Once You Qualify For Championships

Congratulations!
Once you have qualified to attend Championships you will have many questions about getting
there and what kinds of plans do you need.

Think about how many students will you travel with your group and possibly fundraising to help
with your team's expenses.

Shipping your Robot
Remember that you need to crate and ship your robot the Tuesday after your last Regional
event. You should receive your FedEx papers at your qualifying regional, if not contact your
Regional Director.
Be sure that your crate does not weigh over 400 pounds! For all FIRST information about
shipping your crate go to http://frc-manual.usfirst.org/viewItem/7#5.8.

Who Should you Take
This is entirely up to the team and will depend on how many team members you need to
successfully execute your team’s goals at the championship. Keeping in mind you must have
students to drive and maintain the robot and could use students for scouting, pit speaking,
mascots, photo/video capturing and cheering. Along with this you should have adequate adults
to supervise and mentor these team members for the approximate five days of competition and
travel.

Schedule
The Championship is a longer competition than the those leading up to it (regionals and district
events) so make sure you plan accordingly. As it stands currently it spans over four days
with load in and setup starting on Wednesday afternoon and the finals and load out ending
on Saturday evening. The public agenda is available on the FIRST site under the Events and
Championship or at the following link http://www.usfirst.org/roboticsprograms/frc/championshipevent . In addition depending on where you are traveling from it can take the better part of a
day to travel to the Championship and home.

Flights
Contact airlines Group Reservations and see what kind of deal you can get for your team. Take
baggage fees into the total price of tickets, $25.00 per bag each way adds up when you have to
check in totes.

Be careful packing your totes, airlines are really strict about the 50 pound weight limit. We zip
tie our totes and tape 2 extra zip ties to the top of the totes so after they are inspected by the
airline, most of the time they will re-zip tie them. Be sure to pack your batteries in your crate
since they are not allowed to be checking onto the airplane.

It helps to have team members carry-on their bags and only check team supplies. Remember if
your students have utility knives please be sure they are put into the totes.

Hotels
Contact Steel Meetings for rooms they usually have deals in the area of the venue. Generally
quad rooms are available at hotels, these can sleep 4 and help to bring down the cost of rooms.Try to find a place that includes breakfast, it will save a meal cost and time in the morning.
Steele Meetings, Inc.
6346-65 Lantana Rd
Suite 117
Lake Worth, FL 33463
888-5STEELE (578-3353)
561-292-3314 (P)
561-649-5396 (F)
FIRST@steelemeetings.com
www.steelemeetings.com
www.steelehousing.com

Cargo Van Rental
Check outside of the airport for a Cargo Van, it is much cheaper than renting a minivan, to
transport your totes and equipment from the airport to the hotel, and the competition venue. We
have found a Budget Rental in Hazelwood, MO. This is a 10 minute cab ride from the airport, a
mentor can go pick up the van while luggage is being collected.

Train to Convention Center
Check out to see if there is a train to get from the airport to the competition venue. In St. Louis
there is the MetroLink train and it cost $2.25 per trip. It is cheaper to take the Metro if you are
staying near the airport because parking near the Convention Center can be expensive. It
is also a great way to get your team from the airport to your hotel if you are staying near the
Convention Center. It takes about an hour from the airport hotels to the Convention Center in St.
Louis, keep that in mind when planning your departure time in the morning from your hotel.
Here is the link for the schedule http://www.metrostlouis.org/PlanYourTrip/
MetroLinkPDFSchedules.aspx

Meals for your team
● Talk to the teacher/lead mentor about how much they would like spent per lunch or are
the students on their own to get lunch? For our team we add all meals into the travel
expenses.
● We always try to eat lunch as a team at a designated spot. We do this for two reasons;
1) They get a nutritious meal and have time to talk about the competition.
2) Everyone gets back to competition on time.
● Before arriving at Championships search for places to get lunches (I will pre-order a few
days before arriving), warehouse super stores, grocery stores etc. You do not want to be
looking for a place to get lunch the last minute.
● Another couple of option would be ordering Dominos pizza they deliver to the
Convention Center in St. Louis or pre-ordeing the FIRST lunches using the link here
http://www.usfirst.org/roboticsprograms/frc/championship-event
● Be sure you keep water and snacks in your pits for your pit crew and drive team. They
spend most all of the day in your pit area and will need to be hydrated and nourished
during their long day.
● Search for restaurants close to your hotel, make reservations before you arrive in town.
You can always cancel once you get there as long as you haven’t given your credit card
number.Links to St. Louis Activities
If possible try to fly out on Sunday so your kids will get a chance to see some of the
sites in the city.

http://www.usfirst.org/sites/default/files/uploadedFiles/Robotics_Programs/
FIRST_Championship/2012_FIRST_Championship_Event_Order_Form.pdf
http://explorestlouis.com/
http://downtownsaintlouis.org/
http://explorestlouis.com/visit-explore/discover/25-things-to-do-in-st-louis/
http://explorestlouis.com/visit-explore/see-do/
http://www.stlmag.com/St-Louis-Magazine/May-2008/101-Things-Every-St-LouisanMust-Do/
http://stlouis.about.com/od/freethingstodo/Free_Things_to.htm
http://www.lonelyplanet.com/usa/great-plains/st-louis/things-to-do
http://www.stlouisattractions.com/downtown.htm
http://www.grandparents.com/gp/events/stlouis.html

Scouting

Scouting in FRC is a way to analyze and record data during competitions. The data will be used to determine which teams we would like to be on our alliance and improve our chances of winning.

There are different ways to scout, in the pits and during qualification matches. In the pits, members of the team will take pictures of other teams’ robots, which reminds us of what the robot looks like. In addition, members will ask the questions about the robot, such as type of drive base, whether it is a long or wide robot, and other technical questions about the robot. During qualification matches, members of the teams will watch the robots play the game. Depending on the game, we make a scouting sheet containing the list of abilities of the robot during game play. For example, 2012’s game was Rebound Rumble, and we collected data on the robot’s ability to score and to balance. As team members watch the robots play, they recorded if the robots were able to shoot, the accuracy scoring, and whether if it was able to balance. We also record the qualification matches to help us clarify a robot’s ability if the data from the scouting sheets inconsistent.

Not all teams may want to interview teams or spend the entire regional competition watching robots play. Teams may choose one method over the other or some combination of both.

Judging Tips for Competition

Judging is a really important aspect when it comes to attending regionals. The judges evaluate all of the teams and the more you interact with the judges and show your team accomplishments, the more likely you will become considered for awards!

• Judges wear blue polo shirts. They may return more than once on Friday and Saturday. Judges will not expect everyone to know everything, but it is important to make sure that your pit speakers have enough knowledge about how the team is run and the basics of the robot. It is also nice to have an engineer and public relations person doing pit speaking , they can help each other out.

• It is always important to always have a few students available on Friday and Saturday in your pit area. Judges work under a very tight time schedule and may not have a chance to come back to speak to your team.

• Often the judges will only have 5 minutes to spend in the pit with your team. Jump in and sell the team. Have students practice their “elevator” speech: about FIRST, their role, the drive system, the control system, their community, their partners, their appreciation for engineering, why they designed something the way they did, their biggest challenge this year, their fundraising strategies. It is the same process used for college interviews, or job interviews.

• First impressions count. How your pit looks does matter. Try to be clean and organized and free of team members “hanging around”. Too many people might discourage a judge from getting a chance to speak to your pit speakers.

• Assume judges will not have seen copies of your Chairman’s Award entry, if you submitted one. Feel free to hand them a copy in the pits.

• During Chairman’s presentation some teams give the judges binders, scrapbooks, or other documentation to take back with them to the deliberation room, these will be available to pick up Saturday after deliberations.

• Judging for the Entrepreneurship award will occur on Friday. Make sure you have an example of your business plan to share with the judges on Friday.  

• Some teams prepare short handouts, brochures or a magazine about their team for the judges to take away, highlighting what your team has done throughout the year. These handouts can then be used for finding  sponsors and publicizing your team.

• Judges will be observing your team throughout the entire competition, even if they aren’t interviewing you. Make sure your teammates are very careful what they say in the halls, stands, and bathrooms it will reflect back on your team. Judges will also ask the other volunteers, for their input.

Jobs For Competitions

At competitions, every job is critical to the success of the team. Here are some ideas of jobs you could assign students during a competition, listed in order of importance:

Drive Team (1 Driver, 1 Operator, 1 Human Player)
This is the group of students responsible for driving the robot.

Pit Crew (1 Pit Crew Manager, 3-4 Students)
This is the group of students responsible for maintaining the robot during the course of a competition. Make sure that they have knowledge of your team’s robot; these students will be responsible for explaining the technical aspects of your robot to the judges!

Chairman’s Presenters (3 Students, 1 Student for Backup)
Once you are no longer a rookie team, your team can qualify for the prestigious Chairman’s Award (see Chairman’s CowTip for more details)! These students will present your Chairman’s presentation at any competition where you are competing for the Chairman’s Award.

Pit Speakers (2-4 Students)
This is the group of students that are responsible for talking to judges and VIPs that come to your pit. Pit Speakers should be selected based on their knowledge of FIRST, your team, and your robot.

Scouts (8-12 Students)
These students are responsible for scouting other teams at competition. They will be watching matches and recording information on team's performance. Scouts provide valuable information for alliance selections, regardless of a team’s seeding position.

Safety Captain (1 person)
This person is in charge of safety glasses, cleanliness of pit, keeping aisles clear, keeping only needed personnel in pit and knowledge of where first aid is.

Video (1-2 Students)
This group of students are responsible for recording ALL matches at a competition. This includes capturing the jumbotron as well as recording the 'full field view' video to be used for scouting and documentation.

Photography (1-2 Students)
These students are responsible for taking pictures of every robot in their pit and on the field. These photos are used for scouting purposes and documentation.

What You Will Need at Competition

Save time and stress packing for competition by having a checklist ready to make sure you don’t forget anything!

Quick Tip:
*Label each tote and keep a list of where your materials are located in the pit. This makes finding materials a lot easier.


Sample Engineering Packing List
Tote 1:
-Cable Bag
-Zip Ties (1/4 & 1/8)
-Belt Material
-Rubbing Alcohol
-A9 Cutting Fluid
-Panasonic Battery Charger
-Impact Driver Bits
-Snap Ring Bin
-Panasonic Impact Driver & Drill
-Connector Bin
-Panasonic Batteries
-Glue Gun

Tote 2:
-Belt Welder
-Right Angle Drill
-Fastener Bin
-Flashlight
-Extension Cord

Tote 3:
-Heat Gun
-Bike Pump
-Velcro
-PWM Kit
-Hot Glue Gun Sticks
-Scrap Polycarb
-Tires/Inner tubes
-Blue Tape
-Power Strips
-Extension Cord

Sample Public Relations Packing List
-Banner - Show off your team and sponsors!
-Black PVC poles and the Bag of Connectors (for banner)
-Broom/ Dust Pan - Keep your workspace clean
-Business plan (2)
-Buttons - Show team spirit and pass out buttons!
-Business Cards - You never know when someone may want to contact and or sponsor your team ;D
-Chairman’s DVD for Pits
-Computer and Charger
-Copy of Executive Summary
-Copy of Essay Question
-Copy of Chairman’s Submission
-Clipboards - 3 or 4 with Pens
-Display Holders (2)
-Extension Cord
-Magazine
-Notebook of Documentation
-Photo Frames
-Power Strip
-Scissors
-Shelves
-Tablecloths
-Trash Can

Miscellaneous Items
-First Aid Kit

How to Bag and Tag

For the 2013 Season, all USA and Canadian FRC events (including District Events) are “Bag and Tag” EXCEPT the Championship.  

Each team received a “Bag and Tag” kit in January with their Kit of Parts. The kit contained:

• two (2) plastic bags large enough to contain your robot.
• at least six (6) numbered tags: zip ties with individual serial numbers.

Instructions on how to Bag and Tag:

1. Bag and Tag your robot on Stop Build Day, and complete the Robot Lock-Up Form you received in your kit of parts
2. The proper bagging procedure is as follows:
1. Set your bag you received from your kit of parts on the floor, leaving room for the robot in the center.
2. Place your robot in the center of the bag.
1. Make sure you leave plenty of room surrounding the robot.
3. Pull the bag up around the robot (Be careful not to catch the bag on any corners or sharp edges, use every precaution not to tear the bag).
4. At the top of the bag, firmly grasp right below the opening of the bag, closing the opening.
5. Tightly seal the bag by wrapping one of your numbered tag (zip ties) around the top of the bag, sealing the opening.
1. Make sure there are no holes in the bag, if your bag does get a tear in it be sure to tape it up, write it on your lock-up form then explain to the inspector what happened, it will be up to them if you can compete or not.
2. Complete the Robot Lock-Up Form by verifying the date and time that the bag was sealed.
3. Your team may bag their bumpers separately from their robot. However, the separately-bagged bumpers must be sealed with their own tag, and that tag number must be entered on the Robot Lock-Up Form on Stop Build Day.
4. Transport your robot to your event venue in your own vehicle. If you plan to transport your robot in a personal vehicle, please ensure that you have adequate means to secure your robot.
5. Your team must bring your own bagged, sealed and tagged robot into the venue through the designated robot entrance. Bring a rolling cart or dolly to facilitate the load in.
6. You may NOT open your bag until:
1. it has been checked, approved by an onsite inspector,
2. as well if the pits have officially been opened for robot work. You must have your Robot Lock-Up Form ready for review at the event. DO NOT forget to bring it.
7. After your Robot Lock-Up Form has been properly checked and approved, your team may open the bag and prepare to compete.
8. After the event, if you are attending another event, such as the Championship or another regional or district event, re-seal your robot following the same steps your team has learned above except with a new number tag (zip tie).
1. Once bagged, enter the new tag number on the Robot Lock-Up Form.
9. You may not access your robot again until the next event.
10. If you attend the FIRST Championship, you will receive an additional FedEx voucher (bill of lading) in your registration packet that will allow you to ship your robot home.
11. If you are attending the Championship as your next event, your robot must be shipped by the Thursday after the final qualifying event. ALL teams attending the Championship must build a crate to ship their robot in. FedEx will not pick up a robot that is not in a crate.
1. need help on building a crate check out this helpful video from Team 246: ”http://www.youtube.com/watch?v=39REvO7zR-g”.
12. Keep your filled crate weight below 400 pounds. Any teams exceeding 400 pounds will be charged overage fees accordingly. If you are flying to Championships be sure to box your batteries in your crate since you cannot take them on the airplane with you.
13. Remember to bring your Robot Lock-Up Form to your event. A missing Robot Lock-Up Form is one of the top reasons teams are delayed in their competitions.
14. The Robot Lock-Up Form MUST be used:

• on “Stop Build Day”;
• before you leave an event, if you expect you will/may be attending a later event.

Getting To and From Competition

Getting to and from a robotics competition can be a daunting task, especially when you start looking at the number of team member that will be traveling and getting your tools and equipment as well as your robot to the event. Breaking each task down helps make it a lot easier. When we go to our local regional we encourage all of the member of our team to attend, they have worked hard to get our team, robot and award submissions done and they should all get to enjoy at least one regional event.

Regional competition
Hopefully, your local regional is close enough to make sure your entire team is there for each day of the competition. For our local regional our team is dropped off and picked up each day at the venue. Each student on our team is assigned a regional job the week before so once we get to our event everyone knows what they will be doing and where they should be.

If you are having to travel to a regional hours away it is helpful to first consider how many student will be traveling with your team and if it is during a school vacation or will they need to miss school to attend. We have a priority list of who travels with our team if space is limited for competition travel. That list goes:

1. Drive team
2. Pit crew
3. Chairman’s presenters
4. Pit speakers
5. Scouts
6. Seniors
7. Juniors
8. Sophomore
9. Freshman

Once you know how many team members and mentors will be traveling then you should consider what will be the best way to get your team and robot to your competition. If you will need to charter a coach bus get quotes from several companies in the area, sometimes there can be hundreds of dollars difference. The cargo bay under the bus can usually hold your robot, and all totes and luggage. Remember you will be required to pay for the bus driver’s hotel room, sometimes the hotels will comp you a room for the busdriver. Do not be afraid to ask.  Also, look for a team close to you to share the bus with your team, not only does this help split the cost of the bus but it is a great way to get to spend some fun time with another team.
Flights
If you are flying with a group of ten or more contact the Group Reservations at the airlines. The prices are a little bit more than what you can get online but you have the convenience of being able to change passenger names up to 48 hours prior to the flight and you all fly and arrive together.
Take baggage fees into the total price of tickets, $25.00 per bag each way adds up when you have to check in totes.
Be careful packing your totes, airlines are really strict about the 50 pound weight limit. We zip tie our totes and tape 2 extra zip ties to the top of the totes so after they are inspected by the airline, most of the time they will re-zip tie them. Be sure to pack your batteries in your crate since they are not allowed to be checking onto the airplane.
It helps to have team members carry-on their bags and only check team supplies. Remember if your students have utility knives please be sure they are put into the totes.

Shipping your Robot to Regional or Championships
Regional Competition
FedEX no longer pays for shipping of robot crates to regional or district events so take this into consideration when choosing a regional event, shop around for pricing or see if you can find a sponsor who will pay for the crate shipping.

Remember that you need to crate and ship your robot the Tuesday after your last Regional event. You should receive your FedEx papers at your qualifying regional, if not contact your Regional Director.
Be sure that your crate does not weigh over 400 pounds! For all FIRST information about shipping your crate go to http://frc-manual.usfirst.org/viewItem/7#5.8.
Hotels
Contact Steel Meetings for rooms, they usually have deals in the area of the venue. Generally quad rooms are available at hotels, these can sleep 4 and help to bring down the cost of rooms.
Try to find a place that includes breakfast, it will save a meal cost and time in the morning.
Steele Meetings, Inc.
6346-65 Lantana Rd
Suite 117
Lake Worth, FL 33463
888-5STEELE (578-3353)
561-292-3314 (P)
561-649-5396 (F)
FIRST@steelemeetings.com
www.steelemeetings.com
www.steelehousing.com