Frequently Asked Questions - Organisers
Admin - ABC of running an event, what do I need to do?
Every body can run an event. To keep the quality high, read the information about MTBO or MBO Score events on this website. There are also various mapping and planning guidelines to download. It is important that you take the time to understand what makes an event good quality, otherwise you and your competitors will be disappointed.
1. Join as a Member
2. Login to your BMBO Account.
3. You will now see the 'Management Portal'.
4. Register your club, use the 'Clubs' tab.
5. You will get a confirmation email once your club is "Live". Now you can continue to submit your events.
6. Submit your League (if required)
7. Submit your event/events
8. You will receive confirmation emails once your League and events are "Live".
9. Complete and Save Risk Assessment. (Edit it when you want until submitted)
10. Submit Risk Assessment.
Your event is ready to run.
Admin - Adding an event to the calendar- How do I do it?
1.Any registered member can create an event.
2. You create the event and you own it. You have access to the Admin for the event.
3. You must attach the event to a Club. The Club managers will be notified by email.
4. You can attach the event to a league whenever you want, submit the event and tidy some of the missing information when you know it.
Admin - How do I know my event, club or league has been submitted correctly
Every time you submit anything to BMBO via the management portal, you will receive email notification that it has been submitted.
SUBMISSION occurs when you SAVE the form your submitting.
For example, you want to add a new club.
2. go to CLUBS
3. click "create new club" button at the top of the page
4. Fill in the form.
5. Click SAVE at the bottom of the form, this submits your club application.
Once a form has been submitted, if it requires action by BMBO, the relevant person is automatically emailed about the job to be done.
Admin - What message does the system send out.
Every time you do something in the Management Portal, the system will acknowledge receipt by emailing a confirmation email to you ( plus anybody else in your club who is a either a Club Manager or Event Manager).
The system also notifies the relevant BMBO Administrator who needs to take action following you request/submission. This way no jobs are missed and everything should be actioned within a few days at most. We aim to action requests within 24hrs.
Admin Managers - Club, League and Event managers. What are they? what do I need to do?
Admin Managers - have the power create, edit and complete admin tasks within the areas they manage. We have three types of Admin Manager - Club Manager, Event Manager and League Manager.
Club Managers - Have access to all areas to do with the club they manage and only the club they manage. They can create events, edit events, add more Club Managers, add Event Managers, complete risk assessments, submit levy forms, submit results and event reports etc. They can do anything to do with the club.
Event Managers - Your access is limited to just the event you are managing. But you can do ALL the Admin for that event ie. complete risk assessments, submit levy form, submit results and event report etc.
League Managers - they manage a particular league only.
Add people to the relative managers list by name, search by surname and check by their BMBO number.
You can remove people from the managers lists at will.
Why do BMBO have these managers at all? We want people in a club to have access to the website to do the job they want. By allowing club members to do their work with out having to send everything to BMBO Admin or a central club member, the work load is spread, the job gets done quickly and easily.
BMBO Logo - how can I get it for my flyers?
Files you need can be downloaded from the Downloads Tab on the left: http://www.bmbo.org.uk/downloads/
We will be adding new pages and content in the next few weeks.
Colours - What does the coloured text in the Management Portal mean?
Red Text - these are admin functions you need to complete.
Before an event - you have two admin tasks to complete, Risk Assessment and Submit Risk Assessment.
Green Text - These admin functions have been completed.
Before your event - the two admin functions should be GREEN indicating you have done the admin and your event is sanctioned and insured.
After your event - Levy, Event Report and Results appear (hidden before) in RED.
Complete these and all your admin is done.
You will receive Admin System Reminders automatically to ensure your event is sanctioned and insured.
Date Change - I can't change the date of my sanctioned event. Why?
Sanctioned events in the calendar have their date locked. Only the Calendar Manager can change the date of your event.
The calendar is coordinated to reduce/prevent event clashes. You apply for a date to run your event. We sanction it and will prevent other organisers from clashing with your event as much as possible.
We will consider an event clash based on proximity ie is this event going to reduce competitors at another regional event which is close.
Its about being fair to other organisers. A date change that suits you, may not be fair to somebody else.
To request a date change contact the Calendar Manager.
Day Riders - resources
The Day Rider form is available as a downloadable pdf file for you to download and print locally. You will find this in the "Organise an Event" "Download files" section of the website main menu.
Upon email request to the Chairman, we will endeavour to send you 30 copies pre-printed if you supply a contact name and postal address.
For Clubs running a series of 5 events or more;
We will offer you a tailored Day Rider form if you wish you own club logo to feature on the clubs "ribbon" and position your own club logo within the tear off portion of the form.
Clubs wishing to request this should email the Chairman with details of the event series and supply club logo, a contact name and postal address if you would like an initial run of printed copies (30) as well as the revised pdf file.
Day Riders- on the day riders
BMBO insurance requires that the details of all riders are known and recorded. This requirement means that we have to keep a full record of riders and to this end the membership database has been set up where riders can join on-line for free as Day Riders if they do not want to join as a member straight the way before trying the event format.
Organisers are asked to emphasise that riders should either join BMBO as a Member or register as a Day Rider ahead of any events that they plan to ride in. Both can be done on-line at any time for the year.
If Organisers promote this practice, hopefully more competitors will enter on line as well. They can even enter a full series of events if this has been set up when you put your event on the calendar. By promoting this in any promotional material for events it will minimise admin on the day of the event.
In the case of an insurance claim you will be required to confirm the rider took part in your event and confirm details of the insured rider.
In principle BMBO and organisers want people joining BMBO as Members before the events. The facility for a new rider to log themselves as a Day Rider on line also saves on the day admin and should be encouraged by organiser leaflets and websites.
Day Riders will still arrive on the day to some degree at most events and we still want to accommodate any such rider to take part on the day.
For Day Riders arriving on the day, the following will apply:
1. No BMBO number will be issued on the day by organisers (one less thing to do).
2. All Day Riders must complete a legible Day Rider form (downloadable document available on Organiser "download files" section of website), preferably with a valid email address.
3. Even if you recognise the rider, if they haven't a Day Rider i.d. card (that they can obtain this by registering on line), the rider MUST complete a Day Rider form for that event date.
4. All Day Riders on the day will be treated the same as Day Riders who have entered on line and be charged the surcharge (see BMBO fees page).
5. Day Rider forms must be sent to the membership secretary a.s.a.p. marked "Day Riders".
If you do not charge the Day Rider surcharge the above process must still be adhered to and the correct amount be paid to BMBO on your levy return for all bu the Under 21s. The Day Rider surcharge is in addition to the regular Levy per rider which is applicable to every rider other than Under 21s.
Online memberships and Day Rider registration together with on-line event entry is key to reducing your workload and allowing up to date membership lists to be available.
Please encourage riders to use the on-line system for Day Rider registration or BMBO Membership, as well as event entry. Please flag in your event publicity that one or the other can be done before the event on-line.
Encouraging riders to join as BMBO Members will further reduce repeated Day Rider status being used and the rider will benefit from full BMBO membership benefits as well as not paying the surcharge at each event.
Organisers can download an up to the minute membership CSV list from your online membership account. Please take the trouble to use it before your event. Please advertise the online membership system to your riders, it will reduce your admin and the BMBOs.
BMBOs membership list can be imported into Autodownload ( the software on the BMBO SI kit computers). It is then possible to run a check on memberships automatically highlighting mismatches between membership numbers, membership types etc.
Entry Fees - What do I charge different riders
Day Riders should be charged a £1 surcharge (whether they enter via on line pre-entry or on the day).
Under 21s shouldn't be charged a Day Rider surcharge as they could join BMBO for free on line.
Under 21s should get a discount on the normal entry fee.
As an example of a nominal £10 entry fee:
Day Rider: £11
BMBO Member: £10
Under 21 Member /Day Rider: £8
BMBO wants ALL organisers to display entry fees as sum payable for the type of membership. ie Member £10, Day Rider £11.
Do not refer to additions like insurance, levy etc.
BMBO charges organisers a levy based on the number of riders and whether they are BMBO Members. Organisers charge the riders an entry fee.
Please see BMBO fees on the organise an event section for more details.
Event Levy Form - How do I fill it in.
Online Entry figures are automatically entered from the Online Entry System.
On the day Entries (EOD - Entry On the Day) - you need to enter the individual figures for Full members entering on the day and Day Riders entering on the day. You will need to check the membership status of each EOD entry using the membership list and ask for visual proof of the membership card.
Postal Entries taken by organisers - These count as EOD entries for the purposes your levy return. They are charged the same as Online entries, but you must enter them yourself.
Submitted levy forms can not be edited, contact the treasurer if you have made an error in your levy return. The treasurer will make a manual adjustment.
Event Levy Form - where do I find it.
Event levies forms are submitted online.
Login to your account.
Go to the Events page.
Find your event.
After your event date, the LEVY FORM will appear in RED.
Once submitted, it will turn to GREEN.
You will not be able to edit your submitted Levy return. Contact the treasurer to make a manual submission.
Send a cheque to the Treasurer, you will be sent an email reminding you of the treasurers address.
Event Report and Results - How do I submit them online.
Event reports are submitted online.
Login to your account.
Go to the Events page.
Find your event.
After your event date, Report and Results will appear in RED.
Once each is completed, they will turn to GREEN independently
Forestry Commision National Agreement
BMBO has a National agreement with the Foresty Commission. This agreement applies to British Mountain Bike Orienteering sanctioned events only.
Charges for use of Forestry Commission estate:
Up to 20 - no charge
21 to 100 - £50 plus £1 per rider for each rider over 20
101 to 150 - additional £1.50 per rider over 100
151 to 250 - additional £2 per additional competitor over 150
251+ - additional £2.50 per additional competitor over 250
These fees reflect our use of the Forest and organisers planning responsibly. You will need to agree access and work around active forest management.
Insurance - how do I get my insurance document?
As soon as you have saved and submitted your Risk Assessment, you will automatically be emailed your Insurance certificate and OS licence.
Map - URL to event location, how do you do it?
By using a direct URL to the event location, you can show the competitor an OS map complete with Yellow Arrow to your event location.
1, Go to www.streetmap.co.uk
2, Locate your event centre.
3, There is a button on the right hand side of the page "Move ARROW", click it.
4, Now click your cursor on the event location.
5, The streetmap yellow arrow now points to your event centre.
6, Copy the complete URL in your web browser.
7, Paste this into the Map URL on your BMBO event entry.
Membership List - how do I get the list to check my event entries are members.
Once your Risk Assessment has been submitted, you will be able to download the membership list in CSV format via:
Management Portal > Events > Export Membership.
News Items - how do I get important news on to the front page of the website
Anybody can submit a news item, it simply needs to be proper news not just a race report.
News is an event date change, event cancellation, series winners, that sort of thing.
NOT News is event reports, the birth of your first child ( News to you, but not the membership), stuff that just isn't of interest to the membership or already has a publishing place on the website.
How do i submit News then:
2. Click the New Articles section on the left.
3. Create a New News Item
4. Save it.
5. The news editor is automatically notified by email about your submission.
Online Entry - downloading the Start List.
You can download your BMBO online entry startlist in the following formats:
Autodownload for Sport Ident.
OE Score for Sport Ident.
BMBO open format - for those writing their own applications or using the BMBO paper event software.
What to do:
Login > Online Entry > Select the event and format of startlist you want.
Online Entry Fees - How do I get paid my entry fees
1. You will only be paid your entry fees after the event.
2. After your event complete the online Levy Form (go to your event on the admin portal)
3. Fill in how many on EOD (Entry on the Day) riders you had and Day Riders.Submit the levy form.
4. Email the Treasurer your BACS details and you will be paid ASAP.
5. Payment will only be made after submission of the levy form.
OS Licence - how do I get the OS Licence to copy maps?
As soon as you have saved and submitted your Risk Assessment, you will automatically be emailed your OS licence and Insurance certificate.
Risk Assessment - what is the process for saving and submission.
Once your event is registered and made live by Admin, you can complete the Risk Assessment. The Risk Assessment form appears on your event after it is made live.
You can edit and save the Risk Assessment as many times as you like. This allows you to amend it as you plan your event and visit parts of the course.
You must Submit the Risk Assessment BEFORE your event to be insured.
Once submitted, the Risk Assessment is locked, you will be able to view it, but not save and make amendments.
Green "Risk Assessment" button and its already been saved.
Red "Submit Risk Assessment" you still need to submit your risk assessment.
Green "Download Insurance" button and the risk assessment has been submitted.
SI Kit - How do I book it? Who gets priority?
Booking the SI Kit:
All bookings are done online, via the Management Portal and your particular event. Simply tick the Box for SI Hire, save your event details and the request automatically goes to the SI manager. You will be informed via email if your booking is accepted or declined.
Priority in booking:
All National events get priority booking for the SI kit regardless of who booked first. For other events booking goes to the earliest application date for SI.
if you have any questions about the use of kit or bookings contact: firstname.lastname@example.org
Sport Ident Help!
Download the SI Manual from the Links page on the website.
There is also a BMBOScoreTemplate.zip file which is a RESTORE file for Autodownload. Restore this file and all your basic event parameters are set.
All you need to do is:
Rename the Event to your event name.
Change the score values for each control only, you do not need to change the control box numbers.
Change the duration time for the event, this sorts out the penalty points.
Download from BMBO the latest membership list, update BMBO Membership in Autodownload.
Download the latest Online Entries Start list, upload to your event in Autodownload.
This is can be done is 20 minutes if you have read the manual.