Event-Setup Checklist

Run through this list a day or two before event day, and once more the morning of. Each item links to the page where you do it.

A few days out

• The event is created with the right month and year. Your event
• Organizer and tabulator roles are set for everyone who needs access. What an organizer can do
• Every competition is created (prelims and finals). Create a competition
• All participants are registered, by hand or CSV. Add participants
• Each dancer is assigned to the competitions they dance in. Assign participants
• Couples are linked, with the leader/follower role set. Couples and partners
• The scoring system is chosen per competition (Regular, Ranked maybes, Weighted points, or Manual priority). Configure prelim scoring
• Yes/maybe caps are set per judge.
• The judge count is set, and each judge is named. Add judges
• The head judge is picked, and the tie-break-only decision made. Set a head judge
• The heat count is set, or Auto has been used.
• The final competition is created. Create a competition
• The scoresheet PDF is generated for every competition, each judge with their QR code. Judge links and QR codes
• A spare device is available for a judge whose phone dies (the token works on any device).

The day before

• Walk the event page once: every competition is in Manage event →, with the right stage and publication state.
• Sign in as each role (organizer, tabulator) to confirm access.
• The scoresheet PDFs are on a shared drive, printed, or emailed to the judges.
• A backup phone is charged, with a stable connection.

Event day, ten minutes before open

• The organizer dashboard loads and the event list shows.
• Each competition opens, and the participant and judge counts are right.
• A judge's scoring page loads (on a test device, signed in with the judge's token), and the participant list renders.
• Keep Troubleshooting open in another tab.

After the event

• Review each competition's publication state. Published results should be visible on the public page; anything unpublished should be on purpose.
• Delete any scratch competitions used for testing.
• Export the results (XLSX, PNG, or PDF) for the record. Export results
• Keep a written note of who judged each competition and the final placements. Useful if anything is queried later.