WCA Competition Organizer Guidelines
How to organize a competition
All WCA competitions must be attended and overseen by a WCA Delegate. If you are interested in organizing your own competition, please contact your nearest WCA Delegate. They will be able to give you more information on the local practices and can help you with finding a suitable date as they know if there are any other competitions planned in the same time frame. If there is no WCA Delegate near your area, please get in touch with the Senior Delegate for your region.
Expected expenses for organizing a competition
The expected expenses differ greatly from country to country and are determined by several factors like the size of the venue and other general conditions. Recouping all expenses with entry fees is possible. However, to keep these as low as possible, it is highly recommended to search for sponsors. Although WCA Delegates are volunteers and do not receive a salary for their work, organizers should consider paying compensation for their travel expenses.
Deadlines for the announcement of the competition
The competition should be announced at least one month before the start of the competition (see Guideline 8a4++
). If there are special reasons preventing this deadline to be met, competitions may be announced up to two weeks before, at the discretion of the WCA Board. It is highly recommended to inform the WCA Board of these reasons as soon as possible to avoid a later refusal of the competition.
As a general policy, WCA Competitions will be accepted if they are at least 200 km or 26 days away from any other competition. WCA Board should particularly review a proposed competition if there is another competition for which the distance between them is less than 200 km and the time between them is less than 26 days. A delegate requesting approval for such a competition must provide further information on why the competition should still be accepted. Possible arguments that will support such a competition being accepted include:
- The two competitions have different events.
- The two competitions take place in different countries.
- In the last 12 months, there have been fewer than 13 competitions in the area 200 km around the competition.
FMC simultaneous competitions cannot be part of any other regular competition:
- If any location of such competitions is closer than 200 km to any other regular competition, then both competitions should be at least 5 days apart, or the other competition must not have the FM event.
All events that are going to be held at the competition must be specified by the Delegate when requesting the competition approval. This also includes "tentative" events (i.e. events that may be held additionally depending on the competition flow). Further additions must be approved by the Board.
The number of competitors may be limited per event or per competition (see Regulation Z4
). Like for all regulations in article Z, the delegate of the competition must get an approval of the competitor limit by the Board. Competitor limits should be chosen wisely and in accordance with the expected competitor interest. The limit should not set to a lower number for minor reasons. The intended limit should already be taken into consideration when searching for a suitable venue. The competitors limit must be clearly stated on the competition page on the WCA website.
Registrations must be processed on a first come first served basis, which means that the earliest complete registration must be treated first. If entry fees are prepaid, a registration is considered complete when the entry fee has been paid. This should be clearly stated in the paying instructions on the competition website.
Managing the waiting list
Once the competitor limit for a competition is reached, a waiting list should be opened. When registered and approved competitors cancel their registration, they can be replaced with the next competitors on the waiting list.
If competition entry fees are prepaid, it is an efficient approach to offer the free spot to the next competitor on the waiting list and set a deadline until when the registration fee should be paid to complete the registration (e.g. 48 hours). In case the payment is not received in time or the competitor denies, the free spot should be offered to the next person on the waiting list. This process should be continued until the free spots are filled. There are no exceptions for competitors to bypass the waiting list.
If competitors did not go through the regular registration process but competed, their results will be removed retroactively (assuming the competitors limit existed and was reached).
Tasks before the competition
- Before announcing the competition, a schedule is required to be published on the competition website. This schedule can be adjusted later.
- Competitors should be split into groups, score sheets must be printed and should be split according to the groups' distribution. It is also recommended to plan who will scramble for every group of every event, at least for the first rounds. Scramblers should be reliable.
Tasks during the competition
The tasks an organizer has to do during a competition should be discussed with the WCA Delegate. The typical tasks are (they can be delegated to other reliable people):
- Managing the registration desk
- Making announcements
- Calling groups and laying out score sheets
- Score-taking and printing results
- Looking for scramblers and judges
- Dealing with all organizational issues regarding the venue (e.g. keys or WiFi)