How to Organise a Cubing Competition in IIT Kharagpur

Table of Contents

Planning

1. Details
2. Budget
3. Sponsor
   1. Cubelelo
   2. TheCubeology
4. Equipment
   1. Posters
   2. Scorecards
   3. Certificates
   4. Timers and Mats
   5. Pens
5. Publicity
   1. Posters
   2. Writeups

Competition Day

Planning

Details

First of all decide when the competition will happen. This will create a mental timeline for you follow. Start Planning at least 2-4 weeks in advance. Hammer out all the important details

• Date
• Time
• Venue
• Events
• Competition Schedule
• Registrations: Unofficial events should be free for students, and at minimal cost for official competitions.

Budget

Create a proposed budget for important equipment such as

Equipment	Quantity	Price
Posters	50	15*50 Rs
Certificates	15	30*15 Rs
Room Booking	1	4000Rs
AV Cell	1	2000 Rs

and so on

Sponsor

Try to obtain a sponsor for your competition to provide credibility to the event and have some kind of prizes to give to people. Cubelelo and TheCubeology have sponsored our events in the past.

Cubelelo Sponsorship Process

Send a formal mail to support@cubelelo.com and events@cubelelo.com with a proposal .pdf for your event and what your deliverables. If Cubelelo accepts they will send you a Memorandum of Understanding (MoU) explicitly mentioning all deliverables and terms of the agreement.

TheCubeology Sponsorship Process

Talk to Hitesh lol

Equipment

There is a certain amount of necessary equipment that goes into conducting a competition.

• Posters: get posters printed and pasted in Halls and other common places 2-3 days before the comp

• Scorecards: Print all scorecards (around 1 per person per event). The current process used to make scorecards is that we have one blank scorecard template currently. I first convert that to an image with ffmpeg or ImageMagick by

  ffmpeg -i scorecards.pdf scorecard.png
  

  this throws some errors that I haven't looked into but gets the job done. ImageMagick is better suited for this though

  magick scorecards.pdf scorecards.png
  

  Once I have the .png I open it up in GIMP, edit the name of the competition and convert it back to .pdf with

  img2pdf scorecard.png -o scorecard.pdf
  

• Certificates and Medals: if offerring certificates and medals get those printed on time as well

  Certificate Template Editing Links:

• Timers and Mats: Make sure all timers and working and you have enough mats. You may borrow large mousepads from friends if not sufficient.

• Pens: Make sure you have enough pens

Publicity

Publicity is a crucial aspect of organising the event. For that certain things are required

1. A good poster
2. An announcement post on our socials
3. Constant Sharing

Designing a Good Poster

Below are some of the posters we have used in the past

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There are some essential things to be included in the poster.

• Name of competition
• Date and Venue of the competition
• Events
• Registration Details
• Contact Details
• Logos:
  1. Sponsor logo
  2. KGP Speedcubers logo
  3. If organising with TSG or any other entity their logos, usually in the top-left and top-right

A good poster can usually be made using a standard Canva template and an attractive cubing graphic from Pinterest.

Poster Editing Links:

Announcement Post

To make an announcement you need to succintly summarise your main selling points and use a lot of emojis. They should also contain as much of the essential information as they can. Namely

• Quote
• Why Register (selling points)
• Date/Time/Venue
• Registration Links
• Contact

keeping it short is key

Examples:

You will also need a 1:1 aspect version of your poster so plan accordingly.

Competition Day

On the day of the competition

1. Set up the room
2. Conduct the competition
3. Awards
4. Clean the room

Setting up the Room

Make sure you reach early and carry 2 hardcopies of the auditorium booking form. Get the room opened by the guard. This is the hardest part.

• Decide where to set the solving station, the waiting area, and scrambling area. Because our benches are so shit setting multiple solving stations on the same bench is hard, so using the front rows is recommended because judges can stand then.
• Lay out the mats and timers and setup the scrambling area. Make sure there is appropiate gap between the solving stations and that the scrambling area is in a slightly further away area.
• Borrow mousepads from friends for mats. We'll get them on college budget when possible
• IMP: Fill the blackboard with the name of the comp and cool stuff.

Conducting the competition

Conduct a competition as similar to a WCA comp as you can. You will be busy. Find WCA regs here

Make sure you're speaking politely to people, and that you're helping them out with their queries. A major tip is to delegate tasks to people, you physically can't do everything. You really have to take a leadership role.

Make sure to take lots of good photos. Call a friend if needed.

Awards

Conduct the award ceremony. If you were using livescore for results then this should be fast. Give out whatever prices you had. If there is a prof or parent in attendance then get them to give out prizes. Take images. Announce the sponsor and say thanks.

Clean the room

Clean the room

After the Competition

Make a results post, we have a standard template, which while ugly is decently functional. Make more templates when you can. Canva Link: here. Make a copy and edit it. Write a short writeup and post to socials with nice images.

Submit bills to TSG.