This page is a timeline-oriented summary. For the full policy, see: Supported Competitions Policy v1.4
[Organizers] Research proposal
Obtain quote for venue
Find potential WCA Delegate
[Organizers and Directors] Propose competition
At least 60 days before the competition date: Email deputies@cubingusa.org with proposal outline
[Deputies and Board] Assign CubingUSA Deputy for competition
Either a Deputy volunteers, or the Board appoints a willing Deputy.
Note that the CubingUSA Deputy may or may not also be an organizer or WCA Delegate.
[Organizers and Deputy] File formal application
Deputy: Create application using template and work with Organizers on filling it.
Deputies: See Deputy Responsibilities [Deputy Access Only].
Organizers file application with estimated budget.
All Organizers must sign the Code of Conduct and report any potential conflicts of interest (e.g. affiliation with puzzle company).
Deputy must confirm that all Organizers have signed.
Review Expense Policy to understand limits, especially for travel expenses.
[Deputy and Board] Approve competition
"Two Authorized Approvers" will be defined as {Deputy and 1 Board member} or {2 Board members}.
The approvers must not be related to each other as per Contract Policy.
<=$5K income/expenses: Consent from Two Authorized Approvers required to approve.
>$5K income/expenses: Board of Directors vote required to approve.
[Deputy] Ensure insurance coverage
Deputy will be responsible for confirming insurance coverage.
Deputy should follow up requests from venue for insurance confirmation or "additional insured" coverage.
Deputy will fill out Additional Insured Request Form and then follow up with directors@cubingusa.org or current insurance liaison.
See Deputy Responsibilities [Deputy Access Only] for details.
[Organizers and Deputy] Sign vendor contracts
Contracts must be approved by Two Authorized Approvers in writing (email okay).
Approval may grant signing permission to a Deputy or Organizer. (Deputies preferred.)
Be sure to sign on behalf of CubingUSA and not yourself or another organization (e.g. WCA).
See Contract Policy for details.
[Organizers and Treasurer] Set up registration payment account
Online registration payments must go directly to CubingUSA.
Contact treasurer@cubingusa.org to link Stripe payments.
[Organizers] Announce competition
Generally wait to announce the competition until venue contract is signed.
[Organizers and Deputy] Upload personal auto insurance
If anyone plans to request personal driving reimbursement, they will need to upload their personal auto insurance policy before driving. See the Expense Policy page for details.
[Organizers and Treasurer] Manage expenses
Direct expenses: CubingUSA Treasurer pays directly. Preferred for large expenses, e.g. venue.
Out-of-pocket expenses: Organizer requests reimbursement within 30 days of the transaction.
Advance payment: If necessary, CubingUSA Treasurer may provide an advance.
In general we would prefer direct expensing for large expenses instead if possible.
Budget Exceptions
Executive Director, Treasurer, or Two Authorized Approvers may approve income changes or expense changes within 150% of originally approved expenses.
See Expense Policy for details.
[Organizers] Cash registration
Cash registration is only allowed for day-of registration.
Cash registration income must be tracked and reported on a per-competitor basis.
[Organizers] Financial Report
Organizers must work with Deputy and Treasurer on a final itemized report of actual income and expenses.
The Financial Report must be submitted within 30 days after the competition.