Get a squeeze of FLL and cheese it out!

By: FIRST Robotics Team

Why should you host an FLL tournament?

FIRST Lego League (FLL) is a robotics program implemented for children ranging from elementary to middle school in the hopes of instilling interest in engineering , science, and technology while teaching valuable life skills. By hosting an FLL Tournament , you not only reach out to children but you spread the word of FIRST to your community. It’s the perfect way to combine both fun and outreach.

Things to consider when planning a tournament:

I. LocationII. Registering TeamsIII. Jobs/Volunteer PositionsIV. Setup/MaterialsV. SchedulingVI. SafetyVII. ConcessionsVIII. Documentation

I. Location Some suggestions:a. Gymb. Classroomsc. Cafeteriad. Main Entrancee. Teacher’s Loungef. Large room for multiple

peopleg. May not be necessary, but

cafeteriah. Student parking lotsi. Entrance

You need to consider space for:a. Robot Competition Areab. Team Judging Areac. Pit Aread. Team Registration and Welcome

Areae. Judges’ Deliberation Roomf. General Volunteer and Referee

Roomg. Lunch and Refreshment Areah. Parkingi. Sign In

II. Registering Teams All state registered FLL teams will be eligible to compete in the tournament. Once you express interest in hosting your event, the state will assign you teams to attend your tournament. When you find out which teams you receive, you will need to send them the following:

a. List of Event Sponsorsb. Pre-Printed Schedulec. Food Requirement/Restrictionsd. Contact Information

II. Registering Teams cont.e. Instructions for what to do upon arrivingf. Rules for the Dayg. Directionsh. Site Mapi. Pit Map and Practice Table Informationj. Reminders (ex. Bringing extra batteries )k. Team Listl.Camera Rules/ Restrictionsm. Consent and Release Forms for all team members

III. Jobs/Volunteer positionsYou need to consider having enough people for the following positions:

a. Volunteer Coordinator (1)b. Robot Match Staging Area “Lead” (1)c. Runners for Staging Area (2)d. Timekeeper (1)e. Scorekeeper (1)f. DJ (1)g. Emcee/ Game Announcers (1)h. Judging Area “Lead” (1)i. Runners for the Judging Check in Area (2)j. Judging Room Assistants (3)k. Registration/Info/Welcome Table Workers (2)l. Pit Manager (1)m. Pit Runners (2)

III. Jobs/Volunteer positionsCont.

You need to consider having enough people for the following positions:

n. Practice Table Manager (1 per table)o. Photographer (1)p. Floaters (4)q. Setup/Load-in (8) r. Teardown/Load-out (8)s. Judge Advisor (1)t. Project Judges (4)u. Core Value Judges (4)v. Robot Design Judges (4)w. Head Referee (1)x. Referees (2 per table)y. Referee Assistants/Table Re-setters/ Score Sheet Runners (2 per table)z. First Aid (2)a.a. Concessions (5)a.b Volunteer check-in table (2)

IV. Setup/MaterialsIn order to run a successful tournament, you must have all the necessary equipment in all the right places!

A. Robot Competition Area1. Projector and Screen2. Speakers3. Tables (for awards, scorekeeping, timekeeping, DJ, etc.)4. 4-8 Competition Tables (depending the size of the tournament)5. Podium (may or may not be necessary)6. Staging Area7. Power8. Staging Area Supply Box (includes schedules, team lists, pit and site maps, clipboards, and pens/pencils)9. Robot Competition Area Supply Box 10. Referee Supply Box11. Game Supply Box

IV. Setup/MaterialsIn order to run a successful tournament, you must have all the necessary equipment in all the right places!

C. Pit Area1. Label Pit Admin. Area2. Team table signs with names and numbers3. Tape4. Spare extension chords5. Spare power strips6. Extra team lists, schedules, pit and site maps7. Microphone and speakers (may or may not be necessary)

B. Team Judging Area1. Schedules2. Team Lists3. Pit and site clipboards4. Stopwatch/Timer5. Door signs6. Pens and pencils7. Clipboards

PIT AREA

IV. Setup/Materials cont.

D. Team Registration and Welcome Area1. Signs to label area2. Lock box for fees (also concessions money)3. Collection boxes for Mentor Nominations, Team Intro. Sheets, and Consent and Release Forms4. Pre-stuffed Team Registration Packet5. Copies of schedules, team lists, pit and site maps for public use6. Event Programs7. FIRST/FLL promotional literature8. Directional Signs

E. Judges’ Deliberation Room1. Signs to label areas banning unauthorized entry2. Enough clipboards, schedules, team lists, pits and site maps for all judges3. Judge’s Manual4. Extra Judge Prep packs for Project, Robot Design, and Core Values5. Award Scripts6. Provide lunch to judges

In order to run a successful tournament, you must have all the necessary equipment in all the right places!

IV. Setup/Materials cont.

F. General Volunteer and Referee Room1. Sign to label area2. Snacks, drinks, and lunch

In order to run a successful tournament, you must have all the necessary equipment in all the right places!

V. Scheduling FLL Tournaments usually run from 8:30-4:30 altogether (not including set up time and clean up time). You need to make sure you have time for the following:

A. Pre-Opening CeremonyTeam setup and sign in; coach, judge, referee, and volunteer meeting; system checksB. Opening CeremonyTournament Video; thanking sponsors and host site; Guest Speaker; Introducing Refs and Judges; Schedule Review; Explaining Gracious Professionalism; playing National AnthemC. MorningRobot Practice; Round 1; Judging Sessions

V. Scheduling cont.D. Lunch BreakTime to relax and eat E. AfternoonRobot Competition Rounds 2 and 3; judges deliberate and callback, make award decisions and write award scripts; volunteers tear down judging roomsF. Pre-Awards CeremonyCompetition areas get torn down for the Award Ceremony; move awards and medals to the distribution spot; DJ plays energized music to keep guests entertained; teams pack up pitsG. Award CeremonyMedal Procession and team recognition; recognition of sponsors, coaches, mentors and parents; FLL graduates and Award Presentation

VI. Safety As fun as tournaments can be, it is important to follow the rules of safety and make sure the environment is safe for the teams:

a. Make sure the pits are fairly spacedb. Keep extension cords out of walking pathc. Have signs directing traffic flowd. No runninge. No horseplayf. No fightingg. No sudden movements

VII. Concessions Running a concession stand during the tournament is the perfect way to raise money for your team. Just get some members from your team to volunteer to make some goodies or make simple concession foods for breakfast and lunchtimes since the tournament spans from early morning to the afternoon. Make sure adults are present to handle the monetary exchanges and that team members help handle the food. You can also have a pre-order system where you put your menu on your state’s FIRST website.

VIII. Documentation The final, but ever so important , step of running a tournament is documenting it. Have a designated photographer go around and take pictures of the FLL teams competing or your own team volunteering and helping out. If you want to go a step further, try to contact local newspapers and see if they are willing to attend and publicize the event. Remember, spreading the word of FIRST is one of the main goals of running a tournament!

For More Information:

• www.ufirst.org• www.virginiafirst.org• www.bluecheese1086.org