Comp organizing help

[Eric4112]

So I plan on doing this physical, not WCA official competition for 20 or so people, but im not sure how its gonna work, what i need, and stuff like that. This is my current checklist, please someone give me some recommendations. Thanks!
(It will only have 2 or 3 solving stations)

Im also looking for a comp software since i cant use cubing contests.com

Equipment:

Timers + mats
Stopwatches
Batteries
Cube covers
Pens
paper
Scrambling area view blocker
Medals, Trophies, Prizes
Results boxes
Microphone and audio system
Table/Chairs

Printing
Scorecards
Registration list
Scrambles
Personal schedules/roles
Certificates for podiums
Schedule
Signs



People:

Announcer: 1
Runner: 2
Judge: >=2
Data Entry: 1
Scrambler: 1 or 2
Check In table: 1

Setup/Things to do

Setup:
Lay out tables and chairs
Set up timers and mats
Set up audio system
Put out cube covers, scrambles, and signs (Puzzle Dropoff)
groups
Competition tutorial

End:
Data entry
Calculate results
Awards

 

[Clock_Enthusiast]

You'll need a budget. Most of these things cost money, hence why the WCA requires registration fees for venues, equipment, and dues.

Venue spaces sometimes come with audio, but most comps I've been to don't even require that (especially for only 20 people). Common venue spaces would typically also have tables and chairs. I would talk to your school or a community center about renting/reservins rooms, as those would likely be the cheapest (if not free) venue spaces. However, renting out spaces often costs money. Prizes would definitely be on you, unless a registration fee or something covers them.

Why not reach out to a delegate to ask about organizing an official WCA comp? The equipment (timers, mats, displays, etc.) would be completely provided in that case.

 

[EvanCuber1]

I just organized a comp, it is a very fun and unique experience!
So you are organizing a comp of about 20 people, let say reg fee is 30$, which is about the average reg fee at most of my comps
Thats 600$, which may be barely just enough to get a decent venue, however you may have a connection which can help with getting a venue (this happened for me, and the venue was decently big enough, and only 200$!), and then there are additional costs such as @Clock_Enthusiast has said.
Happy organizing!

 

[Eric4112]

You'll need a budget. Most of these things cost money, hence why the WCA requires registration fees for venues, equipment, and dues.

Venue spaces sometimes come with audio, but most comps I've been to don't even require that (especially for only 20 people). Common venue spaces would typically also have tables and chairs. I would talk to your school or a community center about renting/reservins rooms, as those would likely be the cheapest (if not free) venue spaces. However, renting out spaces often costs money. Prizes would definitely be on you, unless a registration fee or something covers them.

Why not reach out to a delegate to ask about organizing an official WCA comp? The equipment (timers, mats, displays, etc.) would be completely provided in that case.

I just organized a comp, it is a very fun and unique experience!
So you are organizing a comp of about 20 people, let say reg fee is 30$, which is about the average reg fee at most of my comps
Thats 600$, which may be barely just enough to get a decent venue, however you may have a connection which can help with getting a venue (this happened for me, and the venue was decently big enough, and only 200$!), and then there are additional costs such as @Clock_Enthusiast has said.
Happy organizing!

this comp is planned to not have registration fees, so budgeting is tight. The venue is fine, there is one available.

 

[EvanCuber1]

this comp is planned to not have registration fees, so budgeting is tight. The venue is fine, there is one available.

if it doesnt have reg fees, then I would assume you are paying for it with your own money?

 

[Eric4112]

if it doesnt have reg fees, then I would assume you are paying for it with your own money?

well technically someone else wants to do a comp, and im just helping. I don't think the cost is going to be that high, since we already have a bunch of the stuff we need like timers

 

[Cuber Score]

If you don't intend on this being official and just something for fun, consider having people being their own mats and timers. If they do not own one, then maybe keep a few spare ones.

When I [began] organizing a competition, me and a few other people created a Google doc with our schedule, so that's something you could do. Just schedule accordingly.

As for the electronics, I believe you can rent a sound system.
Most of these other things are available for relatively cheap (such as the blocker) or can be printed (like the competitor cards).

 

[Isaiah Scott]

unless you are co-organizing a comp, i’d wait until you are a little older. as someone who’s co-organized 2 official comps (age 14/15), they take a ton of work. i’m not doubting you or anything, but i’d wait a little while unless you are absolutely sure you can have all expenses and any volunteers/benefits covered. just my advice

 

[Eric4112]

unless you are co-organizing a comp, i’d wait until you are a little older. as someone who’s co-organized 2 official comps (age 14/15), they take a ton of work. i’m not doubting you or anything, but i’d wait a little while unless you are absolutely sure you can have all expenses and any volunteers/benefits covered. just my advice

i am co organizing

 

[Eric4112]

If you don't intend on this being official and just something for fun, consider having people being their own mats and timers. If they do not own one, then maybe keep a few spare ones.

When I [began] organizing a competition, me and a few other people created a Google doc with our schedule, so that's something you could do. Just schedule accordingly.

As for the electronics, I believe you can rent a sound system.
Most of these other things are available for relatively cheap (such as the blocker) or can be printed (like the competitor cards).

yeah that probrably what gonna happen

 

[Eric4112]

by the way is there a good software i can use? i can't use cubingcontest .com because im not moderator

 

[Thomas.Caleb]

I mean I have organised 1 comp and my advice would definitely be to figure out a venue and budget

 

[Lord_Oscar]

The single biggest pieces of advice I could give are to have a good command of the organiser guidelines and to reach out to

a) a delegate in your area. You can find the list of junior, full, regional and senior delegates here.
b) an experienced organiser in your area.
c) both.