VWC Registrations Process
This document explains how registrations are handled, who is involved, and how decisions are made.
Registrations are reviewed by multiple moderators. No single person can approve or deny an application on their own. Reviews are based strictly on the rules and eligibility criteria.
A smaller group within the moderation team, referred to as the registration check team, is responsible for performing the actual eligibility checks. All moderators of the registration check team have access to past decisions and can verify the checks completed by others. This internal visibility reduces the chance of error and creates a shared responsibility within the moderation team.
Even moderators who are also organizers, contact points, or participants do not have full authority over approvals or denials. This separation avoids conflicts of interest and keeps the review process neutral.
Once the process is complete, a designated moderator for each event compiles the list of approved players and shares it with the organizers.
Messages related to registration are sent from the RacingKings account, which is managed by multiple moderators. This account handles registration-related communication only. For questions about rules, scheduling, or tournament operations, participants should contact the organizers directly.
While the RacingKings account may not always respond to all queries, participants can appeal any registration decision. Appeals are handled separately, as explained below.
If an application is denied, the participant has the right to appeal. In that case, the application is re-evaluated by yet another moderator who was not involved in the original review. The appeal process is fully separate from the first check and exists to provide an independent second look.
Organizers do not handle or access any private registration data. This is necessary to comply with data protection regulations, especially the GDPR. In the past, organizers sometimes submitted lists to Lichess for eligibility screening, but from this the organizers could know about past bans of players.
Only the final list of accepted participants is shared with organizers. Those who are not accepted remain anonymous.
For privacy there must be a private registration option. However, participants may also make a public forum post if they wish. Public registration is allowed, as long as a private registration option is available. In past years the majority registered publicly.
Participants are encouraged to reach out if they have questions. One of the moderators may serve as the point of contact between the moderation team and the organizers, but this person does not have the authority to approve or deny registrations. All decisions are made by the registration check team as a group based on the entry requirements in the rules.