Events & bookings
Events made simple for members and visitors
Events covers everything on the club calendar that people turn up to: club racing, open meetings, socials, training days, open days and dinners. The calendar on your website, the entry list, the money and the rota all come from a single record, so nothing is typed twice.
Event types carry the rules, so you set them once.
The wording of the booking button, a calendar colour, whether entrants are asked for boat class and sail number, and the duty roles the day normally needs. Every event of that type picks all of it up.
The entry sheet goes to the people on duty.
Emailed straight to the day's officials rather than only the administrators, so the race officer has the list without having to ask anyone for it.
If the weather beats you, one action undoes it all.
Cancelling the event cancels every booking and refunds every paid entry through Stripe automatically. No evening of refunds, and no apologies to write.
Running an event, start to finish
- Build an event in one form: date and time, location, capacity, separate member and visitor prices, an image, age limits, required qualifications, members-only, and a registration deadline
- Attach the paperwork: the sailing instructions or notice of race, and the terms an entrant accepts at checkout. Publish when you're ready, and drafts stay invisible until you do
- Create a whole series in one go: pick a day of the week, a date range, a first race time and races per day, and Sail generates every date as a named series that a duty rota can then be pointed at
- Sell optional extras: paid add-ons an entrant buys with their entry, such as camping, meals or a dinner ticket, with quantities chosen at checkout
- Take entries from members and visitors: members from their portal, visitors from the public website without an account, one booking covering several entrants by name, and several events paid for in one basket
- Trust the limits: capacity enforced, anyone over it moved to a waiting list, duplicate entries for the same name blocked, and a reference issued with a club-branded confirmation. Free events work the same way, without the payment step
- Manage the entry list on one screen: every entrant with class, sail number, reference, payment status and whether they're registered, waitlisted, cancelled, attended or a no-show, with the list exportable and entrants messageable by email and text
- Feed the rest of the club: events publish to your website calendar with month and week views, their duty requirements flow into the rota, entries flow into your bookings report, and what's coming up appears on the committee dashboard
Who events help the most
Members and visitors entering
No more emailing an entry the night before and hoping it arrived.
Sailing Secretary
No more an evening per series, and sign-ups arriving through email chains and paper lists.
The day's officials
No more asking an administrator to send you the entry sheet.
Treasurer
No more collecting entry fees in cash and cheques on the morning.
Secretary
No more a website calendar, a portal and a committee report that disagree.
Events and bookings are included in
- Essentialsnot included
- Clubincluded
- Club Proincluded
- The AI events import is included in Club, so moving your season calendar across doesn't need an upgrade.
- Club Pro adds description drafting and member event recommendations.
The SailAI difference
Moving your season calendar across is the usual barrier, so the events import wizard isn't reserved for the top tier: upload your existing calendar spreadsheet and SailAI reads the titles, dates including multi-day events, times, categories, locations, prices and capacities, sorts them into categories, and shows you the plan with anything doubtful flagged. Nothing is written until you approve it. On Club Pro, SailAI also drafts event descriptions and suggests events to individual members based on what they take part in.
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