Participant Management: Admin vs. Self-Serve
Admin Participant Management
All participant management options allow you, as the race director, to manage your participants (and you never need RunSignup to do it for you). You can manage everything from refunds and event transfers to deferrals and add-on’s with the click of a button. Have a lot of participant management to do? We offer bulk participant management tools to make it simple to transfer, refund, or defer large amounts of participants.
Self-Serve Participant Management
Make participant management even easier by empowering your participants to manage their own registration. Once you opt to enable self-serve participant management, you control all the parameters (like cutoff dates) and participants can make changes to their event, defer their race, or transfer their bib – no customer support needed. You can enable some or all self-serve options, and allow participants to access them for free or for a fee.
Common Participant Management Options
Want to know what you (or your participants) can control? This is a basic rundown of the most common participant management options available for you to use or enable.
1. Event Transfers
Offering multiple distance options for your race? Give people the confidence to sign up with the ability to transfer to a shorter (or longer) distance later. If they switch to a more expensive distance, they’ll pay the difference (and any fee you add), but there are no refunds if they switch to a cheaper event.
2. Participant Transfer
Allow participants who can no longer run the race to transfer their bib to another participant. You can opt for a “gift transfer” where any financial arrangement between the runners is offline, or a “transfer for refund” where the initial participant is refunded once a new one completes their registration.
Give participants the option to defer their registration to a later year instead of missing out altogether. Deferrals can be enabled for participants to access for free, or for a fee.
Provide full or partial refunds to participants who cannot attend. You can enable refund requests directly from the participant, or keep it as an admin-only feature.
Bulk Participant Management
No matter how carefully you plan, it’s always possible that your race could be cancelled, postponed, or significantly interrupted by an event outside your control. When that happens, you need the ability to manage large amounts of registrations quickly and effectively. RunSignup offers a number of bulk participant management tools that you can rely on to make the updates to your registrations efficiently.
Most commonly used when an event is cancelled, bulk refunds allow you to refund some or all of the registration costs to your participants.
Bulk Event Transfer
Often used to transfer participants from an in-person event to a virtual, but it’s available to move registrants between any events within the same race.
A quick and simple method for you to move large numbers of participants from one year of your race to another year.
Bulk Race Transfer
Your easy option to move participants from one race to an entirely different race. Caveat: you must be listed as a race director on both events.
5. Question Management
Asking important custom questions like what beverage they want at the post-race party or if they want an early start? For more accuracy, let a deadline and let participants update their own answers.
6. Giveaway and Add-On Management
Keep your swag counts accurate with the ability for participants to update their giveaway and add-on options up until your order date.
7. Group/Team Management
Offering teams to enhance the experience of your event? Keep the fun going by allowing participants to create or join teams after registration.
More Participant Management Options…
Help Participants Manage Their Own Registration
Self-serve participant management only reduces customer service if participants know how to use it. RunSignup’s library of How To’s includes an entire section designed for your participants. Link to the how-to (or copy the content to your own site) in your race FAQ and within participant emails to give participants the answers before they even ask.
All the Latest Blogs on Participant Management
Start 2022 off right. Join us to review the renewal process (and any cleanup that may be needed from the last two years), then get a refresh on participant management options and best practices. This webinar with Larry and Herman covers: Renewing…Read More
We are pleased to announce the permanent removal of the $1.00 refund processing fee we used to charge. RunSignup incurs costs for processing refunds, but we waived those early in the pandemic to encourage races to do refunds to their participants. We…Read More
It has been a full month since we shifted into Full Coronavirus Mode on March 9. At our core, we are a technology company. We have been in hyperdrive mode this past month on a bunch of different fronts and wanted to…Read More
With the flood of races offering deferrals and transfers to virtual events, participants are also flooding our inbox (and yours, I’m sure) looking for guidance. Luckily, Andrew Sigwart both monitors the info@runsignup email inbox, and creates all our video content. We have a few…Read More
It’s been a crazy few weeks since Bob first posted some suggestions for races that may be impacted by the Coronavirus. Now, with races across the country getting creative, we wanted to take a moment to collect all the updates in one place. Postponement Tool The…Read More
We have removed the $1 per refund fee to issue refunds. Additionally, we reduced the processing fee to add money to your refund reserve via credit card to help make this process easier for race directors. We have reduced the fee to…Read More
NOTE: We updated our policies for reserves and post race payments on March 27 and April 15. We are likely to continue to update the policy as conditions change. RunSignup will be releasing two tools this week to help races if they are affected by…Read More
Update (3/4/2020): The CDC has issued guidance for mass gatherings and large community events. It contains a number of good suggestions for the basis of a plan. As we write this, Coronavirus is the headline of every news story and the subject of every…Read More
Yesterday, February 17, 2020, was a big day. We processed over $3.4 Million across over 50,000 registrations. There was the big 30,000 lottery drawing for the Blue Cross Broad Street Run. Also the 1,400 person drawing for the Horribly Hilly Hundreds. Oh, and there…Read More
This is Bob. We are heading to the RunningUSA Conference this weekend, and this is the question I will be asking over and over again. We want to try to get feedback on the value of a participant as part of designing…Read More
A large race that opened registration on RunSignup yesterday wanted to be able to see which participants registered from different links that they use to market their race. This is important to the race because: RunSignup’s free all-in-one platform enabled the race…Read More
We have added two powerful export options for the CRM system. Remember that the RunSignup and GiveSignup CRM is an integrated way to create custom, real time filtered lists across participants, donors, fundraisers, and club members based on a wide variety of…Read More