performances, as we show above. You may have a performance on Saturday and another one on the Sunday in which half of the competitors compete in performance one and the other half in performance two and then they're all lumped together for the calculation of of results. You would specify the dates and the start time uh for those performances here.
If this is a multi-go rodeo, first of all, you want to make sure that as it states here, uh you have payouts, points, and draw order settings set up for the multi-go formats. Those are covered in settings, set payouts, and placings.
In the multi-go section, you can choose two go, two go plus average, three go, three go plus average, etc. Then you would specify the dates and start times of each Go.
Now we're into the events and selecting the events.
When you create a new rodeo, it will by default include all of your events that are in your database. If not all of those events are included in a rodeo, you simply check them off and then it is not available to be entered by a competitor. It doesn't show up in the draw. We will leave them all in here. If there is added money to the Purse, you can enter it here. So, maybe senior barrel racing has $1,000 added. If there are lumpsum Expenses taken out of the entry fees prior to calculation of results, we would enter that amount ($200) here. If the entry fee for this rodeo, for this specific rodeo, is different than what you set in the event settings, then you can override that entry fee here. So for this event, we had actually set an entry fee of $50 in Set Events. You can override it here. I've set it to $51. You'll notice that these particular column headings all have a description attached to them just by mousing over. So the entries per member, this is the number of entries that a member can enter in this event in this rodeo. The default is 1. If we set it to 2 then any member can choose to enter this event twice and in fact this event will show up twice in the entry form. The default is is 1. Max entries per rodeo, the default of 0 simply means that that there is no limit. This is the total number of entries, the total entry count, that will be allowed in this event for this rodeo. Perhaps in Saddlebronc due to stock animal limitations, there's a a maximum number of 10 competitors allowed in Saddlebronc. We can set that to 10. As we mentioned when we were discussing Rodeo Setup > Set Events there is a sort order, or a draw sort order. You can specify it to be different here for this rodeo. You can set these events to occur in the draw in a different order by setting it here. The admin percent override is set in system settings. It is a global setting. If it is different at this rodeo, for this event, then you can specify it here. 0.1 would be a 10% admin fee.
Stock, this is where you would pick your stock contractor and the contact person uh for that contractor. If you are using multiple stock contractors in a rodeo, then we would specify them here. You can choose to display the name and contact information for the rodeo secretary for this particular rodeo. If you have any other notes to competitors that you wish to provide to them at the time of entry, this is where you would enter that, or if there will be specific instructions. Perhaps this is notifying them of beer gardens available or concession on site or things like that. You can provide that type of information in here. Or if you have other information that needs to be communicated to your members, this is one of the places you can do that. Another place you can communicate information to your members is under Settings > Set Page Top Messages. The message here would be specific to what they would see in the rodeo schedule.
Couple of other quick features uh that we want to bring to your attention.
The Add a New Rodeo to the Schedule button uses the same form. You just start with a blank forma and fill in the details. The Add Co-Approved Rodeo from RP can be used if your association co-approves or co-sanctions rodeos with another organization that is also in Rodeo Producer. You can click this button and simply select that other rodeo. Before doing that, you have to have that other organization set up in your System Settings, the organization that you are co-sanctioning with as a partner organization. But all you have to do is select the other rodeo and all of its information is included in here then and if it's changed on the other end by the lead organization then it's updated here. If you want to simply copy a rodeo, if you want to copy the May rodeo to make the June rodeo, hit the copy button. Then just a few quick edits, such as dates, and you will copy a version of the May rodeo. It will not copy any of the entrants or any of the results, or any of the the scores. There's no entrants. It will copy the format. You'll have to change the dates. It will copy the events included which can be a huge time saver if you routinely use the same rodeo formats.