1. Create an event — start by filling out this application.
2. Add organizers — in the "Organizers" menu, invite other team members. You can split tasks like customizing design, adding content, or managing communication.
3. Configure rounds — go to Rounds and set up one or two qualifying rounds, followed by knockout stages. Define deadlines, track length, themes/assignments, and judging criteria.
4. Customize appearance — upload the event logo in Edit Event and set up Branding for your site.
5. Set discussions — in Edit Event, decide who can create discussion threads. We recommend leaving it open for everyone.
6. Add social links — use the "We on the web" section to connect your social media profiles.
7. Create pages — in Pages, add static content: About, Rules, Prizes, Judges, FAQ, Contacts. Professional content builds trust and authority.
8. Publish news — add at least one news post so your homepage doesn’t look empty.
9. Activate the event — after configuration, complete payment. Instructions appear on the homepage. Once paid, your event is activated and additional features unlock.
10. Add judges — in the Judges section, assign users to evaluate specific rounds.
11. Set workflow — in Event Workflow, choose the current round and stage:
- Pending
- Track Submission
- Scoring
- Determining Winners
- Pair Formation (for knockout rounds)
- Completed / Cancelled
This controls what participants see (e.g., "Submit Track" button, countdowns, score visibility).
12. Track submission — once a round is active, participants upload their tracks before the deadline. If needed, you can extend submission in Rounds.
13. Judging — during scoring, assigned judges evaluate tracks according to the criteria. Depending on round type:
- In Qualifying rounds, judges score entries on the Qualifiers page.
- In Knockout rounds, scoring happens directly in the Table view.
14. Determine winners — switch the stage to "Determining Winners" in Event Workflow. On the relevant round page, select which participants advance.
15. Form pairs (knockout rounds) — set the stage to "Pair Formation" and go to the Table view. Pairs can be created randomly, strongest-to-weakest, or manually. Save changes.
16. Repeat the cycle — track submission → judging → determining winners → pair formation, until all rounds are complete.
17. Finalize the event — when the final round ends, set the stage to "Completed". Winners will be displayed on the podium in the Table view.
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💡 If you encounter issues, you can roll back a stage at any time in Event Workflow. Just remember that changes trigger notifications to participants and affect their ratings.
📩 Still have questions? Contact us at connect@vanguardnetwork.org.