Get a squeeze of FLL and cheese it out!

1. Get a squeeze of FLL and cheese it out! By: FIRST Robotics Team

2. 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.

3. Things to consider when planning a tournament: Location Registering Teams Jobs/Volunteer Positions Setup/Materials Scheduling Safety Concessions Documentation

4. I. Location Some suggestions: Gym Classrooms Cafeteria Main Entrance Teacher’s Lounge Large room for multiple people May not be necessary, but cafeteria Student parking lots Entrance You need to consider space for: Robot Competition Area Team Judging Area Pit Area Team Registration and Welcome Area Judges’ Deliberation Room General Volunteer and Referee Room Lunch and Refreshment Area Parking Sign In

7. 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 Sponsors b. Pre-Printed Schedule c. Food Requirement/Restrictions d. Contact Information

8. II. Registering Teams cont. e. Instructions for what to do upon arriving Rules for the Day Directions Site Map Pit Map and Practice Table Information Reminders (ex. Bringing extra batteries ) Team List Camera Rules/ Restrictions Consent and Release Forms for all team members

10. III. Jobs/Volunteer positions • Volunteer Coordinator (1) • Robot Match Staging Area “Lead” (1) • Runners for Staging Area (2) • Timekeeper (1) • Scorekeeper (1) • DJ (1) • Emcee/ Game Announcers (1) • Judging Area “Lead” (1) • Runners for the Judging Check in Area (2) • Judging Room Assistants (3) • Registration/Info/Welcome Table Workers (2) • Pit Manager (1) • Pit Runners (2) You need to consider having enough people for the following positions:

11. 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)

15. IV. Setup/Materials In order to run a successful tournament, you must have all the necessary equipment in all the right places! • A. Robot Competition Area • 1. Projector and Screen • 2. Speakers • 3. 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 Area • 7. Power • 8. 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 Box • 11. Game Supply Box

16. PIT AREA IV. Setup/Materials In order to run a successful tournament, you must have all the necessary equipment in all the right places! • B. Team Judging Area • 1. Schedules • 2. Team Lists • 3. Pit and site clipboards • 4. Stopwatch/Timer • 5. Door signs • 6. Pens and pencils • 7. Clipboards • C. Pit Area • 1. Label Pit Admin. Area • 2. Team table signs with names and numbers • 3. Tape • 4. Spare extension chords • 5. Spare power strips • 6. Extra team lists, schedules, pit and site maps • 7. Microphone and speakers (may or may not be necessary)

17. IV. Setup/Materials cont. In order to run a successful tournament, you must have all the necessary equipment in all the right places! • D. Team Registration and Welcome Area • 1. Signs to label area • 2. Lock box for fees (also concessions money) • 3. Collection boxes for Mentor Nominations, Team Intro. Sheets, and Consent and Release Forms • 4. Pre-stuffed Team Registration Packet • 5. Copies of schedules, team lists, pit and site maps for public use • 6. Event Programs • 7. FIRST/FLL promotional literature • 8. Directional Signs • E. Judges’ Deliberation Room • 1. Signs to label areas banning unauthorized entry • 2. Enough clipboards, schedules, team lists, pits and site maps for all judges • 3. Judge’s Manual • 4. Extra Judge Prep packs for Project, Robot Design, and Core Values • 5. Award Scripts • 6. Provide lunch to judges

18. IV. Setup/Materials cont. In order to run a successful tournament, you must have all the necessary equipment in all the right places! • F. General Volunteer and Referee Room • 1. Sign to label area • 2. Snacks, drinks, and lunch

20. 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: • Pre-Opening Ceremony • Team setup and sign in; coach, judge, referee, and volunteer meeting; system checks • B. Opening Ceremony • Tournament Video;thanking sponsors and host site; Guest Speaker; Introducing Refs and Judges; Schedule Review; Explaining Gracious Professionalism; playing National Anthem • C. Morning • Robot Practice; Round 1; Judging Sessions

21. V. Scheduling cont. • D. Lunch Break • Time to relax and eat • E. Afternoon • Robot Competition Rounds 2 and 3; judges deliberate and callback, make award decisions and write award scripts; volunteers tear down judging rooms • F. Pre-Awards Ceremony • Competition 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 pits • G. Award Ceremony • Medal Procession and team recognition; recognition of sponsors, coaches, mentors and parents; FLL graduates and Award Presentation

23. 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: • Make sure the pits are fairly spaced • Keep extension cords out of walking path • Have signs directing traffic flow • No running • No horseplay • No fighting • No sudden movements

24. 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.

27. 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!

28. For More Information: • www.ufirst.org • www.virginiafirst.org • www.bluecheese1086.org