Prior to broadcast

  • Set up and check-in 8:30 for small number of team members
  • Set up areas to meet for Game Design, refs, safety, scoring
  • Whiteboard with important meeting times and locations and general schedule at check-in
  • Safety Team - (mentor and 3 students) Look at field and figure out safety rules needed to play the game and how to make the game safe - work with Lee and Tom from Planning Committee
  • Create alliances at 10:30 using check-in information
  • Post alliance assignments on whiteboard (use post-it notes during initial alliance planning)
  • Post the Match schedule on whiteboard with alliance team #s listed

After broadcast

  • Print several copies of game rules for game design team - printer set up in lobby by Planning Committee
  • Gather game design team and start brainstorming
  • Game design consults with Safety team
  • Score team tweaks program with input from game design team
  • head ref trains other refs after input from game design team

Post Kick-Off

  • Input evaluation forms
  • Write up evaluation results
  • Put evaluation results on wiki
  • Send evaluation results to Marie
  • Update Wiki and website - start post event page

Contact people
Lee Barger - game mock up, is it going to be safe?
Marie - Team sign ups for HPG and materials provided by NC FIRST, forward emails to teams with our 'help needed list'


Game Design Group (PyroTech: Rob, Karen, Linda, Adrian; 3737 Neal?; )
  • 2 tables long sides together
  • 8-10 chairs
  • whiteboards
  • markers, erasers
  • laptop - rule maker
  • extension cords
  • power strip
  • copies of rules
    • for each design team member - very important
    • head ref and score table as well
  • Actions
  • print many copies of robot and game rules right after animation (Karen - Angie's computer was set up with printer)
  • quick read through of rules individually
  • talk with safety - any major issues that need to be addressed
  • game walk through - what are the main points
    • how to do the end game?
    • how to limit fast movement - for safety

Safety Group (PyroTech: Rick Beasley?; YETI students -- 4?)

  • pool noodles
  • tape - lots
  • whistles
  • safety vests

Refs Group (PyroTech: Adrian/MHM; volunteers)

  • ref shirts
  • whistles
  • head ref - coordinate with game design team and then train other refs
  • more to do - too much down time for some of the volunteers

Game Elements Group (PyroTech: Kevin)
  • had lots of unused materials as usual

Scoring Group (PyroTech: Ben, Stephen, Bryson, )

  • 2 tables and 4-6 chairs
  • projector powered and ready to go - extension cords taped down, etc.
  • projector screen
  • scoring area clearly marked - no spectators in front of scoring station or within 10' (too distracting)
  • power available for multiple laptops
  • whiteboards, markers, erasers
  • flexible program created with Java prior to game - editable on-site
  • create scoring sheets for each match did not do in 2013 - probably good idea -
  • keep score for each team
  • printer - possibly used to print scores
  • do we want scores input onto wiki? would this information be useful? if so, need a dedicated couple of volunteers to document and make notes about each game - ie mentor game, make-up of alliances, etc.
  • Understand points and scoring - need quick training from game design team

Alliance Set up Group (PyroTech: Nyssa)

  • match schedule set up ahead
  • alliances spreadsheet ready for input
  • need data after check-in to create alliances
  • use sticky notes to place teams into alliances
  • fill in spreadsheet with team numbers for alliances - for use after event
  • write up alliances onto whiteboard schedule

Queuing (PyroTech: Kyle M)

  • lots of gaffers tape - preferably blue and red
  • great to demarcate the queuing lanes - kept the spectators out of the designated areas
  • yellow pinnies to denote queuers
  • note cards to pass notes to announcers
  • *need to announce 'match # playing, queuing mathc #

Information table, sign in, FAQ answerers Group (PyroTech:Fiona)
  • check-in sheets - teams, volunteers, mentors
  • writing utensils
  • white boards and markers
  • large whiteboard signage
  • printer
  • button making materials
  • tape
  • all of the random supplies needed