Parents at competitions have been shocked when I tell them organizing isn’t my job. I do it for free, and most often I spend a chunk of my own money along the way.
I enjoy organizing. That’s why I got into it in the first place. Still, I don’t think losing money should be something we just accept as a normal part of the process.
Organizers recruit competitors, sign venue contracts, and take on the financial risk. When those commitments are in our names, we’re the ones left with the bills if the event loses money. But if there’s a profit, we’re not allowed to keep it.
So the best financial outcome is breaking even, but even that is near impossible. Gas, food, supplies, and sometimes a hotel add up. Anything the event doesn’t cover comes out of our pockets, on top of the time we’ve already put in.
All the risk, none of the reward
The WCA’s disclaimer says it doesn’t organize competitions and leaves financial matters to local organizers. However, in its Code of Ethics, it says organizers and delegates cannot keep competition profits for personal gain.
I understand the concern. Nobody wants an organizer cutting corners to pocket more entry fees. I support WCA dues and open budgets, but I find this level of control overbearing when the WCA takes on none of the financial risk.
At one of my competitions, we ended up doing extra venue setup we hadn’t expected to do. Shout out to Seth Rowell for the helping setup dozens of tables and hundred of chairs!
Because of this, I asked the venue for a discount, got one, and put the savings back into competition benefits and future events. I was happy to do that. What bothers me is that paying us for the extra work wasn’t an option.
We already accept that paid work can help the WCA. It advertised a salaried executive role, and Dan Smith now serves as Executive Director. I don’t see why an organizer or delegate earning money would be any less committed to the community.
Make room for paid organizing
With the new Lead Organizer pilot, the WCA is making organizer duties more formal. This would be a good time to discuss how to help our organizers and delegates.
I believe this would include a reasonable organizing fee and a plan for keeping profits, agreed on during budget review. Bills, dues, and refunds should come first. Organizers should deliver what they promised competitors and sponsors, and someone else should review any payments they receive. Final accounts should be available to the WCA.
I’d be comfortable working under those rules. I’m willing to put in the time and take on the risk of running a competition. I’d just like the chance to stop coming out net negative each time.
Organizers should at the very least not lose money. I’d support a capped profit but strong guardrails are needed and registration fees should still be fair. Especially after the recent mess in Turkey, where an organizer allegedly cheated. And costs vary so much by region, from free venues in Spain to expensive ones in mine. So it would be much easier for some to make a profit than others.
no not really because im 13 and i organized a comp with $5000 profit. doesn't feel right for at 5000 to go to me when a lot of the behind the scenes work was also from the delegates and commitee.