Fremont Regional FLL Tournament Team Preparation Checklist

last updated: Dec 10, 2007

This is a simple checklist to help with preparing for the Fremont Regional FLL Tournament, Sunday Dec. 23, 2007

CRITICALLY IMPORTANT: Please make sure to download and complete the liability waiver form (one for each team member, coach/mentor and adult volunteer). The team will not be able to participate without these forms and every team member needs one. Note that the team members will have to have a signature from their parent/guardian.

When and Where to Arrive:

Any team that has 2 or more adults to help with setup on Friday or Saturday will be able to check in that night and skip the morning rush - don't forget your signed liability forms! Friday setup is between 2-6pm and Saturday setup is between 6-8pm in the Olone gym.

Team check-in opens at 8:00am, please plan to arrive and be ready to check-in by this time. Check-in is located in the main gym, located on the south side of campus.

There is ample parking near the gym in the student parking lot on the entrance from Pine Street.

What to Bring:

• WEAR SOFT SOLED SHOES TO PROTECT THE GYM FLOOR!
• Each team must bring a signed liability release form for each team member, coach and volunteer.
• Each coach must bring a signed Coaches' Promise form.
• Every team needs to identify one adult volunteer from their team - volunteer positions and descriptions are listed on the website. The only role that we disallow for parents or adults closely aligned with a team is that of judge or referee - eliminates any conflict of interest.
• Bring a team poster (optional) as a fun display of the team - this will be used for decoration in the pit area. We will display them on the back wall of the Gym, directly above the pit area. Be sure to include your team name & number and something relating to this year's theme (make sure they aren't too heavy to be held up with tape!)
• You are welcome to also bring a project board like used in science fairs (optional) that shows pictures of your team at work or related to your research project to put on your pit table.
• Bring a computer (hopefully a laptop) with your programs on it. We recommend battery backup. Also, we recommend having a backup of your programs on CD or thumb drive in case the unthinkable happens.
• Bring a power strip and an extension cord (at least 12 ft) for supplying power to your computer at the pit area table.
• Bring your robot.
• Bring your Mindstorms kit for making changes or repairs to your robot. Bring fresh batteries.
• When going to judging:
  • Bring a printout of your programs (preferred), or a notebook computer for the robot design judging.
  • Bring project presentation materials and any other documentation to the presentation judging.
• Bring a protective box to transport your robot and protect it as much as possible when carrying it
• Use a box or cloth (aka a garage) to cover the RCX robot and IR tower during program downloads. All RCX robots must be covered during RCX downloads. Do not use tape on your RCX.
• No Bluetooth - only USB for NXT equipment
• Bring your team members (make sure you know how they are getting to the tournament)
• Food and water will be sold at on site concessions at reasonable prices. All food sales benefit the Mission San Jose High School robotics club running the sale.
• Bring money to pay for food.
• We will not have a raffle this year.
• PLEASE: NO FOOD OR DRINK IS ALLOWED IN THE GYM OR THE JUDGING ROOMS

Competition & Scoring:

• Each team will attempt the robotics challenge in three separate rounds during the tournament day
• Scoring will be based on best score, with ties being determined by 2nd and 3rd best scores. Please review the scoring sheet that will be used.
• Judging will be done in 3, 10-minute sessions. Teams should be at their judging room no less than 5 minutes before their scheduled time.
• Judges may, at their discretion, exclude audiences from the judging rooms. We actively discourage any adults in the judging rooms as it changes the way that the team talks with the judges - which tends to put the team at a disadvantage.
• Each team has 3 Judging slots. These are for judging the team's Research Project Presentation, Technical Robot Design&Programming and Teamwork. There is an additional slot for practice on the one of the actual competition tables in the gym and this will be the only time that your robot will have on the competition tables prior to the Robot Performance rounds in the afternoon.
• Teams will be required to submit their robot and any attachments for inspection at the Robot Inspection Station during the day. Robots that have not passed inspection will NOT be allowed to compete.
• Participation pins will be given to each team.
• Make sure to review the latest Q&A posted on the FLL site for clarifications and official rulings.

What to Expect:

• Cancellations CANNOT be accepted unless we can replace your team with another team.
• There is a short mandatory coaches' meeting promptly at 8:30am - room to be announced - to give any last minute instructions and for coaches to ask any last minute questions. Please make sure that each team has at least one adult representative at this meeting if the coach is not able to attend. The head referee and head judge will be there. Note that we will not discuss table conditions at this meeting - the tables will be setup exactly according to the requirements from FIRST. During the morning (before competition rounds start), the team may talk to the head referee about the table setup if the team has questions.
• All judging will be completed in the morning and all competition rounds will be in the afternoon.
• Individual team schedules can not be changed. It is a convenience to the teams and their families to post them early - please don't make us sorry by requesting changes.
• Teams will be given 10-15 minutes (during their "Practice" session during the morning judging) to check the lighting conditions on the competition tables to allow for light sensor calibration. All other practice should be on the pit practice tables.
• The pit area is restricted to only team members and 2 adult coaches/mentors (and at most 1 youth mentor). Here's the layout [coming soon] of the gym that includes the pit table numbers.
• Officials will be wearing "CREW" Tags. NO OTHER PERSONS WILL BE ALLOWED INSIDE THE COMPETITION AREA EXCEPT DURING THEIR TEAM'S ROUNDS. There are no exceptions to this rule.
• Referees and Judges have the final say on all calls. If the team has a question about a score the team must bring it to the attention of the Head Referee immediately, before leaving the competition table. The head referee's decisions are final.
• Each team will be asked to sign off on the score sheet before leaving the competition table to make sure that the team agrees with how the round was scored. Please make sure that the team has picked someone that will review the score sheet and sign off on behalf of the team.
• The competition schedule is designed to be somewhat "relaxed". We encourage the teams to use the relaxed schedule to: watch other teams compete, tour the pit and see the other robots, practice their presentation, or make final tuning modifications to their own robot or programs.
• Coaches, team members and parents are asked to refrain from engaging in confrontations with any tournament officials. Such confrontations can lead to a team becoming disqualified and/or the coach or parent being barred from the tournament area.
• Remember that FIRST LEGO League is a kid-directed activity and all efforts should be that of the team members. We will have roaming judges that will look for both positive and negative team effort. Non-team members (coaches/mentors/parents) that are seen programming a robot, handling a robot, or similar activities will put their team in jeopardy of being disqualified. At a minimum, the activity will be discussed with the judges during award deliberations.
• Remember, EVERYONE working at the tournament is a volunteer and doing the best they can. Please respect them and let them know how much you appreciate their efforts.
• Please help with cleanup - in particular to help load trucks after the closing ceremony
• Number of teams competing: 24
• This event is open and free to the public. Please invite your teacher, your school board members, local media, friends and anyone else that you think might enjoy it. Note that the robot competition starts at 1pm.

Tournament Schedule

Emergency Contact Number for the day of the tournament is : (510) 517-8826.

Please make sure to check the web site for additional information and/or updates:

Mark Edelman and Jill Wilker
Directors, Fremont Regional FLL Tournament