Best Practices | Setting up your event on-site
Updated: Jun 20, 2019
Using a digital scoring system (especially for surfing contests) can be a difficult task. From internet, power generators, and corroding sea air eating away your electronics to remembering the list of equipment you need to run . There's definitely more than enough things to worry about when running an event. Well we are listing off our best practices for setting up with STACT’s equipment just to give you that extra sense of security when the big day arrives.
As setting up this extra equipment may require and extra 15 minutes of your time (like most modern scoring system) our system is here to save you hours of manually calculating rankings, scores, and results for days even weeks after an event has finished. Even better you’re updating spectators and fans in real-time automatically through STACT App.
1. ALWAYS CHARGE YOUR EQUIPMENT
One of the most important parts of having a modernized scoring system is the fact equipment NEEDS CHARGED. Yes, that’s right if you don’t have power or your devices are not charging during a 12-hour contest, chances are you’re going to lose some of them. Judges don’t like getting behind so keep those tablets ON!
2. KEEP YOUR DEVICES UPDATED
Keeping devices updated saves you time and money. When you arrive the day of, set everything up and suddenly, your tablets and laptops require a data-defying update. Not only are you losing time, but you’re cutting into potentially tons of data from your hotspot data plan. A day or the night before we HIGHLY recommend checking for updates to prevent any complications. Ensure auto-updates are disabled as well!
3. DOUBLE, TRIPLE, AND QUADRUPLE CHECK EQUIPMENT
As obvious as this may sound making sure you have all the equipment needed to power the event is often looked past. We recommend checklists of equipment to ensure you arrive with everything needed to run the contest your way. When you’re packing for your next event use a typed or written checklist to help remind you of items you need for your event.
4. DATA PLAN
Any modern scoring system will require some sort of internet device in-order to deliver results live via STACT App or your Website. Before your contest check to see if you have at least 1 gig of data before you surpass your limit and slow down connection. From the contests we’ve powered, we found AT&T being the most reliable source of wi-fi while on the beaches of Southern California and other locations in the United States. Check your area or where your events are held for the most reliable provider!
5. CHECK FOR STACT Event Manager UPDATES
We will often update our software to ensure the best experience for our users. It’s up to you to keep your equipment updated and ready to go. Visit www.stactapp.com/download for the latest versions! We will send out emails and push notifications informing you to update as well!
6. EXTRA DEVICES = SECURITY
We are dealing with technology and some devices have shorter lifespans than others. IF your budget allows, we recommend having at least two of everything, Power strips, tablets, laptop, Wi-Fi hotspot. It’s not needed but you can never be too sure.
If you’re interested in what equipment we recommend check out www.stactapp.com/equipment
7. GIVE YOURSELF TIME
Nothing is more stressful than running short on time, especially when using tech to run your event. We know, we’ve been in the trenches. Therefore, we want YOU to give yourself and extra 30 minutes to set up the equipment. When we on-board clients nearby we tend to show up to the event and give a trial run. We know that setting up can take time and as the contest gets closer to starting the nerves really kick in especially if you’re running behind. Do yourself a favor and give yourself TIME.
8. OVERHEATING DEVICES
Overheating hasn’t been an issue with the current hardware we recommend but it can happen. Try to keep any device in the shade for as long as possible.
9. PROTECT YOUR EQUIPMENT
We've come across plenty of times when mother nature decides to turn on the sprinklers at 10pm. When you're trying to recharge for day 2 only to find yourself wondering if the entire set up is getting soaked. Bring towels or tarps to cover up your electronics or pack all the tablets and computers away and set up again in the morning.
9. TEST EVERYTHING!
All-in-all make sure you TEST everything before the event. Test the hardware, check your event schedule and heat draw. Just take a step back and test! One of the many great features about STACT Event Manager is the capability to change anything anytime so if you do come across any discrepancies you have nothing to worry about.
STACT Event Manager is a FREE software for organizations to use for scoring and broadcasting live results on their profile in STACT App. Check www.stactapp.com for more information about our platform!
Looking to power your event, tours, and competitions? Contact firstname.lastname@example.org to get started!
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