Conditions of Entry

Overview

Conditions of Entry stores the policy documents attached to registration, Dealers Den, activity submissions, or other event flows. These documents are public-facing terms, not internal notes.

Use separate documents when different audiences need different terms. For example, a general attendee agreement and a Dealers Den seller agreement should be separate so each can be assigned and reviewed clearly.

Dashboard route

• /ems/manage/conditions-of-entry?id=:eventId

Inputs and controls

Input or control	What it changes	Before saving
Add document	Creates another Conditions of Entry document for the event.	Confirm a separate document is needed instead of revising an existing one.
Active	Controls whether the document can be used by assigned flows.	Inactive documents should not be relied on for attendee agreement.
Title	Short document name shown in lists and selectors.	Use names staff and attendees can recognize later.
Description	Short helper text for the document.	Explain who the document applies to.
Document body	Full markdown-ext terms content.	Check headings, links, legal wording, and mobile readability.
Shared target	Makes the document available for general attendee flows.	Use for broad event entry terms.
Dealers Den target	Applies the document to dealer-related flows.	Use for seller, table, merchandise, or conduct conditions.
Activity target	Applies the document to activity or submission forms.	Use for panel, conbook, performance, or media submission terms.
Move up/down	Changes document order.	Put the most general or mandatory terms first.
Remove	Deletes the document from the event configuration.	Confirm it is not needed for audit or public agreement history.

Document editor behavior

State or action	What happens	Operator impact
Document selected	The editor shows that document’s title, description, body, active state, and assignment targets.	Confirm the selected document before changing terms.
No document selected	The page shows the document library without an active editor.	Select an existing document or add a new one.
Active off	The document remains in the library but should not be treated as available for live attendee agreement.	Use for drafts or retired terms.
Move up or down	Changes the order documents appear when multiple terms are assigned.	Put general mandatory terms before specialized addenda.
Save	Writes document content and target assignments together.	Use after checking both wording and assignment targets.
Revert	Restores the last saved document set.	Use when terms were edited or assigned to the wrong flow.

Assignment targets

Target	Where the document is required	Use when
Rego	Main attendee registration flow.	General event entry terms must be accepted before registering.
Waitlist	Waitlist join flow.	Waitlisted attendees must accept terms before joining a queue.
Upgrade	Upgrade request and upgrade finalization flows.	Upgrade-specific rules or payment terms must be acknowledged.
Refund	Refund and add-on removal request flows.	Refund policy must be acknowledged before requests.
Volunteering forms	Volunteer application flows.	Volunteer expectations, conduct, or staff terms must be accepted.
Dealers Den applications	Dealer application submission.	Seller/table application rules must be accepted before applying.
Dealers Den rego	Dealer registration after approval.	Table, assistant, or dealer payment terms must be accepted before dealer rego.
Activity forms	Individual activity submission forms.	Panel, conbook, performance, or other activity-specific terms must be accepted before submission.

Activity targets are generated from the event’s activity forms. Active and inactive forms are both visible so staff can keep document assignments aligned before activating a form.

Assignment review

Each checkbox is a legal or policy checkpoint in a public flow. Check the document title, body, and target together. A correct document assigned to the wrong target can make the wrong audience accept terms they do not understand, while a missing target can let an attendee or applicant proceed without acknowledging required rules.

Document library behavior

The document library shows every reusable document and its assignment summary. Selecting a document opens its editor. Moving a document up or down changes its order anywhere multiple documents appear together. The Active toggle controls availability, but assignment checkboxes still show where staff intended the document to apply.

Save and revert behavior

Conditions of Entry uses the floating save bar. Save writes document content and target assignments together. Revert returns the editor and assignments to the last saved state, which is useful when a document was assigned to the wrong target.

Flowchart context

Conditions of Entry supports the setup review in Create an Event and should be checked before activation. It connects most closely to Rego Config, Dealers Den, and Activities.

Common mistakes

Do not paste internal enforcement notes into the public terms body. Keep the document clear enough for attendees to understand what they are agreeing to before registration or submission.