Guide to Running Events

Everything involved in running a competition on SET, in the order it happens — from creating the event online to the award ceremony on the last day. Each stage links to the article that covers it in full. The flow is the same whatever the sport.

00 Before the event

Platform · account · software

SET Pro gives you the online events platform, SET OVR (the desktop application), Timing & Scoring and Video Review. They activate when you create the event.

1. Choose your event platform. WKF, WAKO, Ju-Jitsu, Taekwondo and the others each have their own. The platform decides the rule set, the category structure and the scoring panels available to you.
2. Create an event manager account on that platform.
3. Create the event online. This opens registration and activates the software.
4. Install SET on every machine you will use, and check they are all on the same version.

The SET Pro Demo Platform gives full access to the events platform at no cost — use it to rehearse this flow before doing it on a real event.

In detailDownload and install SET · Mode selection during login

01 Build the event page

Categories · entry fees · documents · templates

Everything here happens online, before anyone arrives.

1. Set up the categories. Add them, or copy the set from a previous event. Set the draw mode for each — elimination, round robin, pools, double elimination.
2. Set entry fees. Fees are defined on the categories. The Entry Fee Model then decides how they combine — multi-entry discounts, a cap per club, early-bird or late pricing by date.
3. Set up the accreditation categories for coaches, referees, officials and press, with their limits per team.
4. Upload the programme documents competitors and clubs need.
5. Design the accreditation and certificate templates, and generate the PDFs you will print on site.

In detailCreate the event’s categories · Edit categories · Entry fees · Generate an accreditation

02 Onsite registration

Import · entries · weigh-in · medical

1. Export the online database and import it into SET OVR. From here the desktop application holds the event.
2. Work the entries. Register late entries, validate what arrived, move people between categories.
3. Run the weigh-in. Weight and size control shows each competitor against their category limits, with passport and medical checks alongside. A serial scale can feed the readings directly.
4. Set entry status as competitors clear each desk. Access control filters on Approved, so a competitor left Pending will not scan in at the venue.

In detailExport and import the event · Entry list management · Register a new athlete · Moving and removing entries · Run the weigh-in · Connect an electronic scale

03 Categories, seeding and draws

Reshape · seed · draw · timetable

The order matters through this whole stage: reshape, then seed, then draw — each step reads what the one before it produced. Set up DTM before the match caller, and do not have both open at the same time.

1. Reshape the categories. Merge the ones too small to run and split the ones too large for the session.
2. Seed the entries. Seeding fixes chosen competitors onto set positions — every seed is a position the draw engine can no longer move.
3. Generate the draws and point tables, with Automatically Save and Save Without Opening ticked.
4. Save the draws as draw records. The draw record is what the scorekeeper works from, leaving the original draw untouched.
5. Set up the match areas in DTM, including the match duration.
6. Build the match caller — assign match numbers in the order bouts will run.
7. Push the matches to the timetable, then export the schedules and upload the draws and timetable online.

In detailMove, merge and split categories · Seeding and random draw numbers · Generate draws and draw records · Build the match caller · Roll call

04 The tech table

Network · server · clients · power

1. Build the local network. Server laptop, router, switch and LAN cables. Wired throughout.
2. Give every important machine a static IP — the server, the mats and the information screens. Client stations, live data, the graphics feeds and the backup endpoint all address machines by IP.
3. Test the latency. Ping between stations must return 1 ms or less.
4. Import the event database and add the users the other stations will log in with.
5. Set up the results and information laptops, and configure SET PSS for live data.
6. Secure power and the printer.

In detailNetwork setup · Connect to a database · Set up SET PSS · Information monitors

05 Scoring tables

One station per mat

1. Connect the LAN cable and test the latency to the server.
2. Log in to FOP mode — Ring or Tatami. Without it, activities do not display in the online services.
3. Assign the client name for this mat and open the panels the station needs. One client name per machine, or a mat shows another mat’s matches.
4. Configure the point panel for the sport and rule set.
5. Connect the scoreboard display and disable sleep mode on the TV.

In detailMode selection during login · Operate the scoreboard · Copy settings between machines

06 Scoring devices

Tablets · clickers · gamepads

How judges enter scores depends on the sport and the equipment. Clear the network first — devices talk to the Point Panel over port 8080.

In detailScoring devices · Use a barcode scanner

07 Video review

Replay · protests

1. Install and configure the video review software and the Shuttle Express controller.
2. Configure the VR interface in SET — one sender per mat, each with the right field-of-play number.
3. Settle the quota rule — per category or per event. That is a competition-rules decision.
4. Train the operators before the first session.

In detailVideo review · Referee Mode

08 Running the competition

Displays · monitoring · end of day

1. Set up the information monitors and the live online information.
2. Draw the referees for each session, if your event uses referee draws.
3. Watch the results for accuracy and keep the schedule on track.
4. Prepare the next day’s materials before you leave.
5. Take the end-of-day exports — the database backup, the access control scan protocol and the referee deployment statistics. All three are far easier to produce on the day than to reconstruct afterwards.

In detailInformation monitors · Referee Mode · Publish to SET Online · Live streaming · Access control

09 Results and award ceremony

Placings · certificates · medals

1. Check the placings. Places 5 and 7 fill automatically as competitors are eliminated; 1 to 4 appear once the final and bronze bouts are decided. Correct only what the draw cannot resolve.
2. Print the official results and the certificates.
3. Download the anthems before the ceremony block, not during it.
4. Connect the laptop to the LED wall and operate the award ceremony manager.
5. Upload the final results online and generate the result book.

In detailView and correct results · Award ceremony manager · Reports and the result book · Publish to SET Online

10 When something is wrong

First checks

In detailSession information and support

Applies to SET 12.2.0 (build 1, 2026-05-24).