How do I add my Scouts, Guides and Leaders to the system?

Everyone goes in on the Players page of the booking system, and there are three ways to get them there.

Block book your places

Don't know who's coming yet? Pick the number of places you need and pay for them in one go. The places are yours from that moment, and you fill the names in later.

1. Choose how many places you want
2. Pay for them
3. Convert each place into a named player when you know who's coming

No spreadsheet, and no need to have everybody's details on the night booking opens.

Both of these have to be done before the cut-off deadline:

• Every place you're using must be converted into a named player
• Any places you don't need must be deleted

Deleting a place you don't need is refunded under our refund policy. Nothing can be changed after the cut-off, so a place left unconverted is a place nobody can use on the day.

Upload a spreadsheet

Use our player template. We can't accept any other format, so please don't rework the columns or use your own file.

Import from OSM

Create an event in OSM, let your Scouts, Guides and Leaders sign themselves up there, then log in to OSM through our booking system to import them across.

Leaders and accompanying adults are added the same way as everyone else — anyone coming on the day needs to be on the system.

You can upload as many times as you like, right up to the cut-off deadline or until the Run reaches its player limit, whichever comes first.

Updated on: 13/09/2026