FAQ Team Registration Team Affiliation Team Operations

Registering Your Team for Competition

All teams must register at sae.org.  Calling the office will often result in disappointed teams, as competitions often sell out prior to the manual process.  Teams are encouraged to plan ahead and ensure they have all accounts in working order as well as all payment information taken care of whether or not they intend to pay at the time of registration or within 72 hours (excluding weekends).

  1. Login at sae.org.
  2. Verify that your account is correctly affiliated to your university using the Verification Tool.
  3. Navigate to either sae.org/attend/student-events or the Registration tab of the individual competition.
  4. Two hours prior to Registration opening, an orange button will appear.  Prior to this time window, no orange button will appear.  Find the orange button, which may say different things depending on the time.
    1. Countdown to Registration: Registration has not opened yet.  Two hours before registration opens, this button will appear. After clicking on the button, a countdown clock will appear.  It will automatically become a Register button when registration is open.  The countdown clock is tied to the SAE database clock. There is no need to refresh the page continuously. By doing so, the system is slowed down and teams risk not being able to register.
    2. Register: Registration is open and accepting teams.
    3. Register for Wait List: The competition is sold out but Wait List is open.
    4. Update Team Info: Registration is closed, or the team has not registered.
  5. Click the Register button.
  6. Click the Add a New Team button.
  7. Select the correct class under “Please Select a Cost.”
  8. Complete the Team Profile by adding a team name, selecting the same class under Competition Category, and selecting your role on the team. Please note that teams from the same university in different classes cannot have the same team name.
  9. Click either the Register & Pay Later button or the Register & Pay button.  Once you click one of these options, your team’s spot is confirmed.  Choosing one over the other doesn’t give you an advantage in a competition registration environment.
  10. If you chose the Register & Pay Later button:
    1. You’ll be shown a confirmation page the includes your remaining balance and the Pay Later Policy.
    2. It will take up to 24 hours for the Pay Invoice Now button to show up.  Don’t panic.  Your 48 hour payment clock will not begin until the Pay Invoice button is active.
    3. Click the Pay Invoice Now button.
    4. Complete the payment information.
    5. Click the Submit button.
    6. A Registration Confirmation page will appear when the process is completed.
    7. Print an official invoice by clicking Reprint Invoice.  The invoice will appear. 
    8. You can email yourself a printer friendly version by entering your email address and clicking the Send Invoice button.
  11. If you chose the Register & Pay button:
    1. Complete the payment information.
    2. Click the Submit button.
    3. A Registration Confirmation page will appear when the process is completed.
    4. Print an official invoice by clicking Reprint Invoice.  The invoice will appear. 
    5. You can email yourself a printer friendly version by entering your email address and clicking the Send Invoice button.
  12. If you are in the process of registering your team when the competition sells out, you will be informed that registration is closed and asked if you would like to be added to the Wait List. Response is required; teams will not automatically be added to the waitlist.  Teams that accept the offer will continue through the standard online registration process so SAE can capture needed information. However, the registration fee will not be charged to their credit card until the team is moved off the waitlist onto the participating registered team list.  Make sure you completely understand the Wait List process and requirements.

Retrieving/Paying a Registration Invoice

It will take up to 24 hours for the Pay Invoice button to show up.  Don’t panic.  Your 48 hour payment deadline will not begin until the Pay Invoice button is active.

  1. Login at sae.org.
  2. Navigate to sae.org/attend/student-events and click on the individual competition.
  3. Click the Profile tab.
  4. Click on your Team Name.
  5. Click the Pay Invoice Now button.
    1. Complete the payment information.
      1. You can use up to four different credit cards to split the payment.
      2. You cannot use a deposit account.
    2. Click the Submit button.
    3. A Registration Confirmation page will appear when the process is completed.
    4. Print an official invoice by clicking Reprint Invoice.  The invoice will appear. 
    5. You can email yourself a printer friendly version by entering your email address and clicking the Send Invoice button.

Reprinting a Registration Invoice

Over the course of the season, you may need to reprint an invoice.  You can print this on your own and do not require assistance from SAE. 

  1. Login at sae.org.
  2. Navigate to sae.org/attend/student-events and click on the individual competition.
  3. Click the Profile tab.
  4. Click on your Team Name.
  5. Click the Reprint Invoice button. The invoice will appear. 
  6. You can email yourself a printer friendly version by entering your email address and clicking the Send Invoice button.

Understanding the Cancellation Process

Please be advised that NO REFUNDS will be given if your team withdraws from a competition. Non-Refundable Registration Fees Policy still applies to teams withdrawing from active Registered Team List.

If you add your team to any waitlists and register for another, registration fees WILL NOT be transferable. We will also not transfer teams or registration fees between competitions. If your team has the option to become active on the registered team list for the competition, you will be required to pay a second registration fee and vice versa.

Should your team decide to withdraw OR to be taken off the waitlist for any competition, please notify collegiatecompetitions@sae.org at least six weeks prior to competition date.  Notifying us allows another team on the Wait List to be offered your spot.

Registering for the Wait List

If you are in the process of registering your team when the competition sells out, you will be informed that registration is closed and asked if you would like to be added to the waitlist. Response is required; teams will not automatically be added to the waitlist.

Teams that accept the offer will continue through the standard online registration process so SAE can capture needed information. However, the registration fee will not be charged to their credit card until the team is moved off the waitlist onto the participating registered team list.

Teams registered on the waitlist will be sequentially assigned a team number starting with the next number after the last team on the "Registered Teams" list. This number will be the cars number when and if the team advances to the "Registered Teams" list. Teams are to use this number with all required submissions.

The only exception to this rule is if a team was preassigned a number due to top finishing from last year. That number will then be the cars number when and if the team advances to the "Registered Teams" list. Teams are to use this number with all required submissions.

Waitlisted teams are required to submit all required documents by the deadlines in order to be considered serious participants and any team that does not submit all required documents will be removed from the waitlist.

As registered teams notify SAE that they are withdrawing from the competition, we will contact by email the individual who registered the team to the waitlist in the sequential order assigned and give them the option to advance. Once a team passes on the opportunity they will be removed from the list. Once a team accepts the opportunity they will be moved to the Registered Teams list. Teams will have 24 hours (excluding weekends) to make the decision to accept or reject the spot. If no response is received, it will be assumed the spot was rejected, and the team will be removed from the Wait List. Teams will have an additional 48 hours (excluding weekends) after invoice generation to make payment or prove that payment initiation has started.

Four weeks out from the competition, we will close the Registered Teams list. No more waitlist teams will be offered spots even if teams withdraw. Waitlist teams will be notified by email that the Registered Teams list has closed.

Things to Consider about the Wait List

  1. NO GUARANTEE
    Please be advised that if your team chooses to build, you accept full responsibility that you are building at your own risk. There is no assurance your team will be pulled from the waitlist onto the "Registered Teams" list to compete.
  2. REGISTRATIONS NON-TRANSFERRABLE
    If you add your team to any competition waitlists and register for another event, registration fees WILL NOT be transferable. In other words, we will also not transfer registration fees between competitions. If your team has the option to become active on the registered team list for the competition, you will be required to pay a second registration fee and vice versa.
  3. DEADLINES AND REPORTS
    Teams will be required to meet all report deadlines for submission online at the time reports are due.
  4. WITHDRAWAL NOTIFICATION
    Should your team decide to withdrawal OR to be taken off the waitlist for any competition please notify collegiatecompetitions@sae.org. Non-Refundable Registration Fees Policy still applies to teams withdrawing from active Registered Team List.

Understanding the Fast Track Roster Process

The Fast Track Registration Process alleviates long lines and allows more time for your team to focus on your project(s).  Every team is required to print their roster ahead of time and complete it prior to arriving at competition.  Any handwritten roster additions will not be provided any giveaways.  Absolutely no exceptions.

What is the timeframe we need to get team members affiliated?
As team members join the team, they should affiliate themselves online. Two weeks prior to competition, no one will be permitted to add/modify information.  Then one Fast Track Roster can be printed out and signed by all members.

How do I add my Faculty Advisor if they are not a member of SAE International?
Faculty Advisors can apply for a free customer number at sae.org. After, email their customer number to collegiatecompetitions@sae.org. CDS staff will affiliate them to the university and then they can be added.  NOTE: They must be added two weeks prior to the competition just as team members are also required.

What happens if we get our Fast Track Roster and we still need team members added?
Writing in team members to the final list prior to registration onsite will be accepted, but they will only receive wristbands.  Giveaways will not be provided for any members who are RED or handwritten.

Onsite Registration will not be open every day; what do we do if we have a team member coming late?
As long as that team member is GREEN and signed the waiver, we will consider them registered and the Team Captain/Advisor will be given his/her wristband at the time team registers. It will be the responsibility of the Team Captain/Advisor to give him/her their wristband and any other deliverables upon their arrival.  Anyone who is RED or missing and cannot come to Registration while it is open will be considered a spectator.

If we have all our team members affiliated but they are missing required information, what do we do?
If you notice someone who is RED, encourage those team members to login and complete the information prior to two weeks before the competition.  Giveaways will not be provided for any members who are RED or handwritten.

What does it mean if everything is complete on our Fast Track Roster?
Having all team members and Faculty Advisors GREEN prior to arrival onsite will allow your team to have a quick registration where only the team captain/advisor is required to report to registration area. He/she will be responsible for signing as witness in front of SAE staff/volunteers that the team registration being submitted is complete and accurate with those onsite and attending. He/she will also be responsible for picking up all giveaways and wristbands, distributing to team members and ensuring team members wear them.

Downloading the Fast Track Roster

The Fast Track Registration Process alleviates long lines and allow more time for your team to focus on your project(s).  Every team is required to print their roster ahead of time and complete it prior to arriving at competition.  Any handwritten roster additions will not be provided any giveaways.  Absolutely no exceptions.

TWO WEEKS BEFORE COMPETITION, TEAM CAPTAINS/FACULTY ADVSIORS MUST DOWNLOAD THEIR FAST TRACK ROSTER ON SAE.ORG. 

  1. Log in at sae.org.
  2. Navigate to either sae.org/attend/student-events and click on your individual competition.
  3. Click on your Profile tab.
  4. Click on your Team Name.
  5. Click the Print Roster button.  A PDF of your Fast Track Roster will appear. 
  6. Print ALL PAGES this document out.  Do not staple it.

PRIOR TO ARRIVING ONSITE, ALL TEAM MEMBERS MUST SIGN THE PARTICIPANT WAIVER AND CONFIRM PERSONAL DATA.

  1. Read the participant waiver terms.
  2. Review your personal data (cell phone number/ t-shirt size) and your emergency contact on the team list.
  3. Confirm with your signature on the team list that you accept the participant waiver terms and that your personal data is correct.
  4. All participants must be able to identify themselves with a form of identification onsite.
  5. Wristbands and giveaways will not be provided for members who are not coming to competition at all.
  6. Giveaways will not be provided for any members who are RED or handwritten.
  7. Although we try our best to ensure enough sizes for everyone, T-Shirt sizes are not guaranteed.

ONLY THE TEAM CAPTAIN AND/OR ADVISOR MUST REPORT TO REGISTRATION ONSITE.

  1. A Team Captain or Advisor will proceed to the SAE International Registration Area with their unstapled, completed Fast Track Roster.  Include all pages, including the Waiver page.
  2. The Team Captain or Advisor is required to sign the list of signatures IN FRONT OF the Registration Staff to confirm the correctness of all signatures’ information.
  3. The Team Captain or Advisor will receive all wristbands for only those who have signed.
  4. All Sponsored/ SAE International giveaways and information will be given to the Team Captain or Advisor.
  5. Anyone arriving to sign the waiver after Registration has closed will be a Spectator. If you know you will be arriving after it closes, sign the waiver ahead of time and see your Team Captain/Faculty Advisor when you arrive onsite for your wristband.
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