How to Organize a Case Competition

In today's competitive business education environment, case competitions provide a dynamic platform for students to apply their skills. If you're an educator or student leader looking to plan such an event, you may be wondering how to organize a case competition effectively.

This guide will walk you through the essentials of planning and executing a successful case competition, from understanding its components to providing support for participants. Let’s dive in and explore what it takes to execute a stellar case competition.

What are the Components of a Stellar Case Competition?

Organizing a case competition involves meticulous planning and coordination of various elements. Here are some key components that make a case competition truly stellar:

Clear Goals

A successful case competition begins with clear goals. These objectives can range from providing students with an opportunity to work with peers and build their resumes, to gaining experience in solving real-world business problems. The goals will guide the structure and format of the competition

Networking Opportunities

Case competitions provide invaluable opportunities for networking. Participants can connect with industry professionals, academic experts, and peers, making them a hub for exchange of ideas and fostering relationships.

Enhanced Skills

Participants improve their communication, presentation, and time management skills through the case competition process. The pressure of presenting solutions within a time frame enhances these abilities, which are crucial in the professional world.

Fun

While case competitions are primarily educational, they should also be enjoyable. Incorporating fun elements can increase participation and engagement.

Interesting & Compelling Case

The case should be engaging, relevant, and challenging. It should include specific data such as the number of employees involved, the nuances of a real industry or market, company financials, and organizational structure. The focus of the case competition should be on actual business strategy, making it a realistic simulation of a business scenario.

Clear & Enticing Schedule

Providing a well-structured schedule helps participants understand the competition's flow. It should clearly outline the sequence of events, from case distribution to final presentations.

Logistics

The logistics, including the venue and marketing, need to be well planned. The venue should be accessible and equipped with necessary facilities. Effective marketing ensures that the event reaches the intended audience.

Sponsorships

Sponsors can provide the necessary funds for organizing the competition. Having a clear budget and reaching out to potential sponsors is crucial.

Team Roles & Delegation

Clearly defining team roles can help in smooth execution of the competition. Assigning responsibilities ensures that all aspects of the competition are managed effectively.

In summary, a stellar case competition is an combination of clear objectives, meticulous planning, and effective execution. It offers a platform for participants to showcase and enhance their skills while providing them with an enjoyable and educational experience.

Extracurricular Activities

Incorporating extracurricular activities into your case competition can serve as an enticing incentive for participants, adding a unique appeal to the event while providing further opportunities for networking and team building. These activities are not a staple in every case competition, but their inclusion can be a strategic marketing move to attract more participants. Here are a few ideas:

Local Attractions

Partner with local attractions or tourist hotspots to offer group discounts for participants. This not only provides a recreational outlet for the competitors but also introduces them to the cultural or historical aspects of the host city.

Company Tours

Arrange for visits to local businesses or startups related to the theme of your case competition. This could provide participants with a real-world perspective on the business challenges they are trying to solve in the competition.

Networking Events

Consider organizing networking events, such as mixers or dinners, where participants can interact with judges, sponsors, and other competitors outside of the competitive setting. These events can foster a sense of camaraderie and provide opportunities for informal mentorship and guidance.

Workshops

Schedule workshops or interactive sessions with industry experts or accomplished professionals. These sessions could cover a range of topics, from presentation skills to industry insights, providing participants with valuable knowledge that extends beyond the competition.

Leisure Activities

Incorporate fun and relaxing activities, such as a movie night or a city tour, into the competition schedule. These activities can provide a much-needed break from the intense competition and allow participants to unwind.

In conclusion, integrating extracurricular activities into your case competition can boost participation and enhance the overall experience. It's a chance to make your event memorable, enriching, and enjoyable for all involved.

Judges

The judges of a case competition play a pivotal role, as they evaluate the solutions proposed by the participants and determine the winners. Therefore, it's crucial to carefully select individuals who possess a certain set of criteria to serve as judges.

First and foremost, judges should be credible for the industry relevant to the case competition. Their experience and knowledge in the relevant field will enable them to evaluate the solutions proposed by the participants accurately and fairly. This credibility could be demonstrated through years of experience in the industry, a history of successful projects, or recognized qualifications.

Secondly, judges should be well-versed in case analysis. They should have a thorough understanding of the case methodology, which involves identifying problems, analyzing data, and proposing solutions. This knowledge will enable them to assess the participants' problem-solving process and the feasibility of their proposed solutions.

Finally, a scoring rubric should be provided to the judges and advertised to the participants. This rubric should clearly outline the criteria on which the participants' solutions will be evaluated, such as their understanding of the problem, the quality of their analysis, the feasibility of their proposed solutions, and their presentation skills. This rubric will ensure that the judges' evaluations are consistent and transparent, which is essential for maintaining the integrity of the case competition.

Guest Speakers

A valuable addition to any case competition is the inclusion of guest speakers. These individuals are typically industry leaders, successful entrepreneurs, or esteemed academics who provide a unique insight into the practical world of business, the industry in question, or the specific problem at hand.

Guest speakers can serve multiple roles in a case competition. They can kick off the event with an inspiring keynote address, providing context for the case and motivating the participants. They can also offer workshops or seminars during the competition, providing participants with valuable skills or insights that can aid them in their problem-solving process.

Furthermore, guest speakers can provide real-world experiences and examples that complement the theoretical knowledge the participants have gained from their studies. This can help participants understand the practical implications of their proposed solutions and the realities of implementing such solutions in a business context.

In addition, having a guest speaker from the company or industry related to the case can add a layer of authenticity to the competition. It allows participants to gain first-hand insights into the challenges and opportunities within that industry, making the case competition a more enriching and realistic learning experience.

Budget

Organizing a case competition requires careful financial planning. The budget for the event should cover a range of costs, including venue rental, technology and equipment needs, prizes for the winners, fees for guest speakers, and provisions for food and beverages.

Securing sponsorships can significantly help offset these costs. Companies, particularly those in the industry relevant to the case competition, may be willing to sponsor the event in exchange for visibility and engagement with potential future hires.

Additionally, entry fees for participants can also contribute to the budget. However, it's crucial to strike a balance to ensure that the fee is not so high as to deter potential participants.

Budgeting should also consider unexpected expenses. Therefore, a contingency fund should be a part of the budget to cover any unforeseen costs that may arise during the organization or execution of the case competition.

Proper budget management ensures the smooth running of the event and guarantees that all participants have a valuable and enjoyable experience.

Team Roles & Delegation

The key to a successful case competition lies in thoughtful team roles and delegation. Using a RACI chart, a project management tool, can be extremely beneficial in defining the roles and responsibilities within the team organizing the competition.

The RACI chart stands for Responsible, Accountable, Consulted, and Informed. Each of these corresponds to a specific role. The 'Responsible' person oversees executing a particular task. 'Accountable' is the team member who delegates the work and ensures its completion. The 'Consulted' role involves providing expert advice for improvements based on their area of expertise, while 'Informed' team members are those who need to be updated on the project's progress but don't need to be involved in every detail.

For instance, while planning a case competition, the roles for tasks such as securing a venue, coordinating with judges, and marketing the event can be divided using a RACI chart.

Examples

Task: Secure venue
Responsible: Logistics Manager
Accountable: Event Coordinator
Consulted: Finance Manager
Informed: Marketing Manager

Task: Coordinate with judges
Responsible: Judges Coordinator
Accountable: Event Coordinator
Consulted: Academic Advisor
Informed: Logistics Manager, Marketing Manager

Task: Market the event
Responsible: Marketing Manager
Accountable: Event Coordinator
Consulted: Graphic Designer, Copywriter
Informed: All team members

Having clearly defined roles and responsibilities ensures that all aspects of the competition are managed effectively and no single team member is overloaded with tasks. It also helps avoid decision paralysis and increases team efficiency, leading to a successful and well-organized case competition.

Format & Rules

One of the critical aspects of organizing a successful case competition is defining the format and rules clearly. This will ensure a level playing field for all participants and maintain the integrity and fairness of the competition.

Number of Participants per Team

The number of participants per team may vary based on the complexity and scope of the competition. However, it's common to have teams of 4 to 6 students, mimicking a real-world consulting team size. This size allows for a diverse set of skills and opinions, fostering a more dynamic problem-solving environment.

Advisors per Team

Typically, each team is allowed one advisor. This person can be a professor or a professional consultant who can guide the team through the competition process. The advisor's role is to provide guidance and support, but they are not permitted to contribute directly to the case solution.

Teams per School

The number of teams per school that can register for the competition may vary depending on the competition's scale. Some competitions may allow multiple teams from the same school, while others may limit registration to one team per school to ensure a wide range of participating institutions.

Eligibility: Undergrad, MBA, or Both

The eligibility criteria for participants often depends on the competition's objective. Some competitions are open to undergraduate students, while others may be exclusively for MBA students. Certain competitions may also welcome both undergraduate and MBA students, promoting a diverse mix of experience and knowledge levels.

Presentation Time Limits

To maintain fairness and keep the competition on schedule, it's crucial to establish time limits for presentations. A common practice is to allow each team 15-20 minutes for their presentation, followed by a 10-minute Q&A session with the judges.

Tie-breaking Rules

In the event of a tie, the competition should have clear tie breaking rules. This could be an additional round of questions, a vote by the judges, or perhaps considering the team that submitted their presentation first. The tie breaking rule should be fair, transparent, and communicated clearly to all participants.

In conclusion, the format and rules of the competition play a significant role in its success. They ensure the competition is fair, engaging, and a valuable learning experience for all participants.

FAQs

Here are case competition FAQs that you can copy and tailor for your own event:

• How many schools/participants are needed to provide a great experience?
  • A minimum of 5-10 schools with at least one team each can provide a rich, diverse experience. However, the more, the merrier!
• How much is normal for cash prizes?
  • Cash prizes can range from a few hundred to several thousand dollars, depending on the competition's scale and sponsorship.
• What are some alternatives or add-ons to cash prizes?
  • Alternatives or add-ons can include merchandise, interview opportunities, lunch/coffee with an executive, or scholarships.
• When will I receive a copy of the case?
  • The case is typically distributed at the start of the competition, either in person or through email.
• What software is used during the competition?
  • Most competitions require Microsoft Office, especially PowerPoint and Excel. Others may allow additional software like Tableau or Python.
• What aspect ratio should PowerPoint decks be created in?
  • PowerPoint decks are usually created in a 16:9 aspect ratio, but always confirm with the competition guidelines.
• Are videos or audio allowed in the presentation?
  • This can vary. Always check the competition rules.
• Do I need to provide my own laptop?
  • Usually, participants are expected to bring their own laptops.
• Is Internet provided?
  • Most venues will provide internet, but it's advisable to have offline backups of all necessary information.
• Are both Mac and PC supported?
  • Yes, both Mac and PC are typically supported, including A/C & Video Adapters.
• What supplies are we required to bring?
  • Typically, teams should bring their laptops, chargers, and any necessary presentation materials.
• Is housing provided during the event
  • This depends on the event. Some competitions may provide housing, while others may not.
• Is transportation provided during the event?
  • Transportation details vary by competition and should be clarified in the competition details.
• Will participant resumes be provided to judges/sponsors?
  • Generally, yes. Participant resumes are often shared with judges and sponsors.
• What is the dress code for the event?
  • Most case competitions require business attire.
• Are all team members expected or required to speak during the presentation?
  • While this can vary, it's generally recommended for all team members to contribute to the presentation.
• Are handouts or props allowed?
  • Check the competition rules, as this can vary.
• What happens if we want to add or remove team members?
  • Most competitions require the same team members from start to finish. Any changes should be communicated to the organizers.
• Why is there a GPA requirement?
  • Some competitions have a GPA requirement to ensure a certain level of academic achievement among participants.
• Can you register as an individual/free agent?
  • Typically, participants register as part of a team. However, some competitions may allow individual registrations.

What Support Should You Provide To Help Participants Prepare For The Competition?

Organizing a case competition goes beyond just setting up the event. It also involves providing the necessary support to help participants prepare effectively for the competition. Here are some ways organizers can facilitate this:

Provide Clear Guideline

Start by providing clear guidelines about the competition structure, rules, and expectations. This includes the case competition format, the number of participants per team, presentation time limits, and any specific software or tools they'll need to use. The clearer the guidelines, the better prepared the participants will be.

Host Pre-Competition Workshops

Consider hosting workshops before the competition to help participants understand what to expect. These workshops can cover topics such as how to analyze a case, effective team collaboration, and presentation skills. Bringing in past competition winners or industry professionals to share their insights can be very beneficial.

Share Resources

Share resources that can help participants prepare for the competition. This could include case study examples, recommended reading materials, or links to relevant online courses. If possible, provide samples of winning presentations from previous competitions.

Provide a Platform for Queries

Establish a platform where participants can ask questions and seek clarifications. This could be an online forum, a dedicated email address, or regular Q&A sessions. Ensuring open communication can greatly assist participants in their preparation.

Offer Mentorship

If possible, offer mentorship opportunities where teams can be paired with experienced professionals or faculty members who can guide them through the preparation process. This can provide invaluable insights and advice to the participants.

Encourage Practice

Finally, encourage participants to practice. This could involve organizing mock competitions or providing opportunities for teams to present their solutions to a mock panel before the actual competition.

By providing the right support, you can help participants maximize their potential, enrich their learning experience, and ultimately contribute to a successful and competitive event.

Management Consulted provides world-class guidance in planning and running your case competition. Contact us for additional resources and information to help get started.

Conclusion

In conclusion, organizing a successful case competition is a meticulous process that involves careful planning and execution of various elements. From defining clear objectives and providing networking opportunities to managing logistics and integrating extracurricular activities, each component plays a critical role in making the event a success. Guest speakers, well-chosen judges, and a clear budget are also essential for a well-rounded competition.

Moreover, defining team roles, establishing competition rules, and providing ample support for participants can significantly enhance the overall experience of the event. With the right approach, a case competition can be an enriching and engaging platform for students to showcase their skills and gain valuable real-world business insights.

 

Additional Resources:

• What is a Case Competition?
• University Case Interview Support
• Consulting Resume: Complete Guide
• Case Interview: Complete Prep Guide (2024)