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Event Management

Event Guide for Managers

Complete guide to creating and running social events, mixers, clinics, and other community gatherings on NextOnCourt.

Creating Your EventRegistration SettingsRecurring EventsCommunicationEvent Day ManagementRunning Mixer EventsPost-Event Tasks

Keys to Successful Events

Set Clear Expectations

Include detailed information about format, skill level, and what to bring in your event description.

Be Consistent

Recurring events at the same time and place build a loyal community faster than one-off events.

Create a Welcoming Atmosphere

Introduce newcomers, facilitate mixing between groups, and foster an inclusive environment.

Collect Feedback

Ask participants what they liked and what could be improved. Adapt based on their input.

Step 1

Creating Your Event

Starting a New Event

  1. 1Log into your NextOnCourt account with organizer privileges
  2. 2Navigate to your Dashboard and click 'Create Event'
  3. 3Select the event type that best matches your goals
  4. 4Choose your sport: Tennis, Pickleball, or Padel

Event Types Explained

Social Play:Open, casual sessions for drop-in play. Best for building community. Low organization required.
Mixer:Structured rotation of partners. Great for helping players meet each other. Requires rotation management.
Clinic:Instruction-focused with a pro/coach. Best for skill development. Requires qualified instructor.
Round Robin:Everyone plays everyone in a group. More competitive than social play. Requires court scheduling.
Ladder:Ongoing challenge-based competition. Best for regular competitive players. Self-scheduling matches.

Basic Event Information

  1. 1Enter a clear, descriptive event name
  2. 2Set the date and time (start and end)
  3. 3Select your venue from saved locations or add a new one
  4. 4Add number of available courts
  5. 5Upload event image or flyer (optional but recommended)
  6. 6Write a detailed description including what to expect

Setting Skill Levels

  1. 1Choose whether skill level is required, suggested, or open
  2. 2Specify the rating system (NTRP, UTR, DUPR, self-rated)
  3. 3Set minimum and/or maximum skill levels if restricted
  4. 4Be specific to attract the right participants
Step 2

Registration Settings

Registration Configuration

  1. 1Set registration open and close dates/times
  2. 2Configure event pricing (free or paid)
  3. 3Set participant capacity (max registrations)
  4. 4Enable or disable waitlist
  5. 5Choose whether to allow walk-in registration day-of

Registration Form Options

  1. 1Add custom questions relevant to your event
  2. 2Require skill level verification or self-reporting
  3. 3Add partner preferences for doubles-style events
  4. 4Include waiver/terms acceptance if needed
  5. 5Request emergency contact for safety

Pricing Options

  1. 1Set base registration price per participant
  2. 2Add early bird pricing with deadline (optional)
  3. 3Configure late registration fee if allowing late signups
  4. 4Set package pricing for recurring events (optional)
  5. 5All payments process through NextOnCourt with automatic payout

Fee Structure & Refunds

  1. 1Platform fee (2-3.5% depending on event type) is added to registrations
  2. 2Stripe processing fee (2.9% + $0.30) applies to all transactions
  3. 3Platform fees and processing fees are non-refundable
  4. 4When issuing refunds, only the registration amount you set is refundable
  5. 5Communicate refund policies clearly in your event description

Waitlist Management

  1. 1Enable waitlist to capture interest beyond capacity
  2. 2Choose auto-promote (automatic) or manual promotion
  3. 3Set how far in advance to promote from waitlist
  4. 4Promoted players are notified automatically
Step 3

Recurring Events

Setting Up Recurring Events

  1. 1Enable 'Make this recurring' when creating the event
  2. 2Choose frequency: weekly, bi-weekly, or monthly
  3. 3Set the recurrence end date or number of occurrences
  4. 4All instances are created with the same settings
  5. 5Each instance can be modified individually if needed

Managing Recurring Event Sessions

  1. 1View all instances from the parent event page
  2. 2Edit individual sessions for date-specific changes
  3. 3Cancel specific sessions without affecting others
  4. 4Adjust capacity per session if needed
  5. 5Track registration separately for each session

Participant Options for Recurring Events

  1. 1Allow registration for individual sessions
  2. 2Offer package deals for multiple sessions (optional)
  3. 3Track attendance across sessions
  4. 4Recognize regular attendees

Best Practices

Keep It Consistent

Recurring events build community when they're reliable. Try to keep the same day, time, and format. Communicate any changes well in advance to your regular attendees.

Step 4

Communication

Automated Notifications

  1. 1Registration confirmations are sent automatically
  2. 2Event reminders go out 24 hours before
  3. 3Waitlist promotions trigger automatic notifications
  4. 4Cancellation notices are sent immediately

Manual Communications

  1. 1Use 'Message All Participants' for announcements
  2. 2Send individual messages through participant profiles
  3. 3Post updates to the event page visible to registrants
  4. 4Schedule messages in advance for reminders

What to Communicate

  1. 1Welcome message with event details and what to bring
  2. 2Parking and venue access instructions
  3. 3Weather contingency plans
  4. 4Any last-minute changes to format or timing
  5. 5Post-event thank you and feedback request

Handling Inquiries

Response Guidelines

Respond to participant questions within 24 hours. For technical issues (payment problems, account access), direct them to [email protected]. Handle all event-specific questions yourself.

Step 5

Event Day Management

Pre-Event Checklist

  1. 1Review final registration list
  2. 2Prepare court assignments or rotation schedule
  3. 3Check weather forecast and have backup plan ready
  4. 4Ensure you have necessary supplies (balls, nets, sign-in sheet)
  5. 5Arrive 20-30 minutes early to set up

Check-In Process

  1. 1Set up a visible check-in area
  2. 2Use app-based check-in or paper sign-in
  3. 3Verify registrations and handle any walk-ins
  4. 4Provide format/rotation instructions to participants
  5. 5Collect any day-of fees if applicable

Running Different Event Types

Social Play:Facilitate court sharing and player mixing. Introduce newcomers. Keep play moving but relaxed.
Mixers:Manage rotation schedule. Call out partner/court changes. Keep games on time for smooth transitions.
Clinics:Support the pro/coach. Manage ball collection and player rotation through drills.
Round Robins:Track scores. Keep matches on schedule. Calculate standings throughout.

Managing Issues

  1. 1Handle skill level mismatches by adjusting groups
  2. 2Mediate any conflicts calmly and fairly
  3. 3Have first aid basics available
  4. 4Know emergency procedures for the venue
  5. 5Document any incidents that occur
Step 6

Running Mixer Events

Mixer Format Setup

  1. 1Decide on rotation timing (every game, every X minutes, etc.)
  2. 2Plan partner assignment method (random, by skill, rotating)
  3. 3Set number of rounds based on event duration
  4. 4Calculate court needs based on participants

Creating Rotation Schedule

  1. 1Use automated rotation tools in event management
  2. 2Ensure everyone plays with different partners
  3. 3Balance court assignments for fairness
  4. 4Print or display rotation schedule clearly

During the Mixer

  1. 1Announce rotations clearly and on time
  2. 2Help players find their next court/partner
  3. 3Keep games moving to maintain schedule
  4. 4Have backup plan if participant count changes

Mixer Best Practices

  1. 1Start with a brief welcome and explain the format
  2. 2Mix skill levels thoughtfully (not always random)
  3. 3Allow time for socializing between rotations
  4. 4End with a group gathering and thank participants
Step 7

Post-Event Tasks

After the Event

  1. 1Send thank you message to all participants
  2. 2Share any photos or highlights
  3. 3Request feedback via post-event survey
  4. 4Review attendance and engagement metrics

Tracking Results (for Round Robins)

  1. 1Verify all scores are entered correctly
  2. 2Calculate final standings
  3. 3Publish results on the event page
  4. 4Recognize winners or top performers

Financial Review

  1. 1Review total registrations and revenue
  2. 2Account for refunds and no-shows
  3. 3Download financial reports from dashboard
  4. 4Payouts are processed according to schedule

Learning for Next Time

  1. 1Review participant feedback
  2. 2Note what worked well and what to improve
  3. 3Adjust pricing, timing, or format based on experience
  4. 4Plan your next event based on demand and interest
problem solving

Troubleshooting Common Issues

Solutions to challenges event organizers frequently encounter.

Registration isn't working for some users

Ask them to try a different browser or clear cache. If payment is the issue, have them try a different card. If the problem persists with multiple users, contact [email protected].

If needed, contact: [email protected]

I need to cancel the event

Go to event settings and click 'Cancel Event'. All registered participants will be notified automatically. Process refunds through the dashboard or contact participants about credit options.

More people showed up than registered

If you have capacity, collect payment via your preferred method (cash, Venmo) and manually add them to the roster. If at capacity, politely explain they can join the waitlist for next time.

Weather is threatening my outdoor event

Monitor forecasts and make a decision at least 2 hours before if possible. Use the announcement feature to communicate changes. Have backup plans ready (cancel, postpone, or move indoors).

A participant is being disruptive or unsportsmanlike

Address the behavior directly but calmly. If it continues, you have the authority to ask them to leave. Document the incident and consider restricting future registrations.

Payment was received but registration is incomplete

Check your payment dashboard to verify the transaction. If payment is confirmed, manually approve the registration. Contact [email protected] if records don't match.

If needed, contact: [email protected]

The rotation schedule isn't working as expected

Check that all participants are properly checked in. Manually adjust assignments if needed. For persistent issues with the rotation tool, report to [email protected].

If needed, contact: [email protected]

Participants are complaining about skill level mismatches

Acknowledge the feedback and adjust groupings if possible mid-event. For future events, be more specific about skill requirements or create separate groups by level.

frequently asked

Organizer FAQs

How do I determine the right capacity for my event?

Consider: number of courts available, event duration, format (rotation time per court), and desired experience. A good rule of thumb for social play is 4-6 players per court per hour. For structured play, allow more time per group.

Should I charge for my event or make it free?

Consider your costs (court rental, balls, your time) and what participants value. Free events get more signups but higher no-show rates. Even a small fee ($5-10) increases commitment and attendance rates significantly.

How do I build attendance for a new recurring event?

Start with your network and ask them to invite friends. Offer the first session free or discounted. Be consistent with timing. Encourage regulars to bring newcomers. Quality experience leads to word-of-mouth growth.

What if bad weather cancels my outdoor event?

Have a policy stated in your event description (e.g., 'Cancelled if rain, full refunds issued'). Make decisions early and communicate clearly. Consider indoor backup venues for important events.

Can I have multiple organizers/helpers for one event?

Yes, you can add co-organizers who get management access. This is helpful for large events. Add them through event settings under 'Team' or 'Co-organizers'.

How do I handle no-shows?

Track no-shows for future reference. Consider implementing a no-show fee or requiring payment upfront. Some organizers allow waitlist members to take spots of no-shows within 24 hours of the event.

Need Organizer Support?

We're here to help you create successful community events.

Schedule a Demo

Want a walkthrough of event management features? Schedule a personalized demo with our team.

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Technical Support

For bugs, platform issues, payment problems, or technical questions about the system.

[email protected]