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Organizing FIRST Robotics Events: Tips from Team 1511

Comprehensive outline on organizing FIRST offseason or preship event presented by Kimberly Eckhardt at the 2010 FIRST Robotics Conference. Topics covered include types of competitions, location and date selection, concessions, field management, audio-visual setup, scoring systems, volunteer coordination, fun activities, awards, public relations, team recruitment, and cost estimation. Valuable insights shared for effectively planning and executing successful robotics events.

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Organizing FIRST Robotics Events: Tips from Team 1511

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  1. How to Organize a FIRST Offseason or Preship Event: FRC, FTC, FLL Presented by: Kimberly Eckhardt, Team 1511 2010 FIRST Robotics Conference

  2. Outline • Types of Competitions • Location & Date • Concessions • Fields • Audio Visual • Scoring • Volunteers • Fun & Awards • PR & Advertisement • Recruiting Teams • Costs 2010 FIRST Robotics Conference

  3. Types of Competitions • FRC Pre-Ship Event • FRC Offseason Event • FTC Scrimmage • FLL Scrimmage / Qualifier Tournament • FLL Offseason Event 2010 FIRST Robotics Conference

  4. Location & Date • Interdependent • How Large of a Venue do you need? • Pits, Competition, Judging Space, Concessions • What Date will work best? • FRC Offseason: May-Dec, Pre-ship 1-3 days preship • FTC: Late Oct – Aug • FLL Scrimmage: ~ 2 weeks before event • FLL Offseason: Jan – April • Don’t Forget Setup/Teardown Time! 2010 FIRST Robotics Conference

  5. Concessions • Make Money or Break Even? • Set Price List • Outside Vendors/Caterers • Sell Tickets, sides, candy, snacks • “Do it Yourself” • Check Food Sales Regulations (site & state specific) • Volunteer Food • Provide Food In Cost? 2010 FIRST Robotics Conference

  6. Fields • Build Your Own • Good for Scrimmages & Pre-Ship Events • Borrow a Field • FRC: FIRST, AndyMark, NASA • FTC/FLL: Local Teams • Buy Your Own • Good for FLL or FTC • Field Management Systems 2010 FIRST Robotics Conference

  7. Audio & Visual (A/V) • How Fancy do you want to get? • Sound System • Appropriate Playlist • DJ Needed? • Projectors & Screens • Video Cameras • Webcasts • Display in the Pits 2010 FIRST Robotics Conference

  8. Scoring • FRC FMS Lite Scoring System • FTC FMS Scoring System (FTCtraining.com) • FLL Scoring (FLLFTPAnnex - Labview) • Develop Tournament Brackets • How to do Alliance Selections? 2010 FIRST Robotics Conference

  9. Volunteers • Volunteer Coordinator • Referees • MC/Announcer • Scorers • Pit Admin • A/V Cre • Field Tech • Queing • Field Reset • Concessions • Traffic Control • EMT!!! 2010 FIRST Robotics Conference

  10. Fun & Awards • Incorporate Fun Events • Pie in the Eye, Mentor Matches, Dancing • Social Events • Team Awards • Develop Award Titles/Theme • What do you want to give out? • FRC: Fun Themed/Machined Awards • FTC: Fun Themed/Machined Awards • FLL: FLL Brick Awards, Certificates, Etc 2010 FIRST Robotics Conference

  11. Public Relations & Advertisement • Write a Press Release • Call Local Radio & TV Stations • Create a Flier • Advertise at Schools • Make a Promo Video 2010 FIRST Robotics Conference

  12. Recruiting Teams • Have a goal number in mind • Set your Entrance Fee • Free? Donation? $50-$500?? • Get info from TIMS • Advertise at FIRST events • Advertise on Chief Delphi 2010 FIRST Robotics Conference

  13. Costs • Field Costs • Awards & Decorations • Volunteer Food • Volunteer Shirts • A/V Odds & Ends • Concessions (up front) 2010 FIRST Robotics Conference

  14. Questions & Contact Info • Questions? • Kim Eckhardt • kimsrobot@gmail.com • Materials: www.penfieldrobotics.com 2010 FIRST Robotics Conference

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