> ## Documentation Index
> Fetch the complete documentation index at: https://partner-help.letsdothis.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Event setup

> Configure races, tickets, registration forms, and event page content — everything you need before going live.

The event setup screen is where you build and manage every aspect of your event. It is organized into tabs — **Details**, **Races**, **Tickets**, **Form fields**, **Forms**, and others — so you can work through each area and return to update them at any time. Click **Save** at any point to save without publishing.

## Event details and event page

All core event information and your public-facing event page content are managed from the **Details** tab.

Fill in the core fields first:

* **Event title** — the public name participants will see on the Let's Do This marketplace and in their confirmation emails.
* **Website** — your event's own website URL, if you have one.
* **Contact email address** — where participants can reach you with questions.
* **Location** — search for your venue or location. Toggle **Display full location details** on to show the complete address on the event page; leave it off to show only a general area until closer to race day.

Then fill in the event page content — the public listing on Let's Do This that participants browse and share before registering. A complete event page improves discoverability on the marketplace and answers the questions participants would otherwise email you about. You can update any of this at any time; changes go live immediately.

* **Primary Photo** — the main hero image shown at the top of the event page and in marketplace search results. Use a high-quality landscape photo.
* **Additional images** — a gallery of supporting photos.
* **Course details** — the route, terrain, elevation, or course layout.
* **What's included** — what's in the entry fee (medal, t-shirt, timing chip, finish line food, etc.).
* **Race day logistics** — bag drop, parking, start procedures, and what participants need to bring.
* **Travel** — directions, public transport options, and parking information.
* **Kit list** — what participants should wear or carry.
* **Spectators** — where spectators can watch from and how to get there.
* **FAQs** — click **Add New FAQ** for question-and-answer pairs covering anything not in the sections above (refund policy, age limits, chip timing, etc.).
* **Terms and Conditions URL** — link to your event's full T\&Cs, shown to participants at checkout.
* **Privacy Policy URL** — link to your privacy policy.

<Warning>
  Changing your event title changes the event's URL. If you have already shared
  the event page link publicly, the old URL will break. Update any published
  links after renaming your event.
</Warning>

## Races

A race is a distinct distance, wave, or category within your event. Participants choose a race when they select a ticket, so set up your races before creating tickets.

On the **Races** tab, click **Add Race** to create a new race. Each race has:

* **Race title** — the name shown to participants (for example, "Half Marathon" or "Elite Wave").
* **Discipline** — the activity type (running, cycling, triathlon, etc.).
* **Distance** — the race length and unit (miles, K, etc.).
* **Race start time** — hours and minutes. Toggle **Display start date and time** on to show this on the event page; leave it off if you prefer to communicate start times separately.
* **Display distance** — toggle on to show the distance on the event page and ticket selector.

You can add as many races as your event has categories.

## Tickets

Tickets are the purchasable entries participants buy. Each ticket is linked to a specific race and has its own price, sale window, and settings.

On the **Tickets** tab, click **Add Ticket** to create a new ticket. Key fields:

* **Ticket title and description** — displayed at checkout and in confirmation emails.

* **Race** — which race this ticket is for. A participant buying this ticket enters that race.

* **Type** — **Standard** (anyone can buy) or **Application** (participants submit an application that you approve before a place is confirmed).

  <Info>
    Application tickets require additional configuration. Contact your account
    manager to get application tickets set up for your event.
  </Info>

* **Price and currency** — the amount charged at checkout. Set to zero for free entries.

* **Sale start and end dates** — when the ticket becomes available and when it closes. Outside these dates, the ticket is not shown in checkout.

* **Minimum and maximum tickets per booking** — controls how many of this ticket a single booking can include. Useful for group bookings or to prevent bulk purchases.

**Ticket toggles:**

| Toggle                            | What it does                                                                                                                |
| --------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| Make visible in checkout          | Shows or hides the ticket in the ticket selector. Turn off to temporarily hide a ticket without deleting it.                |
| Mark as Sold Out                  | Closes sales immediately and shows a sold-out label.                                                                        |
| Enable Waitlist                   | When capacity is full, participants can join a waiting list. See [Waitlists](../event-setup/tickets/event-create-waitlist). |
| Enable Payment Plans              | Lets participants split the cost into monthly installments. See [Payment Plans](../event-setup/payment-plans).              |
| Enable Fast Checkout              | Shortens the booking form for participants who have registered with you before.                                             |
| Enable check-in with race day app | Enables QR code scanning for check-in on the day.                                                                           |

## Booking form fields

Form fields are the individual questions you can include in a booking form. You create and configure them on the **Form fields** tab before attaching them to a form.

On the **Form fields** tab, click **Add field**. Choose a field type, then configure its name and settings.

**Available field types:**

| Type              | Use for                                                                                      |
| ----------------- | -------------------------------------------------------------------------------------------- |
| Text              | Single-line free text (e.g., club name, emergency contact name).                             |
| Text area         | Multi-line free text (e.g., additional notes).                                               |
| Phone number      | A phone number with country code validation.                                                 |
| Select / Dropdown | A list of options where the participant picks one (or multiple, if multi-select is enabled). |
| Date              | A date input (e.g., date of birth, date of a qualifying event).                              |
| Checkboxes        | Multiple options where the participant can select several.                                   |
| Radio buttons     | Multiple options where the participant picks exactly one.                                    |
| Address           | A structured address input (street, city, postcode, country).                                |
| Waiver            | A legal agreement participants must acknowledge. See [Waivers](./waivers).                   |
| Email             | An email address input with format validation.                                               |
| Duration          | A time duration input (e.g., a qualifying race finish time).                                 |

For most field types, you can mark the field as required and add a description or placeholder to guide participants.

Standard participant details — first name, last name, email, date of birth, gender — are collected automatically on every booking and do not need to be added as custom fields.

<Info>
  **Charity marketing opt-in** is an additional field type available for events
  with a charity partner. It presents participants with an opt-in to receive
  communications from the charity. This field type is configured by Let's Do
  This staff — contact your account manager to add it to your event.
</Info>

## Booking forms

A booking form groups fields together and attaches them to a specific ticket. Participants buying that ticket complete its form at checkout. Each form is attached to exactly one ticket — create one form per ticket that needs custom questions.

On the **Forms** tab, click **Add Form**. Give the form a name, select the ticket it applies to, and ensure **Booking Enabled** is turned on so it appears at checkout.

With a form open, add the fields you created on the **Form fields** tab. You can set the order fields appear in, and configure conditionality to show or hide individual fields based on earlier answers.

### Conditional fields

Fields on a form can be set to show or hide based on how a participant answers an earlier question in the same form. For example: show a "Club name" text field only when a participant selects "Yes" in a "Are you a club member?" dropdown, or show an emergency contact section only when a specific race distance is chosen.

Conditions can check for an exact value match, or combine multiple conditions with AND / OR logic. When a field's condition is not met, the field is hidden and its answer is not required.

<Info>
  Setting up conditional fields requires help from your account manager. Contact
  them with the logic you need and they will configure it for you.
</Info>

## Waivers

Waivers are a special booking form field type that present a legal agreement participants must acknowledge before completing checkout. See [Waivers](./waivers) for a full guide to setting them up, signature options, and what participants see.

## Sales options

On the **Details** tab, scroll to **Sales options** for event-level controls:

* **Enable Payment Plans** — turns on the monthly installment option for the event. Configure the maximum number of payments and the last possible payment date (see [Payment Plans](../event-setup/payment-plans)).
* **Enable Bulk Buy discounts** — lets you offer price reductions when participants buy multiple tickets at once (see [Bulk Buy Discounts](../event-setup/bulk-buy-discount)).
* **Undiscoverable (Unlisted)** — hides the event from search and browse on Let's Do This. Keep this on while you're setting up.

## Previewing and going live

Once your setup is complete, click the **Preview** link at the top of the event dashboard to see exactly what participants will see — the full event page with your content, images, and ticket selector — before the event is visible to anyone.

When you're happy with everything, contact your account manager to list the event publicly and open registrations.