Checklist to Setup Robofest 2007 Qualifying Competition Sites
Regional site volunteers
 LTU has provided an online tool, the Volunteer Management System to recruit and manage volunteers. Lori
Birman has provided you with your password information that allows access to the system.
 Detailed job description for volunteers is available in on the Volunteer Management System Site. You may
edit volunteer positions, add position, increase the number of volunteers, change times etc. as the site
administrator. If your site is setting up the night before, you will need to add those dates and times to your
volunteer information.
Check-in (Lobby)
Item
Check-in list by coaches/name
with teams and players
Volunteer list by name
Extra photo release forms
Extra copies of Rules
Receipts
Coach package
Program
Volunteer package
Robofest Outdoor Area
Item
Outside directional yard signs
Robofest sign (banner) outside
of the building entrance
Specification
Team table information, name
badges
Letter size; double-sided, and folded
Tables for food concession
Chairs for food area
Sound system
CDs and a CD player for music
Robofest 2007
30
30
#of coaches
#of coaches
Should be given to
all attendees 100 –
150 copies.
T-shirts, name badges, job
description, and a small thank you
gift
#of volunteers
Specification
12”x18”
6 ft
Quantity
5
1
Robofest Arena (General & Common Materials)
Item
Specification
Bleachers inside the arena or
Chairs for audience
Food concession stand
Quantity
Optional (could be a school
fundraiser)
Optional -- May need vinyl cover
Optional – with tables
Amplifier, speakers, mixer, and
microphones. Wireless microphone
system highly recommended. Must
be tested before the event. Need a
DJ/Technician
Need a DJ. Do not play music when
they solve problems! Should be very
quite.
Quantity
About 100-200,
depending on the
number of teams
Note
LTU provides
LTU provides
LTU provides
LTU provides
LTU provides
LTU provides
Host finalizes it and
makes copies, LTU
provides template
file.
LTU provides
Note
LTU provides
LTU provides, you
will need to find
personnel to hang the
banner.
Note
Host provides
Host provides
6 per food table
Microphone for
Emcee
Host provides
Host provides
Host provides
Host provides
1
DJ and sound system table
General Signage
3x6 or 3x8
“Check-in”, “Inspection &
Interview”, “No cameras with flash”,
“Staging Area”, etc.
Optional. Chairs can be used instead
Usually, gym has one mounted. Must
be tested. An operator need to be
assigned
1
Host provides
LTU provides
# of signs
Host provides
Host provides
High lumens (3,000) preferred
Larger than 9x9. 12x12 preferred
Excel file provided by LTU
1 or 2
1 or 2
1
Host provides
Host provides
Host provides
For the projection and connected to
the projector
1
Host provides
Laptop for displaying team
scores and timer
1
Digital Cameras and Tripod
If possible, two
cameras and two
tripods
If possible, two
4-8
The computer
program to display
Team scores will be
provided by LTU.
Host provides the PC
Host provides
Easels
Gym scoreboard. If not
available, LTU will provide a
computer program that
simulates the clock.
Multimedia Projector
Screen
Laptop for the current score
projection
Camcorder
Camcorders and Tripod
Camcorder tapes
General office supplies: pens,
sign-pens, papers, scotch tapes,
etc.
Access to Photo copier
Printer
Local sponsor banners
Your school banner
Team Pit Area
Item
Team Tables
Chairs
Team ID signs
Team sign holders
Power cords
Power strips
Practice playing fields
Robofest 2007
For videotaping the events
DV or Hi-8 (depends on the
camcorder type)
Host provides
Host provides
Host provides
Optional
Optional
Optional
Specification
3x6’ table per team (or round table).
May need vinyl cover depending on
table quality
4 chairs at each team table
Letter size. Automatically generated
from registration database
(1) Bookends are good and
affordable, (2) Professional one, or
(3) Just tape on the side of the table
Need non-adhesive tapes to fix on
gym floors. Length depends on the
size of the area and location of the
team tables
See Toxic Waste Challenge game
rule. Final shape will be notified to
the Host one day before the
competition.
Host provides
Host provides
Host provides
Host provides
Quantity
#Teams
Note
Host provides
#Teams x 4
#Teams
Host provides
LTU provides
#Teams
Host provides
# of electric power
outlets for the
team computers in
the room
#Teams
If more than 30
teams, 4;
Otherwise 2
Host provides; teams
may bring some
Teams must bring
LTU provides
2
Official Playing Fields
Item
Official playing fields
Stop watches for referees
Playing field ID Signs
Playing field ID Sign holder
Scoring sheets, clip boards, and
pens
Copies of game rules
Referee/Inspection/Judge
Tables
Rulers for measuring robot size,
the gap
Chairs for judges
Ropes and poles to block
official playing fields
Chairs for staging area
Walls to block each track
Stage Area for Ceremonies
Item
Award tables
Individual medals
Specification
See Miner Rescue game rule
Bookend
Quantity
1 Field for every 5
teams.
# of playing fields
# of playing fields
# of playing fields
3x6 or 3x8 table
2 * #playing fields
2
Host provides
LTU provides
Host provides
Scoring sheets are
provided by LTU;
Host provides clip
board and pens
Provided by LTU
Host provides
For inches
3-4
Host provides
4-8
One roll
Host provides
LTU provides yellow
tape
Host provides
LTU provides
“Yellow Do NOT ENTER” tapes and
chairs can be used
Black Foam Core boards
Specification
3x6 or 3x8 table, Need to be covered
Award trophies
Plaque for Host
Plaque for host organizer
Plaques for local sponsors
Plaques for special volunteers
National Flag
Arrangements for the playing
(or singing) of the National
Anthem
Podium and lectern
Chairs for VIP
Bags for certificates and
individual trophies
School/host official to make
welcoming remarks, assist with
awards presentations
Robofest 2007
Optional
4-8
1 per track
Quantity
2
#players +
#coaches
Depends on
#teams at the site
LTU provides
framed certificates
for your local
sponsors
Optional
1
Optional
Optional
3-5
# of coaches
Note
LTU provides
Note
Host provides
LTU provides
LTU provides
LTU provides
LTU provides
Host provides
Host provides
Host provides
Host provides
Host provides
Host provides
LTU provides
Host provides
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