Sooke Fall Fair Online Registration
As an alternative to filling in a paper Entry Form you can enter online. For this you will need an email address and access to a web browser. A desktop or laptop is recommended, not a phone. Recommended browsers are: Google Chrome, Brave, Opera or FireFox; see below for some problems with Safari.
The following instructions are valid if either:
- You have entered in either of the last three years and the email address used then is the one you wish to use now,
or,
- You have not entered in the last three years
If, however, you have entered but with a different address,
or if there was no email address given last time
(which might happen on a child's entry form)
then please contact us at
registrations@sookefallfair.ca
before proceeding. Otherwise you will appear twice in the system.
Initally creating an account
To register Fall Fair entries online you must create an account using an email address. That address may be used for multiple exhibitors. Here we use leslie@example.com as an example.
Go to https://sookefallfair.ca/sff/online-entry.php
You might want to book mark that address for future use.
Click on Create an account, enter your email address and a password, then click Accept. In a few seconds you should see the following message:
An email has been sent to leslie@example.com containing a link.
Click on that link to verify the account, and then login.
The purpose of this is to confirm that the email address is valid and is for you!
When you receive the email, click on the link in it to confirm the account. That will take you back to the same page and you should see a message such as
OK, email leslie@example.com has been registered. Please login
If, however, you see
Error, account leslie@example.com already established
then the account has been setup. You should be able to login using the Login button.
(If you click on the link in the email again you will see
Email address leslie@example.com has already been registered
this is harmless.)
Subsequently Logging in
Go to the same address above
( https://sookefallfair.ca/sff/online-entry.php )
but this time login using your email address and password. You should see a message such as
Hello, welcome leslie@example.com
If that email address was associated with any exhibitors in the 2022 or 2023 Fall Fair then they will be listed.
In this case you may see either
There are several exhibitors for this email address.
or
This email address has one exhibitor associated with it.
Otherwise, if this is a new address in the system, you will see
There are no exhibitors yet for this email address.
If there are multiple exhibitors for that email address they are displayed and you must click on one to select it. (To switch to a different exhibitor click on the desired one.)
If there are no exhibitors with that email address you must create one to add entries.
In any case you can add new exhibitors associated with that email address.
Avoid the browser's Back Button!
For many buttons, such as "Add entries", clicking on them
will hide some of the page and reveal other parts.
In some cases the buttons will be labelled Accept to confirm the action and
Back (or some cases Cancel) to not do it and to return to the previous display.
Use these buttons rather than the browser's back button, since that will take you to whatever page you previously visiting.
Adding an exhibitor
There can be multiple exhibitors (entrants) sharing the same email address. This is often the case within a family,
especially with children.
Click on Add an exhibitor then enter the Last Name, First Name, age if the exhibitor is under 18 at the time of the fair, optionally a phone number
. Then click Accept.
You can edit these fields later. If you misspell the name, do not repeat the Add an exhibitor because this will create multiple exhibitors.
If this happens, you cannot delete the wrong one but must send mail to
registrations@sookefallfair.ca to fix the situation.
Adding an entry
First check that the correct Exhibitor is shown (if there are more than one) then click Add entries.
You can use either the pulldown menus or the fields under them to enter
the Section (a number), the Division (a letter) and the Class (a number). If the combination is valid the class name will be displayed, so press Accept to add the entry. (Leading zeros on section numbers are optional; for produce you can enter either 1 or 01.)
If successful it will confirm the registration has been added. You can then add another
or click the "Back" button.
Displaying the entries
Clicking the Show entries button displays the list of entries and the price. The price depends on whether the exhibitor is an adult or a child, and if it was entered before the early price deadline. (When entries are displayed the button changes to Hide entries.)
Hint
Normally the entries are displayed in the order they were entered into the system.
If the Sort entries box is checked then they are shown sorted by category.
Deleting an entry
If you decide to withdraw an entry, click the Delete an entry button, click on the entry to remove, then click Accept (or CANCEL if you change your mind and want to keep it).
Changing entries
To change an entry, an alternative to deleting it and adding a new one is
to click the Change entries button. This will display the list of entries.
Click on the one to change; it will be shown in blue and
you can then enter the new Section, Division and Class.
Check the description shown is correct, then click Accept.
You cannot change an entry if the price of the old entry differs from the new one;
this is only the case if one category is free (Sookeini Race, Scarecrow Contest or Pet Parade) and
the other isn't.
And of course you can only enter once in each class (except for Wine and Beer).
You can click on another entry to change it, or click the Done button.
Changing Exhibitor information (name, phone, age)
The Edit info for this exhibitor allows you to edit information about the exhibitor.
You cannot change the email address here; to do so
contact registrations@sookefallfair.ca.
Children who entered previously have been aged one year in the system, so it should not be necessary to edit the age.
However, the age may be edited as long as there are no entries that would not be allowed with the new age.
(E.g. if a child age 8 has entered in an age 6 to 8 class, changing the age to 9 would not be allowed.
Such entries would have to be removed before the age could be changed.)
Changing your password
Click Change Password to change your password. Remember, this email address may be for multiple exhibitors!
If you forget your password
Click the Forgot password button.
This displays:
Enter your email address and click
Accept.
An email will be sent to that address.
When you receive the email, click on the link within it
and you can enter a new password.
What you cannot do(!)
For certain actions you will have to contact registrations@sookefallfair.ca.
For example
- Change the email address. Advise whether this is to affect all exhibitors or just some if this email address has multiples ones.
- Delete an exhibitor, for example if you added one by mistake
- Add an email to a previously entered exhibitor. Tell us the name and we will change it for you.
Safari
Note: if you use Safari, you may need to increase the text size. On a desktop, while holding down the Command key press "+" (plus). On an iphone or ipad tap the "aA" button on the left-hand side of the URL bar.
Using the Tab to move to a different field sometimes has unexpected results, such as bringing up a Favourites window.
Error messages
- leslie@example.com has not been registered
- Self explanatory. If you get this unexpectedly you probably entered the wrong email address. Try creating the account again.
-
Email address leslie@example.com has not been confirmed yet.
- The account for that address was created but the link in the confirmatory message was not clicked on. If you did not receive that message then repeat the create account step. If you use a different password from before the new one will override the previous one.
-
This category is only open those between the ages of n and m.
(Where n and m are two numbers, e.g. between 8 and 10.)
- Junior and youth divisions have entry restrictions.
This message can appear if the exhibitor is an adult,
or whose age is not between the range of two numbers given.