Introduction

Making this doc to transfer knowledge to future directors on how to prepare for competition. Please not that this document focuses on the paperwork required to participate in the AEAC Student Competition. Other events may have different requirements.

Before Competition

The following checklist items are listed in order of importance, with SDC documents listed first.

SDC Travel Form

Form Link: https://uwaterloo.ca/sedra-student-design-centre/forms-and-team-information.

This form is required even if the team isn’t borrowing SDC vehicles/trailers to attend. The SDC requires information from each traveling team’s lead to ensure safety.

Key acknowledgment in this document:

Teams are not permitted to transport their project and attend a competition when their project is known to be incomplete, not functioning, or unable pass technical inspection requirements.

Section A and the Acknowledgement must be completed and submitted a minimum of 30 days before the departure date.

Section E must be completed if you are transporting UW property across an international border. This includes your team project, tools from your workbay, etc. This form must be completed and submitted a minimum of 30 days before the departure date.

Sections B, C and D must be completed and submitted a minimum of 1 week before the departure date A final completed form, including all last minute changes, must be submitted within 24 hours of departing.

Teams are required to notify the SDC staff in case of any significant changes to their travel plans.

AEAC Captains Package

Follow all instructions listed in the Captains package. The required documents include:

1. Team Photo and Description

2. Team Info Spreadsheet

3. Team Registration and Member Fees

4. Flight Insurance

5. Media Release Form

6. Video Proof of Flight

7. Optional Member Resumes

After Competition

The following checklist items are listed in order of importance, with SDC tasks listed first.

SDC Evidence of Participation

Successful comp participation must be reported to SDC leadership as soon as possible. This was acknowledged in the SDC travel form:

I understand that evidence of my team’s successful participation in their competition must be submitted to SDC staff within 1 week of returning from competition.

The email doesn’t need to be crazy. See below for an example email I sent to Teertra, Graeme and Sarah after the 2025 competition concluded.

Submit all Reimbursements

All reimbursements should be sent to Sarah for processing as soon as possible after competition to reduce details. Follow the Internal Purchase ProtocolPreview instructions closely.

Update to Sponsors

Send an email to sponsors to thank them for their support. Here is a documented example from 2024: S24 Sponsor NewsletterPreview. The following dropdown shows the email I wrote to Robin Jardin from the Dean’s office.