Creating a LTA Barclays Big Tennis Weekend Events

Barclays Big Tennis Weekends are a series of free open days hosted by venues throughout the year to get thousands of people on court playing tennis. Whether you’re a park, club or community tennis venue, we want to help you attract new people from around the local community to pick up a racket and get involved. To find out more see the LTA website: LTA Barclays Big Tennis Weekend 

 

Running a Barclays Big Tennis Weekend event is one of the best ways to raise awareness of your venue in the community – attracting more players to become members and get involved with your coaching programmes.

Each year, we see over 85,000 players heading down to their local venue to take part in a Barclays Big Tennis Weekend event; but most importantly 58% of these attendees decide to join that venue and play there regularly.

The link will also provide information on how to promote the event, recourses and lots of information. This article covers how to create the event in Clubspark. Please note, that the Barclays Big Tennis Weekends are free of charge, so you will not be able to collect online transactions for this event. Please see custom events if you want people to pay to attend. 

All Barclays Big Tennis Weekend marketing collateral is available to download for free or order via My Tennis Toolkit.

We have split this article into 3 sections to help you easily find the relevant section:

• Creating a LTA Barclays Big Tennis Weekend Event
• Adding a Session to a LTA Barclays Big Tennis Weekend Event
• Deleting a LTA Barclays Big Tennis Weekend Event

Creating a LTA Barclays Big Tennis Weekend Event

Step 1:  In the Events module select the LTA Barclays Big Tennis Weekends category

Step 2:  Click on 'Create a new event'

Step 3:  Add the details of the event 

Status:  Here you have a choice of the below in the drop down. You can change the status at any time. 

• Hidden: The Event is not available to anyone. Use this setting while you are making changes to avoid confusion
• Public: The Event will be available to all and will appear in search results 
• Direct link only: The Event will not appear in search results, but will be available via direct links 
• Archived: The Event is no longer available at your venue and will be moved into the archived section 

Your Reference:  This is the code for admin only use-  most put the Date - i.e. TCJune24

Event Name:  You can rename this to whatever you choose. It is useful to have a date or distinguishing factor - e.g. Autumn Team Challenge. 

Age Level - this is not mandated but more for reference to the people signing up. The session age groups will be validated if entered. 

Description : This is to provide details of the event

Additional Confirmation:  This is what is shown when the person signs up for the event, they will be sent a standard email but you can add additional text here.

Reminder Emails:  If you set this, the reminder email will be sent in the early hours of the morning, it is useful to provide information on the day, what to bring etc. 

Dates and Times:  This is the date and time for the entire day. You can have different session times which you set once creating the sessions. 
If your event is run over more than one date. You can add one additional date by clicking 'Add date'

Contact Name and Details:  The information here will be included on the confirmation email and website in the Need more information.. so if you don't want to add a phone number, you can leave this blank. 

Venue:  This should auto-populate to your venue, but you can add a different venue if needed. 

Policies:  This is where you can add the event waiver/terms and conditions. If added, it will be mandatory to agree to at sign up. 

Cover Photo: You can add your own cover photo - it will be a banner image. Recommended dimensions 1800px x 440px. If you leave this blank the default image will show. 

Participant Cancelations and Auto Refund - If enabled, participants can self cancel through their profile before the start date of the event. If you enable auto-refund, you can set how close to the event you wish to provide auto-refund. 


Step 4:  Save event

Adding a Session to a LTA Barclays Big Tennis Weekend Event

After saving the event, this will take you to add new session page. Here is where you add details of the session or sessions. 

For the Barclays Big Tennis Weekends - you can put on a number of different sessions, You choose the activities.

Step 1: Click '+ Add new session'

Step 2: Add the session details: 

Status:  This will pull from you event, but you can edit each session individually if you have more then one. 

Activity: Choose an option from the drop down. 

• • Cardio Tennis
  • Family Time
  • Free Play
  • LTA Youth Start
  • Other
  • Tennis Xpress
  • Adult
  • Junior
  • Disability 
  • General Attendees
  • Club BBQ
  • Custom Activity - when selected you can add the activity name

You can add the date, time, duration of the session, gender, age groups and capacity.

Please note: adding the ages - this will check the age of the players and prevent players not in this age group from registering.  Select None - if you don't need validation. 

Step 3: Select 'Save session', if you want to add another sessions select 'Save and add another session'.

Once you have created your event - you can go back and add more events, or delete events as needed.

At present you are unable to re-order how the events show on the public page, but this is a feature coming in the near future. 

Deleting a LTA Barclays Big Tennis Event

Open the event, click 'Edit event' and  scroll down to 'Cancel event' - If you have people already signed up for your event.  You can write a custom email that will be sent to them to inform them it has been cancelled. 

 

Deleting a Session

If you want to delete a session from the admin page, click on the session, scroll to the bottom of the page and select 'Delete session'.