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FIRST Tech Challenge Tournament Planning Guide
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2016-2017 FIRST® Tech Challenge
League Meet Guide
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Volunteer Thank You
Thank you for taking the time to volunteer for a FIRST® Tech Challenge event. FIRST® and FIRST® Tech
Challenge rely heavily on Volunteers to ensure events run smoothly and are a fun experience for Teams and
their families, which could not happen without people like you. With over 4,600 Teams competing annually,
your dedication and commitment are paramount to the success of each event and the FIRST Tech Challenge
program. Thank you for your time and effort in supporting the mission of FIRST!
Sponsor Thank You
Thank you to our generous sponsors for your continued support of the FIRST Tech Challenge!
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Revision History
Revision
1
Date
05/12/2016
Description
Initial Release
How to Use This Guide
We recommend downloading this Guide, reading it through cover to cover once, and then keeping the
downloaded version saved and readily accessible on your computer desktop. The PDF version of this Guide is
easily searchable: you can click on any item in the Table of Contents to immediately go to that section of the
Guide. Throughout the Guide there are links to items in other areas of the Guide or in the Appendices, clicking
on these will bring you right to the item-no scrolling and searching required! In addition, there are items linked
to webpages, if you are connected to the internet, clicking on these items will bring you right to the webpage. In
this way, you only need to look for specific items in these places as needed and can do so with ease.
In addition, all of the Appendices are published in Schoology (link available by July 1, 2016) as PDF or Word
documents as applicable for you to download and/or edit.
Please remember that much of this Guide is suggested and adaptable. What is described is often the IDEAL
situation; most Events run on fewer resources, smaller budgets, and with fewer Volunteers and are still
wonderful experiences. Processes or items that are required are noted as such. If there is a requirement that
you are unable to accommodate, an exception must be granted, in writing, by FIRST Tech Challenge
headquarters.
Contents
How to Use This Guide ...................................................................................................................................... 3
Introduction........................................................................................................................................................ 7
What is FIRST® Tech Challenge? .................................................................................................................. 7
FIRST Tech Challenge Core Values .............................................................................................................. 7
GRACIOUS PROFESSIONALISM® ................................................................................................................... 8
GRACIOUS PROFESSIONALISM® for Volunteers ........................................................................................ 8
Youth Protection Program ................................................................................................................................. 9
Youth Protection Expectations and Guidelines ............................................................................................... 9
NOTICE OF NON-DISCRIMINATION ............................................................................................................ 9
Volunteer Bill of Rights ...................................................................................................................................... 9
Volunteer Code of Conduct ............................................................................................................................. 10
What is the FIRST® Tech Challenge League Meet Guide? .............................................................................. 11
Job Description ................................................................................................................................................ 11
Volunteer Minimum Age Requirement ...................................................................................................... 11
Key Volunteer Role Minimum Age Requirement .................................................................................. 11
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Overview of Responsibilities of League Meet Organizer .................................................................................. 12
FIRST Tech Challenge Tournament Structure ................................................................................................. 12
FIRST Tech Challenge Tournament Structure Chart .................................................................................... 12
Full League Meet and Hybrid League Meet Implementation......................................................................... 13
Hosting a League Meet.................................................................................................................................... 14
What is a League? ....................................................................................................................................... 14
What is a League Meet? .............................................................................................................................. 14
League Rankings ......................................................................................................................................... 14
Overall Tournament Planning....................................................................................................................... 15
Planning Timeline ........................................................................................................................................ 16
Finances .......................................................................................................................................................... 17
Budget ......................................................................................................................................................... 17
Funding ........................................................................................................................................................ 17
Sponsors...................................................................................................................................................... 17
FIRST Tech Challenge Global Sponsors .................................................................................................. 18
Venue .............................................................................................................................................................. 19
Staffing Needs ............................................................................................................................................. 19
Materials and Supply Needs ........................................................................................................................ 19
IT Equipment & Needs ............................................................................................................................... 19
Accessibility ................................................................................................................................................. 20
Date Selection.............................................................................................................................................. 20
Date Selection Considerations:................................................................................................................. 20
Qualifying Matches ...................................................................................................................................... 20
Match Time Calculation................................................................................................................................ 21
Maps & Layouts ........................................................................................................................................... 22
Registration Area ...................................................................................................................................... 23
Competition Area ...................................................................................................................................... 24
Pit Area .................................................................................................................................................... 24
Volunteers ....................................................................................................................................................... 26
League Meet Planning Committee ............................................................................................................... 26
Volunteer Coordinator .................................................................................................................................. 26
Volunteer Recruitment and Training Timeline .............................................................................................. 26
Volunteers.................................................................................................................................................... 27
Event Day Volunteers .................................................................................................................................. 27
Finding Volunteers ....................................................................................................................................... 28
Registration & Screening ............................................................................................................................. 28
VIMS: Volunteer Information Management System (US and Canada only) .............................................. 28
Volunteer Minimum Age Requirement ...................................................................................................... 28
Key Volunteer Role Minimum Age Requirement ....................................................................................... 28
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FIRST Consent, Release, and Hold Harmless Form ................................................................................. 29
Volunteer Conflict of Interest and Disclosure Statement ........................................................................... 29
Training ........................................................................................................................................................ 29
Communication ............................................................................................................................................ 30
Pre-Event Communication with Volunteers ............................................................................................... 30
Event Day Communication ....................................................................................................................... 30
Recognition .................................................................................................................................................. 30
Volunteer Thanks ..................................................................................................................................... 30
Teams ............................................................................................................................................................. 31
Timeline ....................................................................................................................................................... 31
Registration & Fees ..................................................................................................................................... 31
Team Attendance Commitment ................................................................................................................ 31
Team Registration Fees ........................................................................................................................... 31
Team Registration System ........................................................................................................................... 32
Communication ............................................................................................................................................ 32
Pre-Event Communication with Teams ..................................................................................................... 32
Event Day Communication ....................................................................................................................... 32
Event Day ........................................................................................................................................................ 33
Schedules .................................................................................................................................................... 33
Logistics ....................................................................................................................................................... 34
Event Setup ................................................................................................................................................. 34
Printing Needs ............................................................................................................................................. 34
Signs............................................................................................................................................................ 35
Registration.................................................................................................................................................. 35
Safety .......................................................................................................................................................... 35
Safe Set-Up .............................................................................................................................................. 35
Safe Dress................................................................................................................................................ 35
Food ............................................................................................................................................................ 36
After the Event ............................................................................................................................................. 36
Appendices...................................................................................................................................................... 37
Appendix A – Resources ................................................................................................................................. 38
Appendix B: Area and Supply Needs Chart ..................................................................................................... 39
Appendix C: Material/Equipment Needs .......................................................................................................... 40
Appendix D: Letter from FIRST Tech Challenge Engineer to Venue IT Staff ................................................... 41
Appendix E: Hardware Needs.......................................................................................................................... 42
Scoring System Equipment ...................................................................................................................... 42
Scoring System Display Applications Requirements (optional) ................................................................. 42
Appendix F: Sample Event Day Schedule ....................................................................................................... 43
Morning League Meet Sample Schedule...................................................................................................... 43
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Back-to-Back Weekend League Meets Sample Schedule ............................................................................ 44
Appendix G: Volunteer Role Descriptions ........................................................................................................ 45
Appendix H: Volunteer Training Manuals and Certification Instructions ........................................................... 48
FIRST Tech Challenge Training Manuals..................................................................................................... 48
Appendix I: Volunteer Communication ............................................................................................................. 49
Pre-Event Assignment Email........................................................................................................................ 49
Pre-Event Training Email ............................................................................................................................. 50
Pre-Event Email to All Teams and Volunteers .............................................................................................. 51
Event Day Communication ........................................................................................................................... 53
FIRST Walk-On Volunteer Registration Process ...................................................................................... 53
Post-Event Communication ...................................................................................................................... 55
Appendix J: Sample Team Registration Documents ........................................................................................ 56
Registration Information............................................................................................................................ 56
Registration Confirmation ......................................................................................................................... 56
Example A: Email ................................................................................................................................... 56
Registration Pre-Event Information .......................................................................................................... 57
Appendix K: Team Communication.................................................................................................................. 58
Pre-Event Communication ........................................................................................................................... 58
Event Day Communication ........................................................................................................................... 61
Post-Event Communication .......................................................................................................................... 61
Appendix L: FIRST and FIRST Tech Challenge Materials ............................................................................... 62
Appendix M: Event Setup Checklist ................................................................................................................. 63
Appendix N: Printing Checklist......................................................................................................................... 64
Appendix O: Sign Template ............................................................................................................................. 66
Appendix P: Instructions for Building a Sizing Box ........................................................................................... 69
Appendix Q: Instructions for Making Alliance Flags ......................................................................................... 73
Appendix R: Recommendations for Static Mitigation ....................................................................................... 74
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Introduction
What is FIRST® Tech Challenge?
FIRST Tech Challenge is a student-centered activity that focuses on giving students a unique and stimulating
experience. Each year, Teams participate in a new Game that requires them to design, build, test, and
program autonomous and driver-operated robots that must perform a series of tasks.
The playing field for the Game consists of the FIRST Tech
Challenge game pieces set up on a foam-mat surface,
surrounded by a metal and Lexan Field frame. Each
Tournament features Alliances, which are comprised of two
Teams, competing against one another on the playing field.
Teams work to overcome obstacles and meet challenges,
while learning from, and interacting with their peers and adult
Mentors. Students develop a greater appreciation of science
and technology and how they might use that knowledge to
impact the world around them in a positive manner. They also
cultivate life skills such as:
•
•
•
•
FIRST Tech Challenge is MORE
THAN ROBOTSSM! While
competing, students develop
personal and professional skills
they will be able to rely on
throughout their life.
Planning, brainstorming, and creative problem-solving.
Research and technical skills.
Collaboration and teamwork.
Appreciation of differences and respect for the ideas and contributions of others.
To learn more about FIRST Tech Challenge and other FIRST Programs, visit www.firstinspires.org.
FIRST Tech Challenge Core Values
Volunteers are integral to the FIRST community. FIRST Tech Challenge relies on Volunteers to run the
program at many levels, from managing a region to Mentoring an individual Team. Our Affiliate Partners
coordinate the program in each region or state. These Affiliate Partners fundraise, run Tournaments, hold
workshops and demonstrations, market FIRST Tech Challenge locally, handle public relations, and recruit
Volunteers and Teams. They are a tremendous resource for Mentors and FIRST would not exist without
them.
FIRST asks everyone who participates in FIRST Tech Challenge to uphold the following values:
•
•
•
•
•
•
•
•
•
•
•
We display GRACIOUS PROFESSIONALISM® with everyone we engage with and in everything we
do.
We act with integrity.
We have fun.
We are a welcoming community of students, Mentors, and Volunteers.
What we learn is more important than what we win.
We respect each other and celebrate our diversity.
Students and adults work together to find solutions to challenges.
We honor the spirit of friendly competition.
We behave with courtesy and compassion for others at all times.
We act as ambassadors for FIRST and FIRST Tech Challenge.
We inspire others to adopt these values.
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GRACIOUS PROFESSIONALISM®
FIRST uses this term to describe our programs’ intent. This is one of the most important concepts that can
be taught to a young person who is learning to get along in the work world. At FIRST, Team members help
other team members, but they also help other Teams.
GRACIOUS PROFESSIONALISM® is not clearly defined for a reason. It can and should mean different things
to everyone.
Some possible meanings of GRACIOUS PROFESSIONALISM®
include:
•
•
•
•
Gracious attitudes and behaviors are win-win.
Gracious folks respect others and let that respect show in
their actions.
Professionals possess special knowledge and are trusted
by society to use that knowledge responsibly.
Gracious Professionals make a valued contribution in a
manner pleasing to others and to themselves.
An example of GRACIOUS
PROFESSIONALISM® is
patiently listening to a Team’s
question and providing
support despite having
several pressing things to do
on the day of the event.
In the context of FIRST, this means that all Teams and
participants should:
•
•
•
Learn to be strong competitors, but also treat one another with respect and kindness in the process.
Avoid leaving anyone feeling as if they are excluded or unappreciated.
Knowledge, pride and empathy should be comfortably and genuinely blended.
In the end, GRACIOUS PROFESSIONALISM® is part of pursuing a meaningful life. When professionals
use knowledge in a gracious manner and individuals act with integrity and sensitivity, everyone wins,
and society benefits.
Watch Dr. Woodie Flowers explain GRACIOUS PROFESSIONALISM® in this short video.
“The FIRST spirit encourages doing high-quality, well-informed work in a manner
that leaves everyone feeling valued. GRACIOUS PROFESSIONALISM seems to
be a good descriptor for part of the ethos of FIRST. It is part of what makes FIRST
different and wonderful.”
- Dr. Woodie Flowers, National Advisor for FIRST
GRACIOUS PROFESSIONALISM® for Volunteers
It is a good idea to spend time going over this concept with Volunteers. Provide Volunteers with real-life
examples of GRACIOUS PROFESSIONALISM in practice before, during, and after the event and recognize
great GRACIOUS PROFESSIONALISM when you see it in action!
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Youth Protection Program
The purpose of the FIRST® Youth Protection Program (FIRST YPP) is to provide Coaches, Mentors,
Volunteers, employees, others working in FIRST programs, team members, parents, and guardians of team
members with information, guidelines, and procedures to create safe environments for everyone participating
in FIRST programs.
The FIRST YPP sets minimum standards recommended for all FIRST activities. Adults working in FIRST
programs must be knowledgeable of the standards set by the FIRST YPP, as well as those set by the school
or organization hosting their team.
Youth Protection Expectations and Guidelines
Coaches and Mentors are expected to read and follow elements in the FIRST Youth Protection Program guide
that are labeled as required are mandatory in the United States and Canada, and may not be waived without
the approval of the FIRST Youth Protection Department.
FIRST recommends that the standards set forth in the FIRST Youth Protection Program guide be applied
outside of the United States and Canada to the extent possible. At a minimum, local regulations regarding
youth protection must be complied with.
Forms are available here: http://www.firstinspires.org/sites/default/files/uploads/about/FORMS.zip
Information on the US Screening process is available here:
http://www.firstinspires.org/sites/default/files/uploads/about/US-Screening-Screen-Shots.pdf
Information on the Canadian Screening process is available here:
http://vimeo.com/30137373
Everyone working with
FIRST Teams should be
familiar with the FIRST
YPP policies.
You can find FAQ and additional information about the FIRST Youth
Protection Program on the FIRST website at:
http://www.firstinspires.org/resource-library/youth-protection-policy
NOTICE OF NON-DISCRIMINATION
United States Foundation for Inspiration and Recognition of Science and
Technology (FIRST®) does not discriminate on the basis of race, color,
national origin, sex, disability, or age in its programs and activities. The following person has been designated
to handle inquiries regarding the non-discrimination policies: Lee Doucette, Youth Protection Program
Manager, 200 Bedford Street, Manchester, NH 03101, 603-666-3906, Ext. 250.
Volunteer Bill of Rights
Volunteers are our most valuable asset. Their selfless contributions of time and resources are instrumental in
accomplishing our mission of inspiring the next generation of science, technology, engineering and
mathematics leaders and innovators. At the foundation of the relationship between FIRST and our Volunteers,
are their rights. All FIRST Volunteers have a right to:
•
Be treated with GRACIOUS PROFESSIONALISM®. GRACIOUS PROFESSIONALISM is a way of
doing things that encourages high-quality work, emphasizes the value of others, and respects
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•
•
•
•
•
•
•
•
individuals and the community. With GRACIOUS PROFESSIONALISM, fierce competition and mutual
gain are not separate notions.
Feel valued. FIRST recognizes the significant contributions of time and resources our Volunteers make
as they help us achieve our mission.
Inclusion. All Volunteers have the right to be treated with respect and dignity in inclusive environments.
FIRST values diversity and opposes discrimination.
Information regarding their role. FIRST will inform Volunteers about what’s expected of them, when
they are scheduled to serve, any changes to program or policy, and who to contact should they need
assistance.
Safety. FIRST strives to create safe environments for all Volunteers and participants and will always
factor safety into program planning.
Fair treatment. All FIRST Volunteers will be treated fairly and any performance issues will be handled
using the FIRST Volunteer Behavior Intervention Recommendations.
Request a different role if they feel their current assignment is not a good fit.
End their Volunteerism. FIRST appreciates and respects the fact that all of our Volunteers are here by
choice.
Contact FIRST Headquarters directly if they feel they are being treated improperly. If attempts to
resolve issues and conflicts at the local level are not successful, Volunteers can call (800) 871-8326 or
email volunteer@firstinspires.org.
Volunteer Code of Conduct
The mission of FIRST is to inspire a generation of science and technology leaders who are both gracious and
professional. This FIRST Code of Conduct lists some of the basic behaviors Mentors, Coaches, Volunteers,
team members, Affiliate Partners, contractors, staff, and other participants should adhere to while participating
in FIRST activities.
•
•
•
•
•
Exhibit GRACIOUS PROFESSIONALISM® at all times. GRACIOUS PROFESSIONALISM is a way
of doing things that encourages high-quality work, emphasizes the value of others, and respects
individuals and the community. With GRACIOUS PROFESSIONALISM, fierce competition and
mutual gain are not separate notions.
Ensure the safety of all participants in FIRST activities.
Not engage in any form of bullying, harassment, use of profane or insulting language, or any actual
or threatened violence.
Adhere to all FIRST Youth Protection Program (YPP) policies.
Report any unsafe behavior to event or local FIRST leadership.
Persons who do not comply with this Code of Conduct may be barred from participating in FIRST activities.
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What is the FIRST® Tech Challenge League Meet Guide?
The purpose of the FIRST Tech Challenge League Meet
Guide is to:
•
•
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Provide new League Meet Organizers with the
information and guidelines needed to plan and
execute a FIRST Tech Challenge League Meet.
Create continuity between League Meets so
Teams know what to expect and receive similar
Meet experiences regardless of their location.
Be a central location for all information and
resources a League Meet Organizer would need
in running an Event.
This Guide would not be possible without the
contributions of time, ideas, and resources provided by
the following people:
•
•
Content provided by Michael Coleman, Vince Frascella, Tom Zawislak, Mike Burger, and LA
FIRST Tech Challenge.
Photography includes pictures by Aaron Yazzie and Kristen Chang at the 2013-2014 LA FIRST
Tech Challenge Championship.
Job Description
A FIRST Tech Challenge League Meet Organizer Plans, designs and produces a FIRST Tech Challenge
Meet, and agrees to abide by the requirements set forth by FIRST, including, but not limited to:
• Game Rules
• Robot Rules
• Advancement Rules
• Ensuring teams meet participation rules
• Safety Rules
• Volunteer Screening Rules
• Volunteer Certification Rules
•
The Tournament Organizer is required to submit event results to FIRST within 5 days of the close of the
event.
Volunteer Minimum Age Requirement
FIRST requires that FIRST Event Volunteers be at least 13 years of age, however, the Regional Planning
Committee has the option of increasing the age requirement as desired. Adult Volunteers may not have
children accompany them while volunteering or be responsible for supervising their own children at the event.
Children under the minimum age are welcome at FIRST Competitions with appropriate supervision by
someone other than a Volunteer.
Key Volunteer Role Minimum Age Requirement
Volunteers MUST be at least 18 years of age before being assigned to a Key Volunteer Role. Key Volunteer
positions include: Volunteer Coordinator, Head Referee, Judge Advisor, Field Manager, Field Technical
Advisor, Lead Hardware Inspector, Lead Software Inspector, and Lead Scorekeeper. When a Volunteer who is
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applying for a Key Role is also a recent FIRST participant (participated in a FIRST program within the last 4
years), this Volunteer falls under the category of an inexperienced Volunteer, and should be assigned with an
experienced Volunteer in the Role in which the inexperienced Volunteer would like to serve. Recognize that
while we strongly encourage Alumni to volunteer, it is important to talk through with this inexperienced
Volunteer that they need to be careful in personalizing their experience and comparing the Teams and
situations at this specific Event to what they remember about their own experiences.
Overview of Responsibilities of League Meet Organizer
The League Meet Organizer role is to plan and execute the FIRST Tech Challenge League Meet(s) in
accordance with the guidelines in this document and the requirements in the agreement between the Affiliate
Partner, League Leadership Committee, and the League Meet Organizer.
Key responsibilities include:
•
•
•
•
Communicate clearly and often with Teams, Volunteers, Sponsors, League Leadership Committee, and
Affiliate Partner (if applicable).
Provide a playing field and event that adhere to the expectations outlined in the FIRST Tech Challenge
Game Manual Part I and Part II.
Manage Event finances.
Recruit and train Volunteers.
FIRST Tech Challenge Tournament Structure
The FIRST Tech Challenge program is competition- and merit-based. The Tournament structure is tiered with
levels of advancement that lead to the World Championships. Teams advance by accumulating Qualifying
Points and Ranking Points received on the Field and through Judged Awards. All Teams who participate at
League Meets will advance to either a League Championship or Qualifying Tournament depending on the
League structure in their Region or State (see Full League Meet and Hybrid League Meet Implementation). To
learn more about the advancement and ranking process, review the Game Manual Part I.
FIRST Tech Challenge Tournament Structure Chart
Meets add another tier to the competition structure. The Meet season culminates in the League Championship,
which every League Team participates in; League Championships are comparable to Qualifying Tournaments.
Regions may execute League Play in a Hybrid or region-wide Full Implementation format; both paths lead to
the Regional/State Championship. See the chart below.
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Full League Meet and Hybrid League Meet Implementation
League play provides another option to better support the diverse needs of each region and community.
Affiliate Partners will determine which model is the best fit for their region and will communicate directly with
Event Hosts and Teams.
Full League Meet Implementation means that this would be the only official Event structure offered in a
region. See example image below.
There are two options for Hybrid League Meet Implementation. In Hybrid Option A, Teams from a certain
location in a region participate in a League using the League Meet format, while the Teams in the rest of the
region participate in Qualifying Tournaments. See example image below.
Hybrid Option B (not pictured) is an opt-in model, where Teams may choose to participate in Leagues,
attending League Meets and/or Qualifying Tournaments. Advancement for Teams in this area leads to the
State or Regional Championship. See example image below.
Ex. Full Meet Implementation
Ex. Hybrid A
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Hosting a League Meet
What is a League?
A League is a group of 10-16 Teams that compete together in a series of League Meets. A League may be
locally or regionally grouped – decisions about league grouping are made at the Affiliate Partner level. The
League selects Teams or assigns committees to plan League Meets, which are locally-funded. Each League
must provide enough League Meets so that each
Team can participate in at least three. Affiliate
Partners may choose whether or not to allow InterOfficial vs Endorsed vs Unofficial
League play and may choose to allow Inter-Region
League play. A Region may have an unlimited number
There are many types of FTC Events. Some
of League Meets, or as few as three, while some
Events are “Official”, meaning that they are a part
regions have a set number of League Meets each
of the advancement structure for the FIRST Tech
League must hold.
Challenge. “Endorsed” means that the event is not
The intent of the League Structure is to provide teams
with more opportunities to participate in the annual
Challenge, which in turn provides teams with
additional opportunities to try new, creative design
elements, without fear of losing an opportunity to
advance. This enhances the iterative process that we
encourage teams to embrace while designing their
robots for the competition.
a part of the advancement structure for FTC, but
the Event is hosted by or sanctioned by an FTC
Affiliate Partner or FTC Headquarters. Other
Events are “Unofficial” and could be hosted by
anyone with an interest. Official and Endorsed
Event information provided by the Affiliate Partners
is promoted on the USFIRST website and via the
@FTCTeams Twitter and Facebook accounts.
Unofficial Events are not promoted by FIRST or
FTC.
What is a League Meet?
A League Meet is a one-Field Competition with
Judging that occurs at the League Tournament level
only. League Meets use the same Field and Game as other Tournaments. Teams may participate in as few or
as many League Meets as they choose, but participating in more improves their League Ranking (see League
Rankings). The Game must be played exactly as described in the FIRST Tech Challenge Game Manual Parts I
and II. A League Meet is approximately 3-4 hours long, and includes: set-up, Inspections, five or six Matches
per Team, and tear down. Robots must pass Hardware, Software, and Field Inspections. League Meet events
do not include Elimination Rounds, and do not include official Judging, although Judging practice events are
encouraged. Volunteers commit to five hours of time. All Volunteers must be screened and FIRST Tech
Challenge Certified Volunteers must be used in key roles. A League Meet may be held as an after-school
activity, on a weekend morning, or two back-to-back Meets in one day (only one two-Event day every two
weeks is allowed). The Affiliate Partner is responsible for making sure that only those Teams registered with
FIRST Tech Challenge compete in the League Meet and for providing the League Leadership Committee with
Team Registration information.
League Rankings
At each League Meet, all the Qualifying Points and Ranking Points for all the Matches are exported from the
Scoring System along with the Team information. When the teams are imported into the Scoring System for
the next Event, that data comes with it. The overall Qualifying Points and Ranking Points are displayed as part
of that Event, but are not used in any of the League Meets other than to be collected. When the data is
imported into the Scoring System for the League Tournament, however, the Scoring System takes the top ten
values for Qualifying Points and the corresponding 10 values for Ranking Points for each Team to determine
the starting Qualifying Points and Ranking Points for each Team. Thus, each Team starts out at the League
Championship ranked by their top ten Match results. Should a Team not have ten Match results, the system
will take all the available results for the Team and it will impact their initial standings at the League
Championship.
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Overall Tournament Planning
Coordinating the entire League Meet will take careful planning and attention to details. If your Event is for 10
Teams, working with a few dedicated Volunteers may be adequate to complete all the necessary tasks.
However, if you are planning a 16-Team League Meet or a back-to-back League Meet day (with two Events in
one day), you may choose to have a Meet Planning Committee to handle the various projects that will make up
the entire Event.
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Planning Timeline
Planning for League Meets should begin at least a few months before the Event. The following table outlines
tasks and when they should be completed using a 4-month timeframe.
Task
Sign a League Meet Agreement with your League
Leadership Committee/Affiliate Partner (if applicable)
Recruit League Meet Planning Committee (if applicable)
Select Venue, Event date, and sign contract (if applicable)
(this is usually a school that a Team attends)
Send Event information to Affiliate Partner
Begin to recruit, screen, and train Volunteers
Site visit/review
Reserve equipment
Order/collect Field Perimeter and Tiles
Order/collect Game Elements
Begin assembly of equipment
Begin compiling Team Attendance Commitments
Create a site map
Work with Affiliate Partner to obtain insurance certificate
(if needed)
Email Teams a link to Event info
Design/Print signs for the Event
Order food and beverages for Volunteers
Train Volunteers
Assemble Game Elements and test everything
Assemble supplies, including signage
Assemble, procure sizing boxes
Assemble Robot Alliance Flags
Confirm Volunteers
Confirm Team Attendance Commitment and send Teams
Meet information
Confirm rentals/reservations
Print and assemble Manual binders and blank forms
Produce Referee sheets, schedules, and Team lists
Confirm Key Volunteers are certified
Head Referee quality checks Game Elements
Return borrowed/rented equipment
Send League Meet Team rankings to League
Leadership/Partner
Send thank you letters to Sponsors, VIPs, and Volunteers
Send video, pictures, and articles to Affiliate Partner
Return Consent and Release forms to FIRST
3-4
Months
Before
2-3
Months
Before
1-2
Months
Before
2-3
Weeks
Before
After
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Finances
Leagues are responsible for funding League Meets. Most generate their funding through some combination of
Team registration fees and Sponsorship; some Leagues/Affiliate Partners provide materials (Technical
equipment, banners, etc). Your League Leadership Committee/Affiliate Partner will inform you of any
Regional/State standards for League Meets and what materials they will provide when you agree to host the
Event and/or sign your League Meet agreement (if applicable). Be sure to plan out the budget expenses and
an income plan at the very start of your planning process.
Budget
Planning for expenses so you know how much to fundraise is important. Below is a sample 10-Team Event
budget. Remember that many items do not need to be purchased, but could be borrowed or an in-kind
donation. Items marked in green can often be borrowed; borrow first, and then purchase if borrowing isn’t an
option. Items highlighted in yellow are first-year investments only.
Expenses
Playing Field (Borders and Floor)
Game Elements
Catering
Signage
Printing
Equipment Rental
Misc
Safety Glasses for Volunteers
Insurance
Total Expenses
Income
Team Event Registration
Sponsorship
Total Income
Balance
Notes
$1,125 One-time cost for one Field, Fields can be re-used. One Game
Field, Borders and Floor Tiles
$600 Game Elements plus shipping
$100 Pizza, water, snacks for Volunteers
$25
$25
$100 Tables, chairs, pipe and drape, stanchions, lighting, printers,
computers
$150
$50
$100
$2,275
varies Ie: $50 per Team x 10 Teams = $500
$1,775
$2,275
$
-
Funding
When calculating your budget keep in mind other forms of revenue to cover costs. This can include:
•
•
•
•
•
•
Fundraising
Sponsorships
Grants
In-Kind Donations
Registration fees (see more info under Team Registration Fees)
Workshop or Camp Registration fees
Sponsors
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18 | FIRST Tech Challenge Tournament Planning Guide
Sponsorship varies from Region to Region. If you are hosting a
Qualifying or League Championship Tournament, your Affiliate Partner
will share with you expectations for soliciting Sponsors and/or
Sponsorship recognition for your Event. Some Regions have major
Sponsors that are recognized at all Events, whereas some Regions
have localized Sponsors, and still others have a combination of both.
Sponsorship can come in the form of funding or in-kind donations. No
item or amount is too small! Be clear with your potential Sponsors of the
value of their support and what they will receive in return.
Sponsors for your Event can receive recognition in various forms,
including logo space on Event advertisement, documents, press
releases, websites or social media, and T-shirts. They should also
receive a formal thank you and Event report post-Tournament. Please do not add sponsor branding to official
awards, or place sponsor branding on the competition field, game elements, or scoring elements. Please do be
sure to follow FIRST branding guidelines when incorporating a sponsor logo to FIRST materials.
FIRST Tech Challenge Global Sponsors
FIRST Tech Challenge Global Sponsors Rockwell Collins, PTC, and Qualcomm must receive recognition at
each official FIRST Tech Challenge Event. Rockwell Collins is the Official Program Sponsor, PTC is the IoT
(Internet of Things), CAD and Collaboration Sponsor, and Qualcomm is the Official Control System Sponsor.
We include the required information for League Meet Organizers in the Scoring System, which may not be
altered. Organizers do not need to do any additional recognition for these Sponsors unless their Region or
Event receives additional support from Rockwell Collins, PTC or Qualcomm.
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Venue
Most League Meets will be held in school gymnasiums, multi-purpose rooms, or similar venues.
Staffing Needs
Be sure to make arrangements for any venue-required audiovisual staffing, custodial needs, or Emergency
Personnel and budget for this expense in advance. Other considerations include: venue IT staff support, union
restrictions for the Venue (if applicable), EMT, security staff, and possible shuttle service staff.
Materials and Supply Needs
There are a lot of items that an FIRST Tech Challenge Event requires to run, even a smaller, informal Event
like a League Meet. Determine what you will need as soon as possible, look to borrow whenever you can, and
budget for the remaining items so you can start seeking funding as soon as possible.
Resources in this document:
Appendix B: Area and Supply Needs Chart
Appendix C: Material/Equipment Needs
IT Equipment & Needs
Be sure to notify the IT staff at the Venue that the robots
at the event will be controlled wirelessly. Each robot will
establish its own private 802.11 Wi-Fi network. These
private networks will only be used to control the robots
during competition. They will not connect into the
Venue’s computer network.
Also, if you plan to use a wireless network to connect
the scoring system computers, be sure to notify the IT
staff that an additional network will be established to
connect the scoring system devices. This scoring
network will not connect into the Venue’s computer
network.
See Appendix D for a letter from FIRST Tech Challenge Engineer, Thomas Eng that you can give to the Venue
IT staff.
Ask the Venue for the name of someone on their IT staff that you can contact, in the event that a Wi-Fi
suppression system is active and interferes with Robot Connection.
If you are using the Venue AV system, you should have one Venue AV staff on standby dedicated to support
the AV needs of the Event at all times during the day of your Event.
Remember to:
•
Check for Wi-Fi suppressors (note that all Wi-Fi suppressors should be disabled for the Tournament)
•
If Possible, turn off unneeded Wi-Fi access points at the venue.
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20 | FIRST Tech Challenge Tournament Planning Guide
Accessibility
Be sure the Venue can accommodate Team members and guests of varying abilities and needs. You should
communicate any special arrangements, such as alternative entrances, to Teams in pre-Event communication.
Be sure that the space allows for ease of movement for spectator and Team traffic during the Event day.
Date Selection
Your Affiliate Partner will inform you of the window of time during which your Event may occur. When selecting
your date within that given window, factors to consider are:
Date Selection Considerations:
• Are there any FIRST® LEGO® League or FIRST® Robotics Competition Events happening in my area?
o Some Teams may participate in multiple programs.
o Some Volunteers participate in multiple programs.
• When are FIRST Tech Challenge Events happening in Regions around me?
o Key Volunteers from other locations may be willing to help at your Event.
o Many Teams will travel to nearby Regions for another chance to compete.
• Do the Teams in my area have educational or religious considerations that might make a different day
more appealing?
• Other large Events happening in the community during that time?
• Weather considerations (be prepared with a back-up plan or date in the case of inclement weather)?
• Availability of a Venue able to accommodate the Event.
Qualifying Matches
At a League Meet, Teams will participate in 5
or 6 Qualifying Matches. For each Match, they
will be randomly paired with another Team by
the Scoring System to form an Alliance (either
Red or Blue) and then compete against
another Alliance of two Teams (the other
color). They will accumulate points. The Teams
will be ranked according to their performance
during the Qualifying Matches. Be sure to read
the FIRST Tech Challenge Game Manual Part
I and Part II for specific, detailed information
pertinent to the current Game Challenge.
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Match Time Calculation
Matches are calculated by the length of a “cycle”. A Match cycle is more than just the 2.5 minutes of Match
time, it also includes the time needed to move the Teams to the Field, for Teams to place their Robots, to pair
their drivers station with their robots, to announce the Teams, to play the Match, the pause between
Autonomous and Driver-Controlled play, for Referees to score the Match, to remove the Robots, to reset the
Field, and a little spare time built in. As you can see, a lot happens in a Match cycle and running a cycle
smoothly will ensure the Event stays on schedule. For events with a single competition field, the minimum
required cycle time is 12 minutes per match.
Calculate Match times by multiplying the number of Teams by the number of Matches; then divide that number
by 4 Teams per Match; multiplied by 12 minute cycles; divided by 60 minutes in an hour, will equal the length
of your Qualifying Matches. The following example assumes a 12-Team Event with 12 minute Match cycles
and 5 Matches per Team. Use the second, blank equation inserting the number of Teams at your Event, the
planned length of your Match cycles, and the number of Matches per Team to calculate your Event’s Match
Time.
Example:
12 Teams x 5 Matches = 60 / 4 Teams per Match = 15 Matches x 12 minute cycles = 180 / 60 minutes/hour =
3 hours
Match Time Calculator:
__ Teams x __ Matches = __ / __ Teams per Match = __ Matches x __ min. cycles = ___ / __ minutes/hour =
__ hours
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22 | FIRST Tech Challenge Tournament Planning Guide
Maps & Layouts
A FIRST Tech Challenge Competition has specific requirements, so you need a Venue that is the right size
and is able to handle the Technical demands. There are three key areas in a League Meet and each will be
described in separate detail on the following pages: Registration Area, Competition Area, and Pit Area. See the
map below for a suggested Event overall layout (designated areas may be in one or more rooms/spaces
depending on the Venue).
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FIRST Tech Challenge Tournament Planning Guide
Registration Area
Team check-in, Volunteer check-in, and the welcome area should
be right near the main entrance. You should have at least one table
for check-in. On the FIRST Press Room webpage, you can
download and print fact sheets, brochures, and more about FIRST,
FIRST Tech Challenge, and the FIRST Scholarship program to
have on hand for Teams to take.
| 23
Recommendations
•
•
•
•
Near the main entrance
Easy to find
High visibility
Disability access
In this area, you will need the following Volunteers:
•
A dedicated Volunteer to oversee check-in
As soon as they arrive, Volunteers will check-in and receive their registration items (name badge, role-relevant
items such as Inspection sheets, T-shirt, etc.). Volunteers will need to sign Consent and Release Forms as
well as a Conflict of Interest Disclaimer Form. See Appendix N for a complete list of Forms and where to find
them.
Likewise, Teams will immediately check-in and receive their registration items (day’s schedule, instructions,
etc.). Teams will need to provide an accurate roster of all students in attendance for the Event and verify
signed Consent and Release forms for all Team members.
See the image below for a suggested layout:
Front
Doors
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24 | FIRST Tech Challenge Tournament Planning Guide
Competition Area
At these Events, the Pit Area and Competition Area will likely be in
the same room. This will make it easier for the Teams to get
to/from the Playing Field.
The Competition Area should include: Playing Field(s), Scoring
Table with printer, large screen(s) (optional), and audience seating.
Key layout considerations for efficient match turnaround:
•
•
•
Keep the Scorekeeper near the Competition Field to make
handoff of the scoring sheet from and communication
between the Head Ref to the Scorekeeper quick and easy.
Designate an area for Teams waiting for Matches to queue.
Identify the easiest queueing path for Teams to get to and
from the Competition Field from their Pit. Remember that
most Teams move their Robots around on carts.
Recommendations
•
•
•
Disability access
Access to electricity
Ample space for tables
Examples
•
•
•
•
School gym
Auditorium
Large Lecture Hall
Atrium
In this area, you will need the following Volunteers:
•
•
•
•
•
Field Technical Advisor
Referees
Scorekeeper(s)
Lead Queuer (optional)
Floaters (optional)
See the map above for a suggested layout (Field may be set up in a
square or diamond shape depending upon the annual Game
requirements).
Recommendations
Pit Area
At most League Meets, the Pit Area and Competition Area will be in
the same room. This will make it easier for the Teams to get to/from
the Playing Field.
Each Team needs a table and access to electricity. Be sure to put Pit
tables in numerical order to make it easier to locate Teams.
Inspection Layout:
•
•
Other:
An Inspector that travels from Pit table to Pit table to perform
robot inspection is the most effective use of both time and
space.
As the Field Inspection will be performed on the Competition
Field, robot inspectors should direct teams to the playing field
for inspection, once they have completed their robot
inspection.
•
•
•
•
•
•
•
Large, open space
Each Team will need
10’x10’
space with power
Good traffic flow
Electricity
Food permitted (optimal)
Disability access
Examples
•
•
•
•
Cafeteria
Gym
Atrium
Large Hallways
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FIRST Tech Challenge Tournament Planning Guide
•
In consideration of the efficient Robot flow mentioned in the Competition Area section, plan the Robot
flow from the Pit Area to the Competition Area. If they are in two separate rooms, a particular doorway
should be designated only to be used for Drive Team traffic to the Competition Area.
In this area, you will need the following Volunteers:
•
•
| 25
Pit Administrator
Floaters (optional)
See the map above to the right for a suggested layout.
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26 | FIRST Tech Challenge Tournament Planning Guide
Volunteers
Like all FIRST Events, League Meets require many hands to run effectively. Whether you have a League Meet
Planning Committee or not, recruiting Volunteers early will be helpful. Often Meets will use the same
Volunteers as the other Meets within the League. In addition, fewer Volunteers are needed as most roles can
double-up: Referees can be Hardware Inspectors, FTAs and Scorekeepers can be Software and Field
Inspectors.
League Meet Planning Committee
If used, this key group of dedicated Volunteers should begin to meet and work on the Event about four months
out. They are responsible for all of the activities needed to run the Event, from venue selection, Volunteer
recruitment, and Team communication, as well as running the Event, and likely much more! In this group,
consider including:
•
•
•
•
•
•
League Meet Organizer (chairperson)
Treasurer
Materials and Facility Coordinator
Volunteer Coordinator
Field Technical Advisor
Team Liaison
Volunteer Coordinator
For League Meets, the League Meet Organizer is also usually the Volunteer Coordinator for the Event. For
more information on the role and responsibilities of the Volunteer Coordinator, please refer to the Volunteer
Coordinator Manual.
Volunteer Recruitment and Training Timeline
Task
Identify Volunteer Coordinator (usually the League Meet
Organizer)
Begin soliciting Key Volunteers
Begin recruiting and screening all general Volunteers
Ensure Key Volunteers have access to Training Materials
and Certification Tests
Ensure Key Volunteers have been trained
Ensure non-Certified Volunteers have been trained (if
applicable)
Send follow-up email with Event details
Assemble Volunteer Registration packets
Confirm Volunteer attendance
Send Volunteer thank yous
4
Months
Before
2-3
Months
Before
1-2
Months
Before
2-3
Weeks
Before
After
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Volunteers
Key Volunteers are required to participate in training, and in turn many also train the Volunteers that report to
them. Some of these positions require FIRST Tech Challenge Certification through an online process. Be sure
to fill Key positions early, and make sure that Certification is complete at least one month before your Event
(ideally 2 months before). See Appendix G: Volunteer Role Descriptions. There are many roles filled by
Volunteers at Tournaments that Teams will fill at a League Meet, including: Load-In, Load-Out, Setup and Tear
Down, Queuing, Field Reset, etc.
Essential Volunteer roles include: Field Technical Advisor, Head Referee, Field Inspector, Robot Inspector,
and Scorekeeper. These are the essential roles to running a successful League Meet. You may need
additional Volunteers to help the Event run smoothly, and they may or may not fill one of the other roles
already listed. There are must haves, and good to haves. Most of the must haves require FIRST certification
prior to your Event. The larger the Event, the more we recommend including the good to haves. The chart
below provides specific details and numbers of the types of Volunteers needed at a League Meet.
Event Day Volunteers
The following chart lists the kind and quantity of Volunteers needed to run a League Meet. Asterisks indicate
those positions that require FIRST Tech Challenge Training and Certification. The following list is merely a
suggested list, and every Event will have different needs. Furthermore, some of these positions can be
doubled-up, for example Hardware and Software Inspectors can serve as Referees and FTAs. Ideal
student/walk-on Volunteer positions are indicated with an @. For a more detailed list of Volunteer positions,
including role descriptions, see Appendix G.
Volunteer Role
Field Technical Advisor*
Head Referee*
Robot Inspector* (Use Head Referee)
Queuer
Scorekeeper*
Field Inspector* (Use FTA)
Must Have?
Y
Y
Y
N
Y
Y
10 Team Event
Qty Needed
1
1
1
1
1
1
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Finding Volunteers
Volunteer recruitment is a task that begins as soon as you agree to
host a League Meet. You will be seeking Volunteers before, during,
and after your Event. For a new Organizer just starting out with
FIRST, Volunteer recruitment can feel like an overwhelming task.
The League Leadership Committee/Affiliate Partner for your area
might be able to put you in touch with other FIRST Volunteers, or
organizations from which to recruit Event day Volunteers. Places to
find Volunteers include:
• Previous Volunteers.
• Team Coaches.
• Team Mentors.
• Parents.
• Local school teachers.
• Volunteer groups from local schools (Key clubs, honor
societies, etc.).
• Local businesses (some major corporations encourage their
employees to Volunteer and can earn credit or vacations
days such as Starbucks, Best Buy, etc.).
• Boy and Girl Scout Troops, Boys and Girls clubs, etc.
We strongly encourage the use of volunteers from teams, except for in roles that could impact the results of a
match. In order to avoid the perception of a conflict of interest, Coaches and Family members must not be the
Field Tech Advisor or Referee for matches that their team or student is a participant in. It is perfectly
acceptable to swap out these individuals with other certified individuals for the duration of matches where a
conflict of interest is present. This is not an optional requirement.
Registration & Screening
VIMS: Volunteer Information Management System (US and Canada only)
FIRST requires ALL Event Volunteers to use a registration system called Volunteer Information Management
System (VIMS). As part of VIMS registration, there is a background check process for each volunteer. In the
United States a background check includes a Department of Justice 50 State Sex Offender Registry check,
National Criminal Background check, and a Government Watch List check. In Canada a background check
includes identification verification and Police verification of any criminal records on file. The information
Volunteers are required to enter into the VIMS system are their birthdate, full given name, and home address.
Please note that while FIRST requires Event-day Volunteers to be screened in VIMS, your League Agreement
or Venue may maintain that you research and adhere to your own Region’s screening laws as well.
Volunteer Minimum Age Requirement
FIRST requires that FIRST Event Volunteers are at least 13 years old, however the Regional Planning
Committee has the option of increasing the age requirement as desired. Adult Volunteers may not have
children accompany them while Volunteering or be responsible for supervising their own children at the Event.
Children under the minimum age are welcome at FIRST Competitions with appropriate supervision by
someone other than a Volunteer.
Key Volunteer Role Minimum Age Requirement
Volunteers MUST be at least 18 years of age before being assigned to a Key Volunteer Role. Key Volunteer
positions include: Volunteer Coordinator, Head Referee, Judge Advisor, Field Manager, Field Technical
Advisor, Lead Hardware Inspector, Lead Software Inspector, and Lead Scorekeeper. When a Volunteer who is
applying for a Key Role is also a recent FIRST participant (participated in a FIRST program within the last 4
years), this Volunteer falls under the category of an inexperienced Volunteer, and should be assigned with an
experienced Volunteer in the Role in which the inexperienced Volunteer would like to serve. Recognize that
while we strongly encourage Alumni to volunteer, it is important to talk through with this inexperienced
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FIRST Tech Challenge Tournament Planning Guide
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Volunteer that they need to be careful in personalizing their experience and comparing the Teams and
situations at this specific Event to what they remember about their own experiences.
FIRST Consent, Release, and Hold Harmless Form
FIRST requires that all United States and Canada Volunteers sign a Consent, Release, and Hold Harmless
form prior to the start of the Event. This form is completed in the FIRST VIMS system for all registered
Volunteers. Walk-on Volunteers must follow the Walk-on Volunteer policy outlined by FIRST, which includes
completing a FIRST Consent form on-site. The form must be signed by a legal guardian if the Volunteer is a
minor under the age of 18. If a Volunteer (or legal guardian) is unwilling to sign the Consent and Hold
Harmless form, he/she will not be able to Volunteer. The Volunteer Coordinator is responsible for collecting
the signed forms and returning them to FIRST. More information regarding the FIRST Consent, Release and
Hold Harmless Form is in the FIRST TECH CHALLENGE Volunteer Coordinator’s Manual.
Volunteer Conflict of Interest and Disclosure Statement
Some Key Volunteer roles are required to sign a Conflict of Interest and Disclosure Statement include Field
Technical Advisors, Robot Inspectors, Referees, and Scorekeepers. A Volunteer who has a relationship with a
Team is not excluded from serving in these positions, but he/she must disclose any relationship he/she has
with a competing Team and agree not to bias any Match process and/or results. Volunteers in the role of
Referee must recluse themselves from matches that involve their team. Substituting another trained volunteer
for the duration of those matches is required. The Volunteer Coordinator/League Meet Organizer is responsible
for ensuring Statements are distributed, completed, and given to the lead individual for each area. More
information regarding the Volunteer Conflict of Interest and Disclosure Statement is in the FIRST Tech
Challenge Volunteer Coordinator’s Manual.
Training
Once the Volunteer Coordinator has screened and assigned each Volunteer to a particular position, they will
need to train Volunteers and provide them with instructions for what to do on the day of the Event. Most key
positions require some sort of on-line training.
•
•
•
•
Confirm that your Volunteers have received access to the appropriate Volunteer training through
Schoology, via VIMS.
Most FIRST Tech Challenge Manuals are available on the FIRST Tech Challenge Volunteer Resources
webpage and on the FIRST Tech Challenge Game page of the FIRST Tech Challenge website. All are
also available via Schoology after July 1, 2016
Confirm that your Volunteers have been trained and certified
(if the position requires certification) at least one month prior
to your Event (ideally 1-2 months prior).
Key Volunteers will hold quick, informal meetings with their
sub-Volunteers on the day of the Event. These meetings
are essential to ensure that your Event stays on
schedule and that each phase of the Event runs
smoothly.
o The Head Referee will run an informal Referee
meeting to go over rules and provide an update on
the current Game Q&A Forum responses and run a
Driver’s Meeting with the drive Teams.
o The FTA, Scorekeeper, Queuer and Head Referee
should meet to discuss Match start communications,
specific processes for requests for re-Matches and
other Match-specific topics.
See Appendix H for a list of all Volunteer Training Manuals and Certification instructions.
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30 | FIRST Tech Challenge Tournament Planning Guide
Communication
It is important to communicate regularly with your Volunteers from the moment they register for your Event until
well after your Event. Determine who will be the main point of contact with Volunteers after they have been
assigned: League Meet Organizer, Volunteer Coordinator, or another Volunteer Committee member assigned
to the task. This person should be in touch with Volunteers to ensure they have received their Training
materials, to remind them to complete Certification, to share important facts about the Event, and to confirm
their participation as the Event day nears.
Pre-Event Communication with Volunteers
Registration complete, date/Event assigned
Training materials
Reminder to complete certification
See Appendix I for example Volunteer communication.
Event Day Communication
Expected arrival
Expected responsibilities
Venue-specific information (ie: parking, accessibility, etc)
Meals for the day
Attire
See Appendix I for example Volunteer communication.
Recognition
Ensuring your Volunteers know how much you value their time and dedication to the Event, Teams, and FIRST
is critical. Be sure to thank each Volunteer at the Event and send them a note after the Event.
Volunteer Thanks
See Appendix I for example Volunteer Communication.
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Teams
Timeline
Task
3–4
Months
Before
2-3
Months
Before
1-2
Months
Before
2-3
Weeks
Before
After
Event announcement and registration process finalized
Team Attendance Commitment begins
Confirmation email to Teams
Video Judging instructions sent to Teams
Pre-Event communication email with Event details
Event Day packets prepped
Team Interview Observation Form notes to Tournament
Director or Judge Advisor of the League Championship
Video Judging Review Form notes to Tournament
Director or Judge Advisor of the League Championship
Thank you email to Teams
Registration & Fees
Team Attendance Commitment
Once your League Meet date and time are set, you will begin to compile a list of Teams committed to attending
your Event. The Affiliate Partner is responsible for making sure that only those Teams registered with FIRST
Tech Challenge compete in the Meet.
Team Registration Fees
Discuss with your League Leadership Committee and/or Affiliate Partner the details of Team Registration fees.
Some Leagues/Regions collect Team Registration fees for League Meets/Events and distribute goods,
services, or a set amount of financial support to each
Event. Other Regions require League Meets to raise
all the funds necessary to run the events. Your
Region’s requirements as it will determine your
budget and the amount of fundraising you will need
to do.
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32 | FIRST Tech Challenge Tournament Planning Guide
Team Registration System
NORTH AMERICA ONLY
In the Team Registration System, the Main Contact (Lead Coach 1) for the Team can invite parents of student
Team members to join the Team. This email invite will prompt the parent to create an account via the Student
Team Information Management System (STIMS) registration system. The parent creates an account, can sign
the Consent and Release form, and a separate account can then be created for the student (13 years and
older only). The Main Contact (Lead Coach 1) can access the roster of registered Team members in the
“Student Team Member Summary” page in TIMS. This screen displays contact information from the Youth
Team Member Registration System including: youth Team member and parent name, their email addresses
and phone numbers, youth Team member application status, FIRST Consent and Release Form status, and
date completed. This information constitutes the Team Roster which is required for Official and Endorsed
FIRST Events and Competitions. The Team Registration guide will be a helpful resource if Teams are having
difficulty with the Team Registration system. League Meet Organizers must gather completed team rosters
from the Mentors at Events.
Communication
It is important to communicate regularly with your Teams from the moment they commit to attend your Event
until after your Event. Determine who will be the main point of contact with Teams: the League Meet Organizer
or another Planning Committee member assigned to the task. This person should be in touch with Teams to
ensure they have submitted their Team Roster in TIMS, to share important facts about the Event including
schedules, and to confirm their participation as the Event day nears.
Be sure to communicate everything Teams, Volunteers, VIPs, and spectators need to know. Consider the
following items for your Event website or your confirmation emails:
Event Date & Time
Nearby Restaurants
Location Address
Local Hotels
Map
Event Contact Information
Schedule
Sponsors
Team Attendance Commitment information
Volunteer Sign-up Instructions
Consent and Release Forms and Team Rosters
List of what to bring
Pre-Event Communication with Teams
Advertisement of the Event and Team Attendance Commitment process
Commitment confirmation
Event schedule and instructions
See Appendix K for example Team communication.
Event Day Communication
Team check-in and load-in instructions
Venue-specific accessibility information
Schedule of the day
Required documents
See Appendix K for example Team communication.
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Event Day
Schedules
Below is a typical afternoon schedule* for a 10-Team Event. Events with more Teams will need to adjust their
times accordingly. Remember that each phase should begin a little earlier than the scheduled time in order to
ensure the Event stays on schedule (i.e., begin queueing Teams prior to the scheduled start time of Matches).
Time
3:00pm
4:00pm
4:00pm
3:30pm
Item
Volunteer Check-In
begins
Team Check-In begins
Team Load-In
Robot Inspection
4:00pm
Drivers Meeting
4:15pm
Qualifying Matches
7:15pm
Dinner
7:15pm
Team Load-Out
Notes
Setup Competition Field and Pit tables
•
Budget time for all Teams, including the last Teams through
to pass Inspection
• Teams help setup up Pit Area and Competition Field
Have Teams competing in first 2-3 Matches bring Robots to Mtg to
Place on the Field/Queue up immediately after the Mtg; approximately
30 minutes long
• Your schedule should account for 12 minutes minimum each
Match.
• Time will vary based on number of Teams at the Event.
• Calculate Match time by using the Match Time Calculator.
Feed Volunteers (and teams) during Team Load-Out and Event tear
down
Additional Sample Schedules are available in the Appendices, including a weekend morning schedule and
back-to-back League Meets weekend schedule: Appendix F: Sample Event Day Schedules
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34 | FIRST Tech Challenge Tournament Planning Guide
Logistics
The following list reviews the flow of the day and details
important notes and reminders:
•
•
•
•
•
•
•
•
•
•
•
Volunteers should arrive 15-30 minutes before you
plan to allow Teams to check in.
o Assign Volunteers and make certain they
understand their roles.
Follow Scoring System instructions for
importing Team information for League Meets.
Teams arrive to check-in and set up tables in the
Pit before their Qualifying Matches begin.
Robot Inspections must occur before Qualification
Matches begin.
Hold a Drivers Meeting before matches begin.
Run your Match schedule after your Teams have
checked in and when you are certain they will pass Robot and Field Inspection. FIRST Tech Challenge
Competitions do not allow for ‘substitute’ Teams. A Match schedule that has been generated before
teams have checked in may include Matches for a Team that does not show up for your Event, leaving
their scheduled Alliance Partners at a disadvantage.
o Teams compete 5 or 6 Qualifying Matches (this is not optional)
o The Scoring System allows for Match lists to be run without times. We recommend that you run
your match list without times and queue your teams according to match number.
Plan enough room in your schedule to allow for small delays.
Check in with your key Volunteers often.
Make sure that your Volunteers have water.
Make sure that your Volunteers take breaks and eat. Even a 3 hour event should provide some snacks
for volunteer.
Many League Meets provide pizza or some other food for students. This is optional, but a nice way to
encourage student participation.
Event Setup
One to two weeks prior to your Event, you will want to ensure that you have collected all the necessary items
and printed any materials. On the day of the Event, have Teams help setup the Event, including the Pit tables
and Competition Field. This can be done by the Event Host Teams while other Teams are going through
Inspection. Key Volunteers are responsible for setting up the Playing Field, Playing Field Electronics, etc.
Additional Volunteers will help set up the Pits, check-in areas, food areas (if applicable), tape down cords,
hang signs, etc. You can communicate to Teams ahead of time that they are expected to help setup and to
send 2-3 Team embers to check-in for the purpose of assisting with setup (while other Team members set up
the Team Pit area and/or go through Inspection). Please reference Appendix M: Event Setup Checklist.
Printing Needs
In addition to Field Elements and Electronics, tables and chairs, there are a number of reference materials you
will need. Please reference Appendix N: Printing Checklist.
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Signs
Directing Volunteers, Teams, and Guests on the day of the Event is essential to ensuring you stick to the Event
Day Schedule. While League Meets are smaller, more informal Events with Teams and Volunteers directing
most of the traffic by word of mouth, some signs
will still be helpful. Depending on how your
Venue is setup, attendees will need instructions
of varying amounts. Appendix O: Sign Templates
can be modified with the details of your Event,
printed, and posted throughout the Venue. You
will want to consider signs for the following:
Parking
Robot Load-In
Pits
Pit Table Team Numbers
Robot Inspection
Field Inspection
Queueing Path
Bathrooms
Competition Area
Safety Glasses REQUIRED
Figure 1: Sign Template by LA FIRST Tech Challenge
Registration
Volunteers will check in a few minutes prior to doors opening to Teams. All North American Volunteers must be
pre-screened through VIMS. Having coffee, water, and snacks is critical to keep them fueled.
Upon check-in, Volunteers receive the following:
•
•
Meal Voucher (if applicable)
Name tag
Upon check-in, Teams need to provide copies of their Team contact information and (North America only)
Team Roster and signed Consent and Release forms for team members (students, mentors, coaches) who do
not have a completed electronic Consent and Release form, before receiving Event-specific documents (may
include: inspection checklist, team list, etc).
Safety
Safe Set-Up
Prior to the Event, walk around and ensure that all areas are safe and accommodating for all Volunteers,
Teams, and Guests. Anything on the floor should be taped down or moved out of Queueing paths and aisles.
All exits and fire doors must be clear.
Safe Dress
Safety Glasses and close-toed shoes are required of anyone at or near the Pits, Practice Field (if applicable),
and Competition Field. This includes Teams, Volunteers, and spectators. Provide Safety Glasses to your
Volunteers, EMTs, and special guests or VIPs.
®
36 | FIRST Tech Challenge Tournament Planning Guide
Food
League Meets are 3 to 4 hour Events, but Volunteers, Teams, and guests will likely want food and drink. If your
Venue allows it, plan to have a place for Teams to eat on-site and communicate with Teams what they must do
for their meal. Providing meals for Volunteers is expected if you are running a longer Event. If the Venue does
not allow for food, you must provide adequate time in the schedule for Volunteers, Teams, and guests to go
and eat. If planning to provide meals or a meal break, be sure that your Attendance Commitment materials
collect information about allergies and dietary restrictions, especially for Volunteers.
After the Event
In addition to congratulating yourself and your Tournament Planning Committee on a job well done, here is a
list of tasks that will need completing post Event:
Generate Lessons Learned doc (see below) before, during, and after the Event.
Return rented or borrowed items.
Send thank you emails to Coaches and Teams.
Send thank you emails to Volunteers.
Return completed forms to FIRST, including: Consent and Release forms, Conflict of Interest forms;
Medical Incident Reports, and non-Medical Incident Reports.
Finalize the budget results.
Schedule meeting(s) to convene planning for next year’s Event.
Be sure to send the results to your League Leadership Committee.
Upload Scoring System results to FIRST, following the instructions provided in the Scoring System.
®
FIRST Tech Challenge Tournament Planning Guide
2016-2017 FIRST® Tech Challenge
League Meet Guide
Appendices
| 37
®
38 | FIRST Tech Challenge Tournament Planning Guide
Appendix A: Resources
Game Forum Q&A
http://ftcforum.usfirst.org/forum.php
Anyone may view questions and answers within the FIRST® Tech Challenge Game Q&A forum without
a password. In order to submit a new question, you must have a unique Q&A System User Name and
Password for your team.
FIRST Tech Challenge Game Manuals
Part I and II - http://www.firstinspires.org/node/3616
FIRST® Headquarters Support
Phone: 603-666-3906
Email: FTCTeams@firstinspires.org
FIRST Website: firstinspires.org
FIRST Tech Challenge Page – For everything FIRST Tech Challenge.
FIRST Tech Challenge Volunteer Resources – To access public Volunteer Manuals.
FIRST Tech Challenge Event Schedule – Find FIRST Tech Challenge events in your area.
FIRST Tech Challenge Social Media
FIRST Tech Challenge Twitter Feed - If you are on Twitter, follow the FIRST Tech Challenge twitter
feed for news updates.
FIRST Tech Challenge Facebook page - If you are on Facebook, follow the FIRST Tech Challenge
page for news updates.
FIRST Tech Challenge YouTube Channel – Contains training videos, Game animations, news clips,
and more.
FIRST Tech Challenge Blog – Weekly articles for the FIRST Tech Challenge community, including
Outstanding Volunteer Recognition!
FIRST Tech Challenge Team Email Blasts – contain the most recent FIRST Tech Challenge news for
Teams.
FIRST Tech Challenge Google+ community - If you are on Google+, follow the FIRST Tech Challenge
community for news updates.
Feedback
We strive to create support materials that are the best they can be. If you have feedback regarding this
manual, please email ftcteams@firstinspires.org. Thank you!
®
FIRST Tech Challenge Tournament Planning Guide
| 39
Appendix B: Area and Supply Needs Chart
This list is for a 10-Team (minimum) League Meet. Numbers should be adjusted as appropriate for Events with
more Teams.
Location
Item
Registration Area Table(s) for Volunteer and Team CheckIn
Table for FIRST information
(2) chairs per table
Directional signs
Competition Area Playing Field
(1) Table per Field for Queuing
Alliance Flags
Table for Scoring System electronics
Scoring System electronics
(2) chairs per table
Directional signs
Pit Area
(1) Table per Team (with power)
Extra trash/recycling containers
Directional signs
Volunteer Area
Tables
(optional)
Chairs
Extra trash/recycling containers
Directional Signs
Food Area
Tables
(optional)
Chairs
Extra trash/recycling containers
Directional signs
Parking
Directional Signs
Qty
1
1
10+
varies
1
1-2
8
1
1
8+
varies
12+
varies
varies
varies
varies
varies
varies
varies
varies
varies
varies
varies
Notes
Optional
Recommended, but optional
(see Appendix Q)
Chairs are optional
Optional - Adequate number to
accommodate many Volunteers at
once
Optional, unless an all-day Event Adequate number to
accommodate the expected
number of users at any one time
To direct auto, bus, and
pedestrian traffic
®
40 | FIRST Tech Challenge Tournament Planning Guide
Appendix C: Material/Equipment Needs

Tables and chairs (numbers will vary depending on your setup)

(1) Scoring computer loaded with Scoring Software, with mouse and printer drivers

(1) Printer to run Match lists

(4) LogiTech Game Controllers to use as spares

12’ Extension cords (2 or more depending on your setup)

(3) outlet strips (not including ones you might use in the Pits for Team Pit areas)

Signage (including Team # signage for Pit tables) plus stands or tape

Gaffers tape

Tools to assemble the Fields and the Game Elements

(2) white/blackboards, one for rankings

(2) Sizing Boxes for Robot Inspection (instructions on Appendix P: Instructions for Building
Sizing Boxes)

(12) 12 Alliance Flags (instructions on Appendix Q: Instructions for Making Alliance Flags)

Pins, buttons, or badges for 2 Drivers and 1 Coach on each Team

Safety Glasses for Volunteers

Nametags for Volunteers

Role-relevant supplies for Volunteers (ie: clipboards, paper, pens, etc)


Forms for Volunteers – Scoresheets, Inspection checklists, etc – See Appendix N
Robot Power stickers

Passed Inspection stickers


Hand Sanitizer
Scissors

Manuals – printed and organized in binder(s) – See Appendix N: Printing Checklist

Forms for Teams – Consent & Release, etc – See Appendix N
®
FIRST Tech Challenge Tournament Planning Guide
| 41
Appendix D: Letter from FIRST Tech Challenge Engineer to Venue IT Staff
How to use this Document
You will need to communicate with the Venue early on about the Field Electronics Wi-Fi needs and what that
means for the Venue’s Wi-Fi environment. Please provide the Venue with the following letter from FIRST Tech
Challenge Engineer Thomas Eng to the Venue regarding the Wi-Fi needs of the Event and what is needed
from the Venue. A copy of this letter is also available on the Schoology System, after July 1, 2016.
Letter
To Whom It May Concern:
The FIRST Tech Challenge is a robotics Competition where students build robots that “play a game” on a
12’x12’ Field. The students control their robots remotely using wireless technology. At the Competition, each
robot will establish its own private Wi-Fi control network (2.4GHz band).
Your facility will be hosting a Tournament on <SPECIFY DATES>.
The wireless control systems that will be used during the Tournament can be affected by wireless interference
from other devices that are operating on or near the same frequency. In order to avoid interference and to
ensure the safe and responsive control of the robots, the Tournament Organizer is requesting that any wireless
networks in the vicinity of the Competition and/or practice Fields be temporarily disabled.
If it is not possible to disable the wireless networks, the Tournament Organizer is requesting that these
networks be moved to a single Wi-Fi channel. Moving the networks to a single channel will make it easier for
teams to avoid interference by selecting an operating channel that does not overlap with the Venue’s preferred
Wi-Fi channel.
Temporarily disabling or moving conflicting wireless networks will help minimize the amount of wireless
interference at the Event. This is important to help ensure the safe control of the robots.
Also, if there are any Wi-Fi suppressors present in the Venue, the Tournament Organizer is requesting that
these Wi-Fi suppressors be disabled for the duration of the Tournament. Note that the FCC has ruled that
such Wi-Fi suppression/blocking devices are prohibited under federal law (see
https://www.fcc.gov/document/warning-wi-fi-blocking-prohibited).
Please do not hesitate to contact me if you have any questions regarding these requests. Thank you for your
consideration regarding this upcoming FIRST Tech Challenge Event.
Sincerely,
Thomas Eng
FIRST Tech Challenge Engineer
ftcteams@firstinspires.org
®
42 | FIRST Tech Challenge Tournament Planning Guide
Appendix E: Hardware Needs
Scoring System Equipment
(1) Laptop computer and mouse
• Windows XP or newer, or Apple OS X 10.5 or newer
• 1024x768 Resolution Monitor (minimum)
• A mouse is highly suggested over a track pad
• Optionally, external, powered computer speakers or audio output wired into the Event A/V
system
• Oracle (Sun) Java, version 1.5 or higher
• Current FIRST Tech Challenge Scoring System software
(1) High speed printer
• Or a printer and access to a copy machine.
Scoring System Display Applications Requirements (optional)
The following is required for each separate Scoring System display
(1) Laptop computer
• Windows XP or newer, or Apple OS X 10.5 or newer
• Oracle (Sun) Java, version 1.5 or higher
• FIRST Tech Challenge Scoring System software (same version as on Scoring System
laptop)
(1) Large screen display or projector
• capable of 800x600 minimum resolution
®
FIRST Tech Challenge Tournament Planning Guide
| 43
Appendix F: Sample Event Day Schedule
Morning League Meet Sample Schedule
The following is a typical Event Day schedule for a 10-Team League Meet. Events with more Teams will need
to adjust their times accordingly.
Time
6:00 am
•
•
•
•
•
•
•
Activity
Event host, Referees and all other Volunteers arrive
Provide breakfast (if applicable)
Distribute name badges, etc
Referees meet and receive briefing on their specific responsibilities
Referees receive assignments and job specific tools
Place signs to direct traffic outside and inside the Venue
Setup Competition Field and Pit tables
6:45 am
•
•
Inspectors in place
Teams and Volunteers setup the Pit Area and Competition Field
7:00 am
•
•
•
•
•
Registration begins, Pit opens (have a plan in place for addressing the inevitable
early arrivals)
Run Match schedule and distribute to Teams when all Teams have checked in.
Robot Inspection begins
Driver’s meeting with Head Referee
Queue Teams for first matches.
8:00 am
•
Qualification Matches begin
10:15 pm
•
•
Begin breakdown of all areas
Cleanup site and remove trash
7:45 am
®
44 | FIRST Tech Challenge Tournament Planning Guide
Back-to-Back Weekend League Meets Sample Schedule
The following is a sample schedule if you are holding a pair of Meets on one weekend day.
Time
6:30am
7:00am
7:00am
Item
Volunteer Check-In
begins
Team Check-In begins
Team Load-In
7:00am
Robot Inspection
8:00am
Drivers Meeting
8:15am
Queue Teams for
Qualifying Matches
Qualifying Matches/First
League Meet
8:30am
10:30am
Break
1:00pm
Afternoon Robot
Inspection (as needed)
Queue Teams for
Qualifying Matches
Qualifying
Matches/Second League
Meet
Notes
•
Budget time for all Teams, including the last Teams through
to pass Inspection
• Teams help setup up Pit Area and Competition Field
Budget time for all Teams, including the last Teams through to pass
Inspection
Have Teams competing in first 2-3 Matches bring Robots to Meeting
to Place on the Field/Queue up immediately after the Meeting;
approximately 15 minutes long
•
•
•
•
•
1:45pm
2:00pm
4:00am
Team Load-Out/Event
Tear down
•
•
•
Your schedule should account for 12 minutes minimum each
Match, and longer if your Event is earlier in the season.
Time will vary based on number of Teams at the Event.
Calculate Match time by using the Match Time Calculator.
Can give Teams time to work on their Robots, attend a training
workshop, or go to lunch
Feed Volunteers
Your schedule should account for 12 minutes minimum each
Match, and longer if your Event is earlier in the season.
Time will vary based on number of Teams at the Event.
Calculate Match time by using the Match Time Calculator.
®
FIRST Tech Challenge Tournament Planning Guide
| 45
Appendix G: Volunteer Role Descriptions
Pre-Requisite Key
A=Requires Technical Skills
B=Requires Previous FIRST TECH CHALLENGE Experience
C=Requires Training and Previous FIRST Experience
Role
Field Tech
PreReq
A, C
Cert
Description
Reports
To
Y
The Field Technical Advisor (FTA) and Field Manager (FM) work together to
keep the areas in and around the Robot Playing Fields running smoothly.
The FTA concentrates on the Technical issues (Robots, Scoring Software,
etc.) and the FM is responsible for operational activities (Team Queuing,
Playing Field Reset, etc.).
League
Meet
Organizer
Advisor (FTA)
•
•
Robot
Inspector
A, C
Y
Pre-Match, in-Match, and post-Match Robot triage.
Providing as needed support to Teams during Match set-up and
during the Match.
• Explaining Technical issues that may have affected Match play to
Referees and students.
• Providing assistance for the Scoring System.
• All of the Field Manager’s responsibilities if the FTA and FM
positions are combined.
The Field Inspectors and Robot Inspectors work together to ensure Robots
follow the guidelines outlined in FIRST Tech Challenge Game Manual Part I
and are ready to compete on the Field. The Inspection process involves
filling out a checklist for every Robot and placing a label or other unique tag
on the Robot after it passes Inspection.
FTA
•
Head Referee
C
Y
Lead Queuer
C
N
Asses the Team’s Robot and point out anything that is not in
compliance with the Rules.
• Point out potential areas of entanglement (loose cables).
• Help the Team to be successful.
Refereeing at FIRST Competitions is different from a traditional sporting
event in that the Referees help the Competitors to avoid breaking the rules
of the Game. Referees observe Team Matches, identify rule violations, and
“call” them. They score the Game Elements and Autonomous points and
record these on the Score Sheet. Head Referees play a critical role in
ensuring smooth flow of Match play and maintaining the pace of the Event.
The Referees work under the direction of the Head Referee and may be
required to participate in deliberations regarding contested Referee calls by
Teams.
Lead Queuers manage the flow of Teams to and from the Competition
Area. Queuers will work with the Tournament Director and the Field Tech
Advisor (FTA) to create unrestricted paths to and from the Pit Area to the
Competition Area. Creating and managing a safe, orderly flow of
Robots/Teams to and from the Competition will assist on keeping all of the
Matches running on time. Lead Queuers will also properly stage Alliances
in holding areas, while ensuring that the proper numbers of Teams are in
League
Meet
Organizer
FTA
®
46 | FIRST Tech Challenge Tournament Planning Guide
the queue. The Lead Queuer is an important part of the Event Management
Team, working directly with the Tournament Director, Field Tech Advisor,
and the Queuing Staff.
Lead
Scorekeeper
C
Y
Manage and operate the Scoring System. Communicate scores. Play a
critical role in ensuring smooth flow of Match play and maintaining the pace
of the Event.
FTA
•
•
Lead Field
Inspector
A, C
Y
Referee
none
Y
Set up the Scoring System; ensure equipment functions properly
Enter Scores in the System from Score Sheets - post Scores to AV
System
• Post Match results
• Assist with breakdown of Scoring System and Field
Field Inspectors perform mandatory Field Inspections to ensure Robot
Safety and Robot Connectivity
• Field Inspectors determine Inspection outcome decisions (pass/fail)
Observe Team Matches, identify rule violations, and "call" them. Calculate
the official score of the Matches and participate in deliberations regarding
contested calls. Work under the direction of the Head Referee. Play a
critical role in ensuring smooth flow of Match play, and maintaining the pace
of the Event.
FTA
Head Ref
•
•
•
Scorekeeper
None
Y
Observe Matches, "call" rule infractions; determine penalties
Participate in deliberations regarding contested calls.
Complete and submit a scoring sheet, after each Match, to the
Field Runners.
• Participate in discussions with other Referees to determine official
Match scores.
• Monitor, promote safe practices on and around the Playing Field.
Manage and operate the Scoring System. Communicate scores. Play a
critical role in ensuring smooth flow of Match play and maintaining the pace
of the Event.
•
•
•
•
Set up the Scoring System; ensure equipment functions properly.
Enter Scores in the System from Score Sheets - post Scores to AV
System.
Post Match results.
Assist with breakdown of Scoring System and Field.
League
Meet
Organizer
®
FIRST Tech Challenge Tournament Planning Guide
Field Inspector
A, C
Y
The Field Inspectors and Robot Inspectors work together to ensure Robots
follow the guidelines outlined in FIRST Tech Challenge Game Manual Part I
and are ready to compete on the Field. The Inspection process involves
filling out a checklist for every Robot and placing a label or other unique tag
on the Robot after passing Inspection.
•
•
•
•
•
Ensure that each Team’s Robot is configured with the correct
settings and software/firmware versions.
Verify that each Robot pairs to the Drivers Station.
Familiarize each Team with their pre-Match and post-Match
responsibilities.
Familiarize each Team with the Match process by leading them
through a ‘dry run’ Match.
Assess the Teams’ work and points out anything that is not in
compliance with the rules.
FTA
| 47
®
48 | FIRST Tech Challenge Tournament Planning Guide
Appendix H: Volunteer Training Manuals and Certification Instructions
FIRST Tech Challenge Training Manuals
DIY Build Guide@
Field Assembly Guide (after 9/10/16)@
Emcee Manual (after 9/10/16)*
Field Reset Manual (after 9/10/16)*
Field Manager Manual (after 8/1/16)*
Field Tech Advisor Manual (after 8/15/16)*
Game Announcer Manual (after 9/10/16)*
Game Manual Part I (after 7/1/16) @
Game Manual Part II (after 9/10/16)@
Robot Inspector Manual (after 8/1/16)*
Referee/Head Referee Manual (after 9/10/16)*
Judge/Judge Advisor Manual (after 8/1/16)*
Low-Cost Field Perimeter Build Guide@
Mentor Manual#
Pit Admin Manual (after 8/1/16)*
Queuer Manual (after 8/1/16)*
Scorekeeper Manual (after 9/10/16)*
Field Inspector Manual (after 8/1/16)*
Volunteer Coordinator Manual*
* Items are available on FIRST Tech Challenge Volunteer Resources webpage
@ Items are available on the FIRST Tech Challenge Game webpage
# Items are available on the FIRST Tech Challenge Team Resources webpage
Certification Tests and all Volunteer Resources listed above will reside in Schoology on or immediately following the dates reflected
above.
Appendix I: Volunteer Communication
Pre-Event Assignment Email
Example A: Certified Role
Thank you for Volunteering for the EVENT NAME held at LOCATION on DATE/TIME. We could not hold FIRST Tech
Challenge Events without the many hours of dedicated, wonderful Volunteers such as yourself!
You have been assigned to the role of TITLE which is a certified role and requires FIRST Tech Challenge Training and
Certification. The training information is located in Schoology, and a link to the appropriate resources is below:
(Insert Schoology link for specific role)
Over the next few weeks I will be contacting you with further details about the Event and your responsibilities. In the
meantime, please work on the training and Certification process. Don’t hesitate to contact me at any time if you have
questions or concerns. The best time to reach me is XYZ via PREFERRED METHOD: EMAIL/PHONE NUMBER.
Thank you again!
NAME
Example B: Non-Certified Role
Thank you for Volunteering for the EVENT NAME held at LOCATION on DATE/TIME. We could not hold FIRST Tech
Challenge Events without the many hours of dedicated, wonderful Volunteers such as yourself!
You have been assigned to the role of TITLE which is a non-certified role. To prepare for the day, please read the ROLE
Manual: insert link
Over the next few weeks I will be contacting you with further details about the Event and your responsibilities. In the
meantime, please work on reviewing the training material and becoming familiar with the game. Don’t hesitate to contact
me at any time if you have questions or concerns. The best time to reach me is XYZ via PREFERRED METHOD:
EMAIL/PHONE NUMBER.
Thank you again!
NAME
®
50 | FIRST Tech Challenge League Meet Guide
Pre-Event Training Email
Example A
Send a gentle reminder to Volunteers complete everything prior to Event or to announce your Region’s
training. This example is based on an email shared by the LA Region:
Hello valued Volunteers!
I am the Volunteer coordinator for the EVENT FIRST Tech Challenge Tournament. You are receiving this email because
you have graciously agreed to Volunteer for the Tournament (hosted by FIRST Tech Challenge Team ###, the NAME).
The Tournament will be held DATE at LOCATION (ADDRESS). It is sure to be a fun-filled day of service for all involved
and we cannot wait to see you all there!
As a precursor to this Event, we would like to offer you all a chance to become more familiar with the game components
and Tournament process at an optional Volunteer meet-and-greet. This Event will be held DATE from TIME at LOCATION
(ADDRESS). During this time frame (it is not required to be there the entire time), you will have an opportunity to meet the
Tournament planners, ask any last minute questions, review training manuals, and, if needed, practice your duties ahead
of time.
If you are planning to join us at this optional Event on DATE, please respond to this email so that we can have an
estimate of the volume of people to expect.
*TEAM Parent Volunteers* Please be prepared to attend a parent Volunteer meeting to be held immediately after drop-off
the morning of DATE from TIME. If you are unable to make it, please contact NAME.
The links to the training materials and Certifications are posted below. Please review your assigned role on the attached
spreadsheet and please respond with any corrections. If you do not see training materials for your position, it simply
means you do not require any advanced training. If you are unfamiliar with what your duties will consist of, please let me
know.
Training Materials:
Referee:
(insert Schoology link for this role)
Judge:
(insert Schoology link for this role)
INSERT OTHER ROLES AND TRAINING HERE
Lastly, we are still recruiting Volunteers for a few positions (see attached spread sheet). If you know anyone who may be
interested in Volunteering, please have them contact me as soon as possible.
THANK YOU SO MUCH FOR ALL YOUR HELP!! We look forward to seeing you all very soon :)
Best wishes,
NAME
®
FIRST Tech Challenge League Meet Guide
| 51
Pre-Event Email to All Teams and Volunteers
Example A
Communicate important Event details and logistics to all attendees via a detailed email message. Example
provided by Pennsylvania FIRST:
We’ve made it. Time for the NAME EVENT! We are really looking forward to this weekend’s exciting GAME NAME
Competition.
We now have all __ Teams registered and confirmed. This will be a single division Event played out on # Competition
Fields. We will be moving __ Teams forward to the EVENT NAME Competition to be held DATE at the PLACE. There, ##
Teams will vie for an opportunity to advance to the World Championship in INSERT APPROPRIATE EVENT
Note: We are again offering early check in and Inspection on Friday evening between 6 and 8:00PM. If you are in the
area, please take advantage of this opportunity to get a jump on the day.
This mail is to provide you some essential information regarding this Event. Most all of the information you need to
prepare is accessible on our website, _____________. We strongly encourage all Teams to utilize this site for all
Tournament information as we progress through the season.
I will highlight key points:
General:
Location: ___________
Please go to our website page and click on the links embedded for additional details and directions. Parking is
_____________.
When you arrive, please look for the FIRST Banners at the official Event entrance.
Contact info for day of Event _______________:
As Stated, we have ____ outstanding Teams competing. A list of currently registered Teams is attached and also
accessible on website. Agenda and time schedule are also on this site. We expect the Competition to end at ______ so
please plan accordingly.
TEAMS:
To properly prepare for this weekend’s Tournament please go to our new site – TOURNAMENT AND MEET CHECKLIST
for valuable information.
Some highlights from the checklist:
Teams MUST bring PRINTED copies of the following items to all FIRST Tech Challenge Tournaments and Meets. Teams
will provide these items at Team Registration / Check-in.
1. Team Roster as printed from TIMS (if available).
2. Completed Consent and Release Form for each student or mentor who has not completed the consent forms
electronically
3. Robot Inspection Checklist with the Team column completed
5. Field Inspection Checklists with the Team column completed.
Robot Inspection:
Inspections for Teams commence Saturday morning as soon as Teams arrive. Please be prompt and we encourage
arrivals by ___________.
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
52 | FIRST Tech Challenge League Meet Guide
JUDGING WILL START PROMPTLY AT____. Your Team will be assigned a Judge time at Check in.
Consent and Release Team Roster:
Please bring a copy of your Team Roster printed from the Team Registration System as required by FIRST for any official
Event. If you have registered your Team through the Team Registration System, then all that is necessary is to bring a
print-out of the Team roster from that site. They will be collected at Registration. Spectators DO NOT need provide
Consent and Release.
Safety Glasses:
Please remember to bring SAFETY GLASSES. Safety Glasses will be required in the pits and on the Competition Field.
No exceptions!
Power Strip:
An extension cord or one outlet will be provided at each of the pit tables. Please bring your own POWER STRIP for
multiple plug-in, AC Power availability. None will be provided.
Food:
Most of you have pre-ordered lunch by now. If you are interested in this option please let us know ASAP. Otherwise there
are local shops from which lunch can be ordered. Again, please note that food cannot be brought into the gymnasium
Venue including the Competition Fields, pits or Judging areas.
VOLUNTEERS:
Volunteer Coordinator Name has already corresponded with you regarding essential training materials to prepare
yourselves for the Event. Please read and come prepared to assume your important roles to ensure the success of this
Tournament. Volunteers should arrive at______. The Competition Teams have worked incredibly long and hard to get to
this level of Competition. They deserve our best efforts and most of all to have a great and rewarding experience. I am
confident that we are the Volunteer Team to provide this!
General Volunteers will receive cool T-Shirts for the Tournament that you can keep.
Judges will receive Blue Polo shirts with the Event FIRST Tech Challenge Logo. They are the same as last year's shirts
so if you received a shirt as a Volunteer last year please proudly wear it on Saturday. The shirts we have are the same
style and colors as last year and this will help keep us within budget. THANK YOU FOR YOUR CONSIDERATION.
Volunteers will be provided lunch and refreshments at no cost to you to keep your energized!
Please let us know if you should have any questions or require additional information.
Thank you and good luck in your preparation and practices!
SEE YOU ON SATURDAY. SAFE TRAVELS TO ALL!
Tournament Director and Volunteer Coordinator Names
®
FIRST Tech Challenge League Meet Guide
| 53
Event Day Communication
Walk-on Volunteers are always a welcome sight. The following documents will also be available through the
Schoology system after July 1, 2016
FIRST Walk-On Volunteer Registration Process
FIRST “Walk-On Volunteers” are individuals who offer to Volunteer at a FIRST Event without having registered
in the Volunteer Information and Matching System (VIMS) for the Event.
For a person to be accepted as a Walk-On Volunteer, the following conditions must be satisfied:
•
•
•
The Walk-On Volunteer must complete, sign, and submit:
• The FIRST® Walk-On Event Volunteer Application Form,
• the FIRST Consent and Release form, and
• any other FIRST form applicable to their specific Volunteer role (i.e. conflict of interest form,
etc.)
• If the individual is under 18 years of age, his/her parent or legal guardian must also sign the
forms.
The Walk-On Volunteer must produce a photo ID.
The assigning individual (Volunteer Coordinator, Tournament Director, Regional Director, Event
Manager, etc.) must pair the Walk-On Volunteer with a regular Volunteer who has completed
screening.
• The Walk-On Volunteer is to physically stay partnered with the screened Volunteer, at all times,
throughout the entirety of their Volunteer duty. Under no circumstances, should the Walk-On
Volunteer be working alone with minors.
• The screened Volunteer must agree to be responsible to stay with the Walk-On Volunteer
during the entirety of the Volunteer shift.
• If the screened Volunteer loses contact with the Walk-On Volunteer, the screened Volunteer
shall immediately notify the assigning individual (Volunteer Coordinator, Tournament Director,
Regional Director, Event Manager, etc.).
The Walk-On Volunteer should then receive the same credentials, such as name badge and/or Volunteer tshirt, as other Volunteers of the Event. It is not necessary for the Walk-On Volunteer to have something that
identifies them as a “Walk-On” Volunteer specifically.
The Walk-On Volunteer should turn in their identifying credentials, such as name badge or Volunteer t-shirt, as
soon as their shift is over. This is to prevent an unscreened Volunteer gaining physical access to minors (i.e.
Volunteers are often allowed entry into non-public places at the Event).
All completed forms shall be sent to FIRST Headquarters per instruction from the designated FIRST program.
It is the responsibility of the Planning Committee, Tournament Director, Regional Director, etc. to decide who
will collect these forms and mail them. Forms can be mailed to:
FIRST
Attn: Volunteer Resources Department
200 Bedford Street
Manchester, NH 03101
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
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FIRST Walk On Volunteer Application:
®
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For questions on the FIRST Volunteer ‘Walk-On’ process or policy, please send an email to
Volunteer@FIRSTInspires.org
Post-Event Communication
Example A: E-Mail
Thank you email to Sponsors, VIPs, Teams, and Volunteers. Example based on communications provided by
Pennsylvania FIRST:
Dear XYZ:
We wanted to reach out and personally thank you for Volunteering for the FIRST Tech Challenge Event Name held at
Place on Date. As a result of the Competition we advanced __ Teams to the State/Regional Championship Name to be
held Date at the Venue in City, State, Country.
I hope you not only enjoyed the general festivities but were impacted by the competency and boundless energy of our
students and Volunteers. FIRST Robotics programs are perfectly geared towards providing hands-on applied engineering
as well as real-life skills to launch into scholastic and employment careers in STEM related pursuits. I am sure that you all
were introduced to the benefits of the program by our wonderful Student Ambassadors but as a reminder you may visit
the US FIRST website for more information:
http://www.firstinspires.org/
I am happy to announce that the Name of Event will again be held in City and the Venue next year, Dates! The Event was
a success in no small part to the amazing support all the hard-working Volunteers like you. We have been getting fantastic
feedback from the Teams and participants. The FIRST organizational participants were highly impressed as well.
Moving forward in our planning for the NEXT season, we invite and welcome you to Volunteer again. There are many
challenging and satisfying roles that you could fulfill from Field Management to Judge. Descriptions of the Volunteer roles
are on our website as well under the Volunteer tab. In addition, we encourage and welcome you and any others who
would share our mission and values to join our Tournament Planning Team! Regardless of how you may want to be a part
of this amazing experience next year please again except our THANK YOU for your time and support.
Please let us know if you should have any questions or want additional information. Please feel free to call NAME at
NUMBER or write us at EMAIL.
Thank you,
NAME
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
56 | FIRST Tech Challenge League Meet Guide
Appendix J: Sample Team Registration Documents
Registration Information
Example A: Website
Most Qualifying Tournament hosts use an online registration form which is available for a short window of time
until space is full. You can see sample online registration forms here:
•
•
•
iSpace Ohio: http://ispacescience.org/programs/first-robotics/ftc-qualifying-registration/
FIRSTWA: http://firstwa.org/HiddenPages/RegistrationSystemisOffline.aspx
Indiana:
https://docs.google.com/forms/d/1rgId6ZRD_FVjAuabIY27wQ_EyKjwwnaBvIjRicuY3PE/viewform?form
key=dG9rZWFNM2NGZkJaU2VkMVZtNDMxcGc6MA#gid=0
When looking over these forms, please DO NOT CLICK SUBMIT! Contact the organizers if you would like
information about their Team Registration process.
Registration Confirmation
An online registration form can often do an automatic Email reply to let Teams know that they are registered
and what the next steps in the process will be.
Example A: Email
Dear FIRST Tech Challenge Team:
Thank you for registering for the 2014-2015 FIRST Tech Challenge GAME NAME EVENT TYPE Tournament. This email
confirms your registration. All future communication about the Event will come via email to this address.
Event Information
DATE
TIME
LOCATION
If you have questions, please contact:
NAME
CONTACT INFO
Please note that your registration fee is non-refundable if you cancel within one week of the Event, as we will not be able
to fill your spot. If you find you will be unable to attend, please let us know as soon as possible.
We will be in touch soon with detailed Event instructions.
NAME
EMAIL ADDRESS
®
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Registration Pre-Event Information
Example A: E-Mail
The following example provided by LA FIRST Tech Challenge:
FIRST Tech Challenge Teams,
Welcome to the NAME Event!!! Our Competition will be held on DATE at LOCATION.
I have attached a zip file of several documents for you to read and some to send back or bring with you to the registration
table.
Please read the Welcome Letter document first. It should answer most of your questions.
I want to make sure that you are aware of the requirement that each Team member's parent/guardian execute a
consent/release form before the Team member can compete in an FIRST Tech Challenge Event.
Students need to sign up for the Team via the STIMS system. The system includes an online consent form that, once
signed, is good for all FIRST Tech Challenge Events this season. STIMS also provides the coach/mentor with a Team
roster that proves that each member has a signed consent.
The attached .pdf includes detailed instructions. I encourage you to have your Team sign up and do their consent forms
this way. Any Team member who does not sign on to the Team roster this way will have to provide a hard copy signed
consent at every FIRST Tech Challenge Event they attend.
After reading all of the attached information, if you have any questions, please contact me or NAME at the email
addresses above.
Good luck,
NAME
PHONE
EMAIL
WEBPAGE
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
58 | FIRST Tech Challenge League Meet Guide
Appendix K: Team Communication
Pre-Event Communication
Example A
The following example is from the LA Region and is available in Word form on the Schoology system after July
1, 2016.
Welcome to the GAME NAME League Meet! Below is some additional information to help you to prepare:
Location
We will be competing at the VENUE in CITY, STATE/PROVINCE, COUNTRY. The school is located ADDRESS.
Parking
Enter the school using the driveways off LOCATION. There will be a ‘drop off loop’ for cars to stop and drop off robots
since the parking is some distance from the pits. After drop off, please park in one of the designated areas (see map and
look for signs).
General Information
The Competition will take place in the Event Center (northwest corner of the property). The Pit will be set up in the South
Gym (south of the Event Center).
Check-In
Teams can check in Saturday morning between 7:15am and 8:00am in the Pit area. All Teams MUST be checked in by
8:00am or they will not be given qualifying matches. Please note – you will need to register before you go through
Inspection, so make sure you complete checking in before your pre-assigned Inspection time. (Times can start as early as
7:45am for Inspection)
Bring to check-in:
1. FIRST Tech Challenge Consent form for each Team member, mentor and parent (benefit? You don’t
need to print individual forms – only print the roster of completions!)
2. Safety glasses for your Team
Inspection
Each Team will receive a time for Inspection on starting at 7:45. You MUST be at Inspection at your designated time. If
you do not, we cannot guarantee that you will get through Inspection prior to the start of matches. You may not compete
without a completed Inspection
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Attached to this email is a copy of the Inspection Checklist. Please review these prior to coming to the Event
to ensure that your Inspection process goes smoothly. Note: assure your usb cables are securely attached to
avoid disconnects.
Food and Concessions
ALL DAY CONCESSIONS ON-SITE:
NAME High School Robotics Program invites you to visit our concession stand throughout the day. We will provide coffee
and breakfast items in the morning, quick lunch and snack items, soft drinks and water all day.
The concession stand is located at the south end of the pit area during the morning. At noon, the concession stand will
move to the Event Center.
PIZZA PRE-ORDERS
You may pre-order whole pizzas for your Team before 10 a.m. If you want to pay by check, you can send your pre-order
in by DATE using the form (last page). OR, if you want to pay with cash, you can order your pizza at the Event. Order
forms will be provided at the registration table and will also be available at the concession stand.
BAREQUE and SMOOTHIES!
We will be serving barbeque lunches at our Science Expo, located in the Quad adjacent to the Event. More information
and order forms will be provided at the registration table.
Local Restaurants
If you do not wish to purchase lunch from the Event, you can leave campus (purple dot) and buy lunch from several fast
food restaurants on Huntington Blvd (Panda Express), appx 2 blocks south of Colorado Ave (Taco Bell, Quiznos,
McDonalds KFC - -) or on West Foothill Blvd, appx 1 block north of Colorado Blvd (Mc Donalds, Wendys).
General Schedule
7:15AM – Pits and Check-In Open
7:45AM – Inspections Begin
7:45am – Team Interviews begin
8:30AM – Driver Meeting
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
60 | FIRST Tech Challenge League Meet Guide
9:00AM – Qualifying Matches Begin
*Be aware that sometimes Events run late due to a variety of potential delays. Please consider this when making your
transportation arrangements.
Key Dates
DATE – Look for email with REQUIRED Inspection information and forms
DATE – Competition Day!!!!
If you have any questions – please contact: XYZ
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Event Day Communication
Example A
This example modified from one shared by LA FIRST Tech Challenge:
Welcome to the 2014 FIRST TECH CHALLENGE CASCADE EFFECT
####)
sm
NAME League Meet, hosted by NAME (Team
My name is NAME; I'm the Event coordinator for this League Meet. If you have any questions, please don't hesitate to email me, and I or one of our Volunteers will get back to you as quickly as possible.
Attached to this e-mail you should find:
1) A welcome letter with details about our Venue and the Event. Please review these details carefully so you come to the
Event fully prepared.
2) Event schedule. Please note your Inspection times and make every effort to adhere to them.
3) Checklists for Robot and Field Inspection. It's a very good practice to dry-run your own Inspection before you arrive, to
ensure that you are ready to pass Inspection quickly.
We are so excited for you to join us on DATE. You've been working hard to get your robots ready for Competition, and
we've been working hard to put on a fun and smoothly running Event for you. If we all work together, we will have a
terrific day!
Sincerely,
NAME
Post-Event Communication
Example A: Email
Dear XYZ:
sm
Thank you for participating in the FIRST Tech Challenge CASCADE EFFECT Event Name held at Place on Date. All
Event results and Qualifying Points and Ranking Points results are available online at URL.
I am happy to announce that the Name of Event will again be held in City and the Venue next year, Dates! Be sure to look
for registration information starting DATE via METHOD.
To help us ensure we are providing the best experience possible, please complete the NAME Event Team Survey,
available online at URL.
Congratulations to all Teams for their successes at this Event!
NAME
Example B: Websites
Most Event hosts and/or Affiliate Partners post Event results on the internet. Here are examples:
•
FIRST Tech Challenge – Iowa: http://www.engineering.uiowa.edu/future-students/k-12-outreach/firsttech-challenge/ftc-iowa-league-information
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
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Appendix L: FIRST and FIRST TECH CHALLENGE Materials
Tournament Directors need materials to promote FIRST Tech Challenge and FIRST. Some of these materials
are provided by FIRST, some by the Affiliate Partner, and some by the Tournament Director. The following
lists of materials are just a few of the options available to Tournament Directors.
Banners
Your Affiliate Partner will have FIRST Tech Challenge -branded banners which they may provide to you
for use at your Event. Contact them to see if this is an option.
Hand-Outs
• Game 1-Page Document – Available after 9/10/16
• FIRST Tech Challenge How It Works
• FIRST Tech Challenge At-A-Glance
• FIRST Tech Challenge Accessibility
• FIRST Tech Challenge Inspiring Women
• FIRST Scholarship Brochures
• FIRST Tech Challenge Sponsors
• FIRST Tech Challenge Promotional Flyers, Posters, and handouts
Media and Press Tools
• FIRST Marketing and Press Tools
Presentation Materials
• FIRST Tech Challenge PowerPoint Presentation template (available on the Schoology System after
July 1, 2016)
• FIRST promo video
• FIRST Tech Challenge Promo video
• Game Animation video – Available after 9/10/16
• GRACIOUS PROFESSIONALISM video
• FIRST Scholarship Video
• FIRST Scholarships!
• Youth Protection Program video
®
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Appendix M: Event Setup Checklist
Event Day
The following checklist is modified from resources shared by LA FIRST TECH CHALLENGE.
Setup of the Event
This is the most chaotic part of the day. You are trying to cram a lot of things into a short period of time and it
doesn’t take much of a hiccup here to slow down the rest of the day. Do what you can to keep things going
according to your schedule as best you can.
Volunteer and Team Check-In
Volunteers will check in shortly before Teams and head right to their areas.
Teams will inevitably show up before the time you designate “Pits open” and ask to setup at their table.
Be prepared for this.
Once you decide all Teams that will be coming are there, give the final Team list to the Scorekeeper.
Hand out Driver/Coach buttons
Have extra copies of Consent and Release forms; Teams sign them online but a few may be needed.
Competition Prep
During Inspection, Teams should help set up the Pit and Competition Areas.
Once the Scorekeeper receives the final Team list, the Scorekeeper will generate the Match list. Make
printed copies to be distributed to the Teams, Pit Manager, etc.
Before Qualifying Matches begin, everyone who is working the Competition area should tag up, led by
the Field Technical Advisor to discuss how the Competition will be run, who is responsible for what, and
establish a game plan that will keep Match turnover running as fast and as efficiently as possible.
Immediately prior to Qualifying Matches, the Head Ref will hold a Drivers Meeting that has mandatory
attendance by all Drivers from each Team. Make sure the Pit Area Volunteer(s)/Lead Queuer is(are)
aware of when this is supposed to start so that they can ensure every Team is represented.
Teams will be Queueing themselves, so be clear that they need to pay attention and get to the Queue
on time.
During Competition
Qualification Matches
Target a 12 minute (or better) turnaround for each Match.
Robots on deck should be turned on and start their program. This way, teams can pair their robot and
drivers station immediately upon placing the robots on the field.
Lunch/Dinner
If your Event runs over mealtime, make sure Volunteers have time to eat lunch. Full-bellied Volunteers
are happy Volunteers.
End of the Event
Thank your Sponsors!
Thank your Volunteers!
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
64 | FIRST Tech Challenge League Meet Guide
Appendix N: Printing Checklist
Most Events need to work offline, so having your resources printed and available on the day of the Event will
ensure they are easy to access when needed. The following checklist is a checklist of suggested items you
For Registration and Check-In
Item
Qty.
Conflict of Interest and Disclosure
30
Statement
Consent and Release form
15
Safety Concern or Non-Medical Incident
15
Report form
YPP Medical Incident Report form
15
For Pit Admin
Item
Qty.
Full Team schedule (Pit use Only)
1 per Team, 1 per Volunteer plus 10-20 extra
Check in Roster
1 for each Volunteer at check-in
Field Inspection Sheets
1 per Team plus 10 extra
Robot Inspection Sheets
1 per Team plus 10 extra
Legal / Illegal Parts list
1 for every 2 inspectors
need/might want to have on hand and where they will be needed:
Printed?
Printed?
®
FIRST Tech Challenge League Meet Guide
Game Forum
Item
Game Manual (for reference)
Referee Scoring sheets
Medical Incident Reports
Game Forum updated that week
Non-Medical Incident Report
Game Manual (Both Parts)
Consent and Release Forms
Driver Station Signs
One Page Game Overview
Field Signs
Lost Item Sheets
Field Setup Guide
Team Agenda
Scoring Manual
Item
Event Organizer Manual Binder
Season Game Materials Binder
Build/User Guides Binder
Volunteer Manuals Binder
For Competition Fields
1 for every 2 inspectors
Qty.
2
2 for each match plus 40-50 extra
10
1-2 for Head Referee and FTA
10
1-2 for Head Referee and FTA
10
1 for each driver's station
2 per Team plus 10 extra
2 for each Field
10
1 for FTA
1 per Team, 1 per Volunteer plus 10 extra
1 for Scorekeeper
For Event Administration
Qty.
1 - include: Meet Organizer Guide, Blank Forms (to
copy if needed), etc
1 – include Game Manual Part I, Game Manual Part
II, Forum printout, etc
1 – include, Field Setup and Assembly Guide,
Scoring System Guide, Scorekeeper Manual,
1 – include: FTA Manual, etc
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Printed?
Printed?
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
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Appendix O: Sign Template
You are welcome to modify these signs to suit your needs and include Sponsor information as appropriate.
These signs are also available full-size as a Word doc on the Schoology system after July 1, 2016 so that you
can modify/edit as necessary.
®
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GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
68 | FIRST Tech Challenge League Meet Guide
You are welcome to modify these signs to suit your needs and include Sponsor information as appropriate.
These signs are also available full-size as a Word doc on the Schoology system after July 1, 2016 so that you
can modify/edit as necessary.
®
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Appendix P: Instructions for Building a Sizing Box
Hardware Inspectors use an 18” square sizing box to easily determine that a robot does not exceed the
maximum starting size. Sizing boxes may be constructed out of wood or clear polycarbonate if it is available.
Instructions to build an inexpensive wooden box are given here.
You will need 2 sheets of hardboard: 1/8” x 24” x 48 “
¾” wood for rails, cut to the dimensions given below
1 ¼” Flat head wood screws
Wood glue and 1” brads (wood nails)
Calibration square exactly 18”
1. Cut Hardboard pieces for top and bottom (X), sides (Y) and back panel (Z) from 2 pieces as shown.
2. Cut rails for the top and bottom panels to the dimensions indicated in the drawing.
3. Attach rails to the hardboard using wood glue and wire brads.
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
®
70 | FIRST Tech Challenge League Meet Guide
4. Cut rails for the side to the dimensions indicated in the drawing.
5. Attach rails to the hardboard using wood glue and wire brads.
®
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6. Using the calibration square and 1 ¼” flat head screws, attach the side panels to the top and bottom
panels with the sides overlapping the top and bottom as shown in the drawing.
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7. Affix the back panels (Z) to the back of the box using 1 ¼” flat head screws. Front of the box will remain
open.
Use the square to ensure the inside dimension of the box is exactly 18 x 18 x 18.
Note: A single clear panel may be used instead of hardboard for the back panel if it is available.
®
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Appendix Q: Instructions for Making Alliance Flags
The specifications for the recommended, regulation Flags are below
•
•
The Flag tube dimensions are .250” OD x .200” ID x 8.250” length with a triangular Flag 4.000” high x
6.000” wide.
For full details please refer to the following diagram.
We suggest that you make 10 red Flags and 10 blue Flags for each Competition Field at your Event.
GRACIOUS PROFESSIONALISM® - “Doing your best work while treading others with respect and kindess - It’s what makes FIRST, first.”
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74 | FIRST Tech Challenge League Meet Guide
Appendix R: Recommendations for Static Mitigation
In climates when the humidity is less than 45%, FIRST recommends that Partners follow one of the actions
below to reduce static buildup on the Robots:
Most Effective
1. Use a commercial AntiStatic spray. We recommend ZERO Charge Anti-Stat or Staticide. We do not
recommend Static Guard or other products meant for clothing.
a. Tape the Fields prior to using spray.
b. Spray the Field tiles at least 1 hour prior to Field use. Please be sure the area is well ventilated.
c. Spray the Field tiles until they are damp.
d. Allow the Field tiles to dry before use.
i. Note: AntiStatic sprays will change the characteristics of the Field tiles. It is important to
communicate this in advance to Teams in your Region.
e. AntiStatic spray will need to be reapplied at every Competition.
Effective
2. Use Water
a. Add water to a spray bottle.
b. Spray water on field tiles.
c. Field tiles must be damp for this solution to be effective.
d. Reapply every 10 to 15 minutes.
Additional Information
Static Dissipation:
When Teams arrive at the Field, please have a member of the drive team touch the metal on their Robot
to the metal on the Field perimeter prior to placing the Robot on the Field. This should help to dissipate
any charge buildup that happens off the Field.
While the FIRST Tech Challenge control system can tolerate a fair amount of electrostatic-induced
interference, we understand that static is a naturally occurring phenomenon, and it is impossible to
completely eliminate static from the equation. Robot design plays into the likelihood that a team will
experience an ESD event. Thoughtful wiring, and solid isolation techniques will help to mitigate the
problem.