New British Triathlon Race Pass - Fully Automated By Eventrac

22 Sep, 2023 08:45 By: Support Admin

The British Triathlon Federation has recently announced that they are replacing the Day Membership with their new Race Pass.  This introduces a number of changes that organisers of BTF-affiliated events will need to handle.  The good news for eventrac customers is that we have automated the process meaning no additional admin and reduced workloads.

What Is Changing

The Race Pass (replacing Day Membership) is a British Triathlon membership product. All participants who enter a race at a permitted event must be a Core or Ultimate British Triathlon member or purchase a Race Pass. A Race Pass includes:

  • A race licence
  • Membership to the sport on the day of the event
  • Third-party public liability insurance

There are two types of Race Pass:

  • Adult Race Pass
  • Children & Young Persons Race Pass


What This Means For Event Organisers

As part of the changes introduced, BTF requires all event organisers to change the way financial information and participant data is shared with them.  These can be summarised as follows:

  1. When a participant buys a race pass, the money must be sent directly (and in real time) to BTF
  2. When a participant buys a race pass, the following information must be shared with BTF
    • First Name
    • Surname
    • Date of Birth
    • Postcode
    • Email
    • Event Date
    • Event Name
    • Race Name/Type
    • Date and time of purchase
    • Marketing preferences


How Eventrac Has Automated The Process

The good news is that we have been working on a solution to automate the process so that there is no additional administration for event organisers using the eventrac platform.  In fact, it will be easier than ever to manage an event that is affiliated with BTF.

Split Payments

The biggest change we have made is splitting payments when a participant enters your race and buys a BTF race pass.  In simple terms, money for the event + any merchandise you are selling will continue to come directly to your payment account.  Money for the race pass will go directly (at the point of payment) to British Triathlon.

This means that you are not handling money on behalf of BTF, do not have to worry about chargebacks on the race pass and any refunds come directly from the BTF account.

Refunds and Transfers

If you need to refund the cost of the race pass,  you can perform the refund on behalf of the BTF.  This means that the money is reversed from the BTF account.  BTF can also manage this process if the participant were to contact them directly.

Similarly, if a participant wishes to transfer to a new race, the race pass will follow them to the new entry.  This can either be performed by an admin or if you enable self-managing entries, by the participant themselves.

Auto Transfer of Data

To keep admin to an absolute minimum for you, when a participant enters one of your BTF-affiliated events and buys a race pass, Eventrac will automatically send the necessary details directly to BTF.  This will prevent you from having to share data or send unnecessary and time-consuming emails.

To ensure that you have all the information you need on the day of the event, you will clearly see if a participant has purchased a race pass, either in your Eventrac admin system or from the check-in app.

One Click Setup

Enabling the above is simply a case of clicking 1 checkbox on your race setup.  Simply navigate to a race and enable the BTF affiliation.  We take care of the rest.

On Hand To Help

The team at Eventrac are on hand to assist with all components of your event. From advice on promoting your event through low cost channels such as social media, to a guided tutorial on a specific feature of Eventrac. We are here to help.

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