Setting up an event, its editions and races

Every medal belongs to a race, and every race belongs to an edition of an event. Setting these up properly means your results land in the right place and every medal reads correctly.

• An event is the thing runners know, like Riverside Marathon.
• An edition is one year of it, with its own date, place and time zone.
• A race is one start line on the day, like Marathon, Half marathon or 5k fun run. Each race has its own results, positions and medal design.

Add an event

1. Go to Events and select Add an event (or New event on your Overview page).
2. Under The event, enter the Event name as runners know it, without the year. Choose the Sport.
3. Under This year's edition, fill in:
   • Date: the day of the event, or its first day.
   • Last day: only for events over more than one day.
   • Where: as runners know it, like Riverside, Bristol. This is shown on medals and pages.
   • Country and Time zone. Start times are read on this clock.
4. Select Add event, then its races.

You land on the event's page, ready to add races.

Add a race

1. On the event's page, select Add a race to (the year).
2. Enter the Race name exactly as it should read on the medal.
3. Enter the Distance and Unit (Kilometres, Miles or Metres). Leave the distance empty for a walk or challenge with no set distance.
4. Add a Start time if everyone starts together. Leave it empty if it varies, or set times per wave later.
5. Leave Finishers get a time ticked for a timed race. Untick it for an untimed walk or fun run: medals then show the finish, not a time.
6. Under Who takes part, choose the age policy. See Age policy and under-13s.
7. Under How results arrive, choose A results file after the race or Live, as runners finish.
8. Choose a Medal design, or Choose later.
9. Select Add race.

You go to the race's settings page, where you can add start waves. Select Add another race to carry on.

Change a race's settings

On the event's page, each race card has a Race settings button. Change anything and select Save changes. If medals have already been issued for the race, changes apply only to medals made from now on. Issued medals keep what they were signed with.

Add next year's edition

On the event's page, select Add an edition. The place and time zone are copied from the latest edition, so you usually only need the new date. Then add its races.

Good to know

• Choose a medal design for every race before you approve its results. Draft medals are made as soon as results are approved, and a race without a design is skipped.
• A race can't be released until its age policy is set. The race card shows Can't release medals yet until it is.
• Two races in the same edition can't share a name. Add something to tell them apart, like Marathon (wheelchair).
• Distance and unit go together: give both, or neither.
• Use the 24-hour clock for start times, like 09:30.
• You can't rename an event, change an edition's date or remove a race yourself yet. Email support@breaktape.com and we'll help.
• Only admins and editors can set up events and races.
• Thanking volunteers or fundraisers with no race day? Use Set up awards instead.

Related guides

• Waves and start times
• Age policy and under-13s
• Designing a medal
• Importing a results file