You are on page 1of 5

Newsletter 2

August 2011

Dear WSDC Community After a few small technical glitches, it is time to announce the registration details for WSDC Cape Town 2012. Contained in this newsletter you will find information regarding the registration process, team cap, costs of the tournament, important dates and some other information you may find useful. The 2012 registration policy has been designed to ensure a fair and quality tournament can be run. Essentially, there are five stages of registration the first of which opens on 5th August 2011. This is to allow for the Cape Town organising committee to ensure that bookings, plans, and budgetary needs can be made and met in a timely and efficient manner. As shall be further explained below, upon notification of successful entry to WSDC 2012, a 50% non-refundable deposit will need to be paid. Please do not hesitate to contact us should you have any questions about the below policy or overall tournament. Team Cap: 48 Teams Unfortunately, due to budget constraints as well as venue and accommodation restrictions, WSDC Cape Town 2012 will have a cap on the number of teams which will be able to participate in the tournament. This cap of 48 teams has been calculated so as to allow the most possible teams to participate in the tournament without impacting on the quality of WSDC Cape Town 2012. The cap policy in place is as follows: In the event that 48 or fewer teams register, all those teams will receive places. In the event that 49 or more teams register, places will be allocated as follows: 35 places will be reserved for nations of long-standing. These are nations which have participated in four or more of the last six WSDCs (i.e. since 2006). Just like the 2011 Dundee organising committee, we believe these nations of long-standing have been active participants of WSDC for many years and their loyalty and commitment warrants some preference in the registration process. 3 places will be reserved for new nations. We have defined these to include nations which have never before participated in WSDC or last participated prior to 2001. In an attempt to encourage debating even more widely and to allow for the entry of new participants, we believe it is important to help these nations attend WSDC 2012. In the event that fewer than 35 nations of long-standing or fewer than 3 new nations register by the stated date of 1st September, these extra places will become available to other nations. After the above allocations, all remaining places will be allocated according to a first-come, first-serve principle.

Brought to you by:

Newsletter 2
August 2011

Tournament Fee: ZAR 4500 The tournament fee of ZAR 4500 applies to speakers, judges and coaches, who will be staying in a standard sharing en-suite room at the Cape Town Ritz Hotel. A few single en-suite rooms will also be available for a higher rate, and delegates wishing to be considered for such a room will be asked to indicate such during phase two these will be allocated on a first-come, first-serve basis. The cost for any observers will be ZAR 9000. This includes the cost for team managers who are neither coaches nor judges. Please note that nations are responsible for any bank charges which may apply when they make the payment to WSDC Cape Town 2012. Available Bursaries We are pleased to announce that the Open Society Foundation will be offering some bursary funding for WSDC Cape Town 2012. This funding may cover just tournament fees, or tournament fees and transport costs depending on the need. Applications for these bursaries will open shortly but we encourage all countries to apply for WSDC 2012 regardless of whether they are able to afford WSDC without a bursary. These bursaries will be awarded based on the following criteria (any one of which qualifies a nation to apply): Teams from countries which previously have not had the opportunity to send a team to the WSDC Teams from countries closest to the host country Teams that can show the most demonstrable need for funding Teams whose members represent the diversity of the country they represent Registration Process The registration process has been designed in five stages; the details of each stage are recorded below. We ask that each nation appoints a team manager; responsible for registering their nations delegation, passing on important information to their delegation, and liaising with the Cape Town organising committee. We encourage the team manager to be a coach or judge wherever it is possible, and they must be an adult (i.e. 19 years or older). Team managers are also required by the WSDC rules to have reached the age of majority in the country that they represent. Please note that we will accept only one team manager per country, and this person will then register all affiliated speakers, coaches, judges and observers wishing to attend the tournament. Judges wishing to apply as independent judges will be able to do so, and will be required to follow the same steps as a team manager.

Brought to you by:

Newsletter 2
August 2011

Stage 1: 5 31 August 2011 In the initial stage of registration, nations wishing to participate at the WSDC Cape Town 2012 will be able to apply by submitting an electronic form which has been emailed to all nations along with this newsletter. Alternatively, the form is available for download on the website of the South African Schools Debating Board, at the following url: http://www.debate.org.za/?page_id=327. Nations wishing to participate should indicate the number of delegates they would ideally like to bring. Countries are guaranteed 7 delegates, including one judge and one coach, or 6 delegates, if they are unable to send a judge. We do not require specific delegate details at this stage. At this stage we will not be able to guarantee additional spaces and will prioritise applications for judges until we meet the minimum requirement of judges for the tournament; however nations will be notified if they have been award additional delegate spaces during stage 2. Any judge (including local judges) wishing to participate at the tournament is required to complete and return the adjudication questionnaire (in addition to registering online). This document is available for download at the web address above and has also been emailed to all nations. When allocating additional space, we will give priority to past WSDC experience as well geographical diversity. Nations will be awarded places in the tournament in accordance with our cap policy explained above. We recommend that teams register as soon as possible. Teams who register late will be placed on a waiting list. Stage 2: 5 9 September 2011 Nations that have been awarded a place at WSDC Cape Town 2012 will be notified. Nations that have been awarded additional judge/ delegation spaces at WSDC Cape Town 2012 will be notified. Independent Judges that have been awarded a place at WSDC Cape Town 2012 will be notified. Nations will be notified if they have been placed on the waiting list, and will be notified as soon as a space for them becomes available. If, for whatever reason, a nation does not wish to continue with their registration or has the need to amend their delegation size, they must contact the registration director immediately at keri.cloete@gmail.com. Stage 3: 12 September 7 October 2011

Brought to you by:

Newsletter 2
August 2011

Nations and independent judges will receive a registration invoice and will be required to pay a 50% non-refundable deposit. Any nation which fails to make this payment by 7th October will be struck from the tournament and their place will be re-allocated. Nations and independent judges will be required to submit their details via our online registration process. We will release details about this process closer to the time. Nations will be required to submit an application for EFL/ ESL status if applicable. This form will be made available for download on our website. Should a nation choose not to return this form, the Chief Adjudicator shall presume the team and its debaters to be native English speakers. Stage 4: 10 October 18 November 2011 Nations and independent judges will receive an update registration invoice and will be required to pay the outstanding balance of their tournament fees in full. Please note that this amount becomes nonrefundable after the 18th November. Any nation which fails to make this payment by 18th November will be struck from the tournament and their place will be re-allocated. Nations and independent judges will receive information regarding the Free Day tours on offer for the 21st January 2012. Registration and full payment for these tours will be due, with the payment being non-refundable after the 18th November. Those delegate details which are available must please be submitted online, and information for the tournament booklet must also be submitted. Stage 5: 27 December 2011 Any outstanding delegate information (including submissions for the tournament booklet) must be submitted no later than the 27th December 2011. All delegates must complete and return an electronic copy of the Code of Conduct and the Indemnity Form. These forms will both be made available for download on our website. A hard copy of the signed code of conduct and indemnity form must be brought with to the tournament, and will be collected upon arrival and registration. Delegations final details regarding flight details and extra-accommodation must be submitted.

We have tried to ensure that this policy is as fair as possible and we hope that all nations will find the above process clear. If there are any queries regarding the registration process, please contact keri.cloete@gmail.com

Brought to you by:

Newsletter 2
August 2011

Summary of Registration Deadlines As per our first newsletter and most recent update, the registration process will open on 5 August 2011. The registration deadlines will, therefore, be as follows: 5-31 August 2011 5-9 September 2011 12 September 7 October 2011 10 October 18 November 2011 Applications are open Adjudicator questionnaires due Notification of whether your registration has been successful (or whether you are on the waiting list) 50% non-refundable deposit to be paid EFL/ ESL Applications to be submitted Submit delegate details if possible Remaining payment due (non-refundable after 18 November 2011) Registration and payment for Free Day Tour due (non-refundable after 18 November 2011) Submissions for tournament booklet due (where possible) Submit delegate details if possible Final delegate details to be submitted Final tournament booklet submissions due Electronic copy of Code of Conduct and Indemnity Form to be submitted Travel and extra-accommodation details to be submitted

27 December 2011

Contact Us As we have mentioned previously, there have been a few glitches with setting up our website, but it will be up and running soon. In the meantime, please direct any tournament queries to the Convener, Irene Pampallis at irene.pampallis@gmail.com and any registration queries to me (Keri Cloete) at keri.cloete@gmail.com. Were really looking forward to welcoming you to Cape Town in January 2012.

All the best, Kerilynne Cloete Registration Director: WSDC Cape Town 2012

Brought to you by:

You might also like