To create a meet/meeting, go to the left-hand side menu and either (i) select Browse and click on the Create button or (ii) select Create.
When creating a new meet/meeting, you must complete the required fields under the General, Location, and Country-specific options tabs at a minimum.
This guide is divided into two sections:
- Adding a meet/meeting
- Additional meet/meeting information fields
Adding a meet/meeting
1. Enter the name of the meet/meeting under Meet/Meeting name.
2. Choose the Season in which your meet/meeting will be held (note: there may be different events in the indoor and outdoor seasons).
Please note: you cannot change the Season field after the meet/meeting is created.
3. Choose the Meet/Meeting type which specifies the level of the competition (National, Regional, etc.).
Choose Testing if you want to test the platform and add a fake competition. See more information in the Adding a test meet/meeting guide.
If you choose both the School option and the United States as a country, you will see an additional Grade option for athletes (on the start lists, results, in PDF files and the app).
Please note: you cannot change the Meet/Meeting type field after choosing the School or Testing options and saving/creating the meet/meeting with it.
4. Set the Meet/Meeting status (this field can be changed after saving the competition), which controls the meet/meeting visibility in the Roster app and public website with the competition list. The default setting when creating a meet/meeting is Draft, which means the meet/meeting is not yet visible to athletes or fans. You should only change this field from Draft to another status when the meet/meeting is ready to be published (i.e., publicly available on the Roster Athletics app and Roster website with the competition list).
Please note: you cannot change this field back to Draft after changing the status to Scheduled, Open, Finished or Cancelled.
- Draft status means the meet/meeting is NOT visible in the app and public website. Suppose you want to open the meet/meeting for only a few selected users. In that case, you can set a password (see more information in the Add password guide) or hide it from the search results in the Extra options (check Visibility in search result below).
- Scheduled status means the meet/meeting is visible in the app and website, but most of the meet/meeting data (e.g., start lists, results, feed, Roster fantasy game, etc.) can't be viewed publicly.
- Open status means all users can find and see the meet/meeting and all meet/meeting data.
- Finished status means the meet/meeting is still visible in the app and public website, but the fantasy game is over (if enabled).
- Cancelled status means the meet/meeting is visible in the app and public website with the proper annotation. Participants can no longer register.
5. Enter the Meet/Meeting start (local date and time) and Meet/Meeting end (local date and time).
You can change the date and time format in the user settings. See more information in the User settings guide.
6. Choose the desired Measurements system for your meet/meeting. The default setting for measurement units is the Metric system. To use feet and inches instead, select the Imperial (half inch) or Imperial (quarter inch) system here. This cannot be changed after creating the meet/meeting, though please note that individual Roster app or website users can select their preferred measurement units to use in the app and website through the settings.
Please note for organizers/organisers using feet-inches: the difference is that using Imperial (half inch) will convert accurately into metric units, whereas using Imperial (quarter inch) can cause issues with converting to metric because two different quarter inch results can result in the same metric hundredths result. If then viewing in metric, place results could be incorrect. Thus we recommend organizers/organisers use Imperial (half inch) when possible for the best overall experience allowing app users to choose between feet-inches and metric (selectable in settings on the app).
Please note: you cannot change the Measurement units field after the meet/meeting is created.
7. Enter the name of the City where the meet/meeting is taking place.
8. Select the Country where the meet/meeting is taking place.
Please note: after selecting the country, the proper age groups and implements table for this country will be selected (if it exists).
If a meet/meeting is in the United States, choose the State where the meet/meeting will take place.
9. The Time-zone sets automatically; if correct, you can now click the blue Create button to create a meet/meeting. Double-check the country and city/state/postal code fields if it is incorrect.
10. Choose the desired Age groups and implements table (or use the default General setting).
Please note: you cannot change the Age groups and implements field after the meet/meeting is created, so please set it correctly.
The Country-specific options section allows you to enable the appropriate type of age groups available for your meet/meeting as well as the specific implement mapping, points scoring tables (for combined events and points scoring team competitions), and age grading factors based on your country or a specific type of organization/organisation (e.g. World Athletics). Otherwise, a general default setting will be applied to the implement mapping, and all standard age groups will be available for your meet/meeting.
- Age group and implement field - default will be the General setting. If desired, choose your specific country to use the implement table associated with that country (or a specific organization/organisation such as World Athletics). You cannot change this field once the meet/meeting is created. This field is critical for automatically applying the right points tables and age grading factors for your meet/meeting where appropriate.
- Default age group - the age group that will be selected automatically after adding a new event. You can change the age group in the events Schedule for every event. This field can also be changed at any time.
- Profiles - sets the available age groups for your meet/meeting: Standard/Professional for the typical set of age groups, Extended for any special set of age groupings associated with your country or specific organization/organisation. This field can be changed at any time.
- Age group verification - select Strict if athletes should compete (i) only in their own age group, Regular (ii) if athletes should compete in their age group or an older age group for youth age groups; own age group or in a younger age group for masters age groups, or None (iii) if athletes can compete in any age group.
- Licence verification (relevant only if the country is set to England, Wales, or the United Kingdom) - select Strict (i) if athletes should have a valid licence number, Allow foreign (licence is required for home athletes) if England and Wales athletes are required to have their active licence number as part of the registration process. Foreign athletes not from England and Wales are allowed to register without a licence or None (iii) if athletes no licence requirement is in place.
Please note: the system will not check an athlete (for a valid licence) under 11 years of age on the day of the competition.
- Selecting age groups - the age groups you select here will be the groups you can choose from in the Schedule when changing an age group for an event and assigning an athlete to an age group on the Start list for a multi age group event.
Additional meet/meeting information fields
Under the General tab, you can add/choose additional information about the meet/meeting.
- Team competitions - enable team competitions if your meet/meeting includes a team competition(s). See more information in the Set up a team competition guide.
- Individual scoring - enable individual scoring if your meet/meeting includes this feature. See more information in the Set up an individual scoring competition guide.
- Registration - enable to use the Roster registration system. See more information in the Registration guides.
- Check-in - enable this feature to verify entries before the event starts. See more information in the Check-in guide.
- About - any text information about the competition that will be visible on the public website.
- Meeting image - you can add a meet/meeting photo visible in the app and public website as a cover photo for your meet/meeting. If you do not add a meet/meeting image, the system will display a random photo from the Roster Athletics photo database. We recommend adding 1280x850 pixels pictures and avoiding adding logos, etc., close to the outside edges of the photos to ensure that they appear correctly in the app and website.
Under the Contact tab, you can add or choose the following additional information:
- Contact email - organizer's/organiser’s email which is visible to meet/meeting participants and as meet/meeting information.
- Contact phone - organizer's/organiser’s phone number which is visible to meet/meeting participants and as meet/meeting information.
Under the Location tab, you can add or choose the following additional information:
- Venue name - the name of the stadium, hall, or another place where the meet/meeting is taking place.
- Street address - the street address of the location where the meet/meeting is taking place.
- Postcode - a postal code or zip code of the location where the meet/meeting is taking place.
Under the Extra tab, you can set the following fields:
- Extra podium - controls the number of ribbons awarded to athletes in addition to the gold, silver and bronze medals (e.g., if 2 is selected, the result list in the app will display medals for gold, silver and bronze and then a ribbon for each of the 4th and 5th place finishers).
- HLS stream URL - If available, add an HLS format video stream of your meet/meeting. See more in the Add HLS live-streaming guide.
- Fantasy game - enable the Roster fantasy game for your meet/meeting. See more information in the Add a fantasy game guide.
- Birthday visibility - Full (default), None, Year only.
- Feed mode - choose the state of using the meet/meeting feed: Enabled (default), Restricted (only organizers/organisers can post from web admin portal, no consumer/fan posting), Disabled (no feed).
Please note: when disabling or re-enabling the feed, the current implementation of the Android consumer app will require exiting and re-entering the app for the changes to take place. Thus, selecting the feed mode before the start of the meet/meeting is recommended when a larger number of users are on the consumer app.
- Visibility in search results - decide if your meet/meeting should be visible in search results in the Roster Athletics app and public website with the competition list. You can select Exclude, e.g. when you create a test meet/meeting. You will still be able to use all the features (including registration), but you will have to provide the Public link (you can find it in the General tab) manually to those interested.
- Scratched visibility - decide if athletes with SCR (scratched) status should be visible in public materials such as PDF files, scoreboards and public website results.
- Enable out-of-competition participants - decide if you want to have the option to mark the participant as out of competition. Marked participants will not be assigned a place, won't be automatically advanced, won't count in team competitions, etc. Enabling this option will add an OOC column to the start list.
Under the Statistics tab, you can load and see stats related to your meet/meeting:
- The number of starts (total, separated by gender, for athletes and relay teams),
- The unique number of athletes (total, separated by gender, including/excluding relay members),
- Stats for clubs and teams (if team competition is enabled).
For other features on the Details page, please see the following user guides for more information:
- Adding a sponsor
- Setting up timing system integration
- Permission to edit a meet/meeting
- Automatic results reporting to statistics services - you can enable this in the General section if your federation/organization/organisation has set this up with Roster. See the guide for more details.
- Team competition
- Individual scoring competition