Camping & Accommodation — Comprehensive Feature Guide

    Status: ✅ Fully Implemented

    Overview

    The Camping & Accommodation feature allows event organisers to offer on-site camping and horse accommodation (stabling/yarding) as part of their event setup. Riders can request powered or unpowered camping sites, day stables, and day yards during registration. Fees are calculated per unit and added to the registration total at checkout. Refundable bonds can be configured for stables and yards.

    Purpose: Enable organisers to manage event-site accommodation offerings — including camping sites, day stables, and day yards — with configurable per-night fees, capacity limits, and optional refundable bonds, all integrated into the registration and payment workflow.

    Who Can Use This Feature

    Roles with Access

    Organisers (Configuration)

    • Organiser Admin — Full access to configure camping and accommodation options on events
    • Organiser Contributor — Can configure camping and accommodation on events they manage

    Riders (Selection)

    • Rider — Can select camping sites, stables, and yards during event registration

    Prerequisites

    • Active user account with organiser or rider role
    • Event must be created at a venue (venue capacity data used for placeholder limits)
    • Connected Stripe account (required for paid events with camping/stabling fees)

    Key Features

    Camping Sites

    Organisers can offer two types of camping at their events:

    • Powered Camping — Camping sites with electrical power hookups
      • Configurable per-night fee
      • Optional maximum site limit
    • Unpowered Camping — Basic camping sites without power
      • Configurable per-night fee
      • Optional maximum site limit

    Overnight Stables

    Organisers can offer overnight stabling for horses:

    • Overnight stables — Individual stables for horses
      • Configurable per-night fee
      • Optional refundable bond per stable (returned if left clean)
      • Optional maximum stable limit

    Day Yards

    Organisers can offer outdoor yard spaces for horses:

    • Day yards or stalls — Yard spaces for horses
      • Configurable per-day fee
      • Optional refundable bond per yard
      • Optional maximum yard limit

    Fee Calculation

    Overnight stables and camping sites are charged per unit, per night: the number of stables (or sites) × the number of nights × the per-night fee. Day yards are charged per yard, not by the night, because a day yard is daytime use. Bonds are charged once per stable or yard, whatever the number of nights. Everything is added to the registration total, which includes the entry fee plus all selected accommodation fees and bonds.

    Nights start at the number of nights the event runs over — a Friday-to-Sunday show is two nights, and a one-day show counts as one (the horse arrives the night before or stays the night after). Riders can add up to two more nights for arriving early or leaving late. The same number of nights applies to every camping site a rider books.

    Invoice Line Items

    Camping and stabling fees appear as separate line items on invoices, showing the units and nights so the payer can check the arithmetic, for example:

    • "Event Sundries - Powered Camping (2 sites × 3 nights)"
    • "Event Sundries - Day Stables (1 stable × 2 nights)"
    • "Event Sundries - Stable Bond (refundable)"

    How to Use — Organiser Setup

    Step 1: Open Event Edit

    1. Navigate to Organiser Dashboard → Events
    2. Create a new event or edit an existing event
    3. Select a venue — the stables/yards and camping sections appear automatically if the venue has relevant capacity, or if you have previously enabled these options

    Step 2: Offer Stables and Yards

    The Accommodation section — on both the create and edit pages — appears when the venue records stabling, yard or camping capacity, or when you have already switched one of those on for this event. Its first block covers stables and yards.

    1. Overnight stables — tick it, then:

      • Set Stable fee (per night) — the per-night rate in AUD
      • Optionally tick Bond required for stables and set the Stable bond (refundable)
      • Optionally set Stables available — limits how many stables riders can request; the placeholder shows the venue's capacity

    2. Day yards or stalls — tick it, then:

      • Set Day yard fee (per day)
      • Optionally tick Bond required for day yards and set the Day yard bond (refundable)
      • Optionally set Day yards available

    Step 3: Offer Camping

    The second block of the same section covers camping, and appears when the venue records camping or powered-site capacity (or camping has already been switched on for this event).

    1. Powered camping sites — tick it, then:

      • Set Powered site fee (per night)
      • Optionally set Powered sites available — the placeholder shows the venue's capacity

    2. Unpowered camping sites — tick it, then:

      • Set Unpowered site fee (per night)
      • Optionally set Unpowered sites available

    Step 4: Save the Event

    On a draft the form saves itself a moment after each change; on a published event press Save changes. Accommodation stays editable after publishing, so you can add stabling or camping to a live event without unpublishing it.

    How to Use — Rider Registration

    Step 1: Open Event Registration

    1. Browse to an event that offers camping or stabling
    2. Click Register to begin the registration process

    Step 2: Select Stables & Yards

    If the event offers stables or yards, a Stables & Yards section appears on the registration page:

    • The section displays: "Select the number of stables or yards/stalls you require. Stables are charged per stable, per night; day yards/stalls are charged per day."
    • Overnight Stables — Shows per-night fee and refundable bond (if applicable); use +/− buttons to select quantity
      • Maximum limited by the event's Stables available setting
      • Number of nights appears once a stable is selected, starting at the event's own nights (see Fee Calculation)
      • Running totals displayed for stable fee and bond amounts, e.g. "Stable fee: 2 × 3 nights × $40.00 = $240.00"
    • Day Yards/Stalls — Same layout, charged per day, with an optional bond

    Step 3: Select Camping Sites

    If the event offers camping, a Camping section appears:

    • The section displays: "Camping is available at this event. Select the number of sites you require. Sites are charged per site, per night."
    • Camping nights — how many nights the site is needed for; the same nights apply to every site selected
    • Powered Camping — Shows per-night fee; use +/− buttons to select quantity
      • Maximum limited by the event's Powered sites available setting
      • Running total displayed as e.g. "Powered camping fee: 1 × 2 nights × $30.00 = $60.00"
    • Unpowered Camping — Same layout

    Step 4: Review in Cart

    The Cart page breaks down all fees with per-unit calculations:

    • Stable fee line: shows N × [nights] × $X.XX per night
    • Yard fee line: shows (N × $X.XX) breakdown
    • Stable bond line (if applicable): shows per-unit breakdown
    • Yard bond line (if applicable): shows per-unit breakdown
    • Powered camping line: shows N × [nights] × $X.XX per night
    • Unpowered camping line: shows N × [nights] × $X.XX per night

    Step 5: Checkout

    At checkout, all camping and stabling selections are aggregated per event and recorded on the registration.

    Frequently Asked Questions

    Q: What happens if I don't set a maximum for camping or stabling?
    A: When the maximum is left blank, no enforced limit is applied in the UI — riders can select any number. The venue capacity is shown as a placeholder hint to the organiser.

    Q: Are bonds included in the registration total?
    A: Yes. When a bond is required, the bond amount per unit is multiplied by the number of stables/yards selected and added to the total price.

    Q: How do refundable bonds appear on invoices?
    A: Stable and yard bonds are recorded as separate values on the registration and appear as dedicated line items on invoices.

    Q: Can I offer camping without stabling, or vice versa?
    A: Yes. Each option (powered camping, unpowered camping, day stables, day yards) is independently toggled. You can enable any combination.

    Q: How are fees displayed in the cart?
    A: The cart shows each fee type as a separate line item with a breakdown — units × nights × the per-night rate for stables and camping (e.g. "2 × 3 nights × $25.00 per night"), and units × rate for day yards.

    Q: What currency are fees in?
    A: Your organisation's own currency — Australian dollars for an Australian club, New Zealand dollars for a New Zealand one. Nothing is converted between currencies.

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