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Tournament Director’s Call Monday Oct 24

Tournament Director’s Call Monday Oct 24. Topics for Tonight. Logistics Space Needed and Layout Supplies – What do you need How to reserve items from Playing At Learning Communication with Teams Email Website. Space Needed.

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Tournament Director’s Call Monday Oct 24

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  1. Tournament Director’s CallMonday Oct 24

  2. Topics for Tonight • Logistics • Space Needed and Layout • Supplies – What do you need • How to reserve items from Playing At Learning • Communication with Teams • Email • Website

  3. Space Needed • Robot Competition area - Gym or large multipurpose room for the actual robot game competition, spectators and opening and closing ceremony. • Pit area – Best if in another room – think school cafeteria. • Judging rooms – 3 Classrooms or private/quiet rooms – One for each judging area: Core Values, Project, Design. Need chairs for judges. • Volunteer room/ Judges meeting room – place for lunch and judging deliberation. Deliberation can be in one of the judging rooms used earlier in the day. • Rain Plan for teams to eat lunch if no food is allowed in pits - can eat outside if nice. If not nice, can an extra room be opened?

  4. Robot Competition AreaFor example, a school gym. This area can also host the Opening and Closing Ceremonies. 60’ 50’ Seating for 120-180 to 12 teams (12 -15 times the # of teams is reasonable average

  5. Robot Competition Area Projector and Screen use only if projecting video Team Entrance Speakers Chairs Tables for Awards, Scorekeeper, Timekeeper, DJ, A/V / Could be only 1 Power Inspection Queuing Barrier 2 Competition Tables Scoring screen Public entrance Seating for 120-180 to 12 teams (12 -15 times the # of teams is reasonable average

  6. Pit AreaFor example, a gym, cafeteria, or atrium Power An area for each team with a table and access to power. Preferably 10’ by 10’. Space for aPractice Table

  7. Team Judging Area Project Rm 2 Robot Rm 2 Core Values Rm 2 Table for teams to use Competition Table Power Table / Work Surface, varies based on teamwork activity

  8. General Volunteer, judging & Referee RoomA large room that can seat around 25 people. (Doesn’t have to be round tables ) Room for food service Seating for 25 people

  9. Who’s In Charge?Each area needs to have someone in charge. Here is an example. Floor Manager / Head Ref Judge Advisor Judge Advisor Floor Manager If needed / Volunteer director, Tournament Director

  10. Supplies • https://docs.google.com/spreadsheet/ccc?key=0AlCx8xbNVlN9dGd4OFhWMHNXbjA1cF8yUW9VTFQxSGc#gid=0 • Please make sure you have access to this document to refer to during your planning

  11. Robot Competition Area Supplies

  12. More Supply list

  13. How to Borrow equipment from Playing at learning • Request on the grid  Sooner than Later • https://docs.google.com/spreadsheet/ccc?key=0AlCx8xbNVlN9dDVvcjZVdWx1NFVHblI3V1k2Y09HOFE#gid=0

  14. Tournament Communication • Soon Jill will send you a list of teams and contact information for your tournament. • Send them an email. Use the Sample Welcome letter – • Things to make sure you confirm • place, address, date of tournament • What time do they need to be there by • Parking • Closed/open pits • Do they have to provide a volunteer and how to communicate that with you • Food – will you sell or do they need to bring their own • Any other site specific details

  15. Sample Welcome Letter FLL Coach, We are excited to welcome you to the <NAME> FIRST LEGO League qualifying tournament at <LOCATION> on <DATE>. The tournament website will be linked into the norcalfll.org site shortly. The team’s pit number will be posted at least a week before the tournament which will define your team’s schedule for each judging and robot game activity. Please plan on checking in by 8am and being done by 5pm. We do expect each team to provide one "day-of" general volunteer and/or bring a challenge table with field setup kit to be used either in the robot design judging rooms or as shared practice tables in the pit area. You can sign up via the link on the tournament website. We will [or not] be using the Team Profile form during judging. [Ask your Judge Advisor ] [1A: OPEN PITS?] The pit areas will be open to the public - so it will be important for you to manage your own stuff. [1B : CLOSED PITS?] The pit areas will be open only to the team and 2 coach/mentors - so it will be important for you to determine ahead of time how you are going to handle this. [2A:LUNCH] We will be selling lunch items - see menu on tournament website. [2B: NO LUNCH/FOOD] We are not providing any food or beverages and we recommend you bring sack lunch and beverages for your team If anyone on your team has any special needs, please let me know as soon as possible. If your team can NOT attend the tournament, please let me know as soon as possible. [TOURN PROGRAM] We would like a small picture of your team and robot for us to use in our tournament program. Please verify team name, your team’s affiliation (school, organization), city along with JPEG pictures no later than <DATE>. We are looking forward to a great day! Let me know of any suggestions that you have to make it a great day for all! In particular, please let me know if you have any special needs for you or your team. Finally, if you are NOT the primary contact person for he team, please forward this email and ask him/her to contact me with their email and contact information. Thanks, [NAME] [PHONE] [EMAIL]

  16. Website • Here is a sample website: http://www.playingatlearning.org/FLL/SampleTourn/index.html • This website has all of the items that we would like published for all qualifiers. 1)  Location / Directions 2)  Schedule of Day 3) How to Volunteer - email address to send to or URL or  a "no volunteers needed" type of message 4) List of teams participating 5) Awards being handed out – let us know if any “local” awards 6) Open or Closed pit areas  - we recommend open 7) Open or Closed judging - we strongly recommend closed 8) Food for teams/public  - if you are not selling food onsite, just tell people.  Encourage at least snacks/water option 9) New for 2011:  What side wall height will be on the competition tables  (2x3 or 2x4) 10) Tournament director's name    (and contact info would be nice) 11) Day-of Tournament Emergency contact .

  17. Next time – Monday 31 • Topic will be Tournament Schedule • Let us know if you have questions • jillw@playingatlearning.org

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