Events – After the Event

Last Modified: 18/04/2023

Ride Organiser Procedures – After the Event

Accident Reporting

Event Validation

Event Validation:

  • should be completed as soon as practical after the Event
  • should always be completed even if there were no riders so that the ride can be closed off
  • Includes the following processes:

Event Registrations can be modified at any time until Validation is completed.

  1. Goto Manage Events
  2. Select the Event and then Manage Event Registrations
  3. Select the Registration to modify then Edit Registration

Event Registrations can be modified including:

  • Cancel – cancel the registration and refund fees
  • Refund – this should only be used with care. Not applicable for DNF or DNS refunds
  • Modify Ride Distance
  • Modify Medal

Validation can be started as the riders complete the Event

  1. Goto Manage Events
  2. Select and then Edit Event
  3. Click Start Validation

Validation is the process of recording the rider’s result.

  1. Goto Manage Events
  2. Select and then Edit Event
  3. Validate each Ride

The Ride Validation options include:

  • Completed – the Ride Duration must be entered
  • Did Not Start – if a Medal was ordered, it will be refunded
  • Did Not Finish – if a Medal was ordered, it will be refunded
  • No Result – the Ride was completed but will not be Homologated (e.g. Social Ride or Exceeded Time Limit)

A Voucher is automatically requested for the Ride Organiser

If Audax members assisted in the running of the Event, the Ride Organiser may request they be rewarded with a Voucher.

  1. Goto Manage Events
  2. Select and then Edit Event
  3. Select the Volunteers and Vouchers tab
  4. Add a Voucher Request for each deserving Volunteer

Any expenses incurred in the running of the Event should be claimed:

  1. Goto Manage Events
  2. Select and then Edit Event
  3. Select the Event Expenses tab
  4. Add and Save Expenses

Expenses Process:

  1. Ride Organiser
    • Completes expenses as part of Validation
    • Sends expense receipts to state treasurer (via Ride Finance Report email with scans of tax receipts attached)
  2. State Treasurer
    • Reviews and approves expenses
    • Forwards expenses with receipts to High Country Bookkeeping
  3. High Country Bookkeeping
    • Receives expense claims from State treasurer
    • Reconciles expense claims
    • Sets up Bank Payment
  4. National Treasurer/President/Vice President
    • Approves Payment (payments are processed weekly)

The Event Validation process is completed by:

  1. Goto Manage Events
  2. Select and then Edit Event
  3. Click Complete Validation
  4. Review and then Submit the Event Validation
  1. After the Event Validation is submitted:
    • Send (post or in person) cards to your Regional Brevet Secretary as soon as possible
    • Send expense receipts to state treasurer (via Ride Finance Report email with scans of tax receipts attached)

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