DaVinci Days BBQ
July 2011
WHAT: CV Robotics hosts a BBQ at a Corvallis park on the morning of the DaVinci Days
scrimmage. CV Robotics provides the burgers (beef and veggie) and plenty of side dishes;
some of the local teams will bring side dishes or desserts. The purpose is to provide a venue
for students, parents and coaches to meet and mingle with other local teams before the
scrimmage. It also provides a good meal for the out-of-town teams before spending the
entire afternoon at DaVinci Days.
WHO: All Oregon Robotics teams are invited to the DaVinci Days scrimmage; check with the
CV team coach regarding what teams plan to attend. Any team that will be participating in the
scrimmage should be invited to the BBQ.
WHEN: Saturday morning of DaVinci Days weekend
 9:30: Set-up at the site – sweep, wipe down tables, organize. Ice down the drinks if not
already cold.
 10:00: teams arrive. Direct people where to put the food they bring. Start the charcoals.
 10:50: start cooking burgers
 12:30: Clean up
 1:00 Leave the site and head to DaVinci Days
TO DO:
Up to one year in advance:
Reserve the desired picnic shelter from 9 to 1 pm on the Saturday of DaVinci Days
weekend (third weekend in July, but you can check www.davincidays.org ) MLK park
offers ample seating in a covered barn, and because the tables are clustered in the barn,
it provides a better space for interacting. Lions shelter at Avery park is also good, but
teams will tend to spread out.
3 weeks in advance of the BBQ:
 Work with the Executive Committee member that handle the Robotics team finances to
get POs for Fred Meyer: one for $400 (???), one for $200 and one for $100. Denise
Purdy (CV Bookkeeper) is only at CV one day per week in the summer and may need
time to process the POs. Don’t let this slide till the week before.
 Send an e-mail invitation to the BBQ to the team coaches (or designated contact) that will
be attending the Scrimmage. Ask for a response with the number of people that will
attend by 3 days before the BBQ (adjust this date to your comfort level). Be sure to
provide a link to the location. (see sample invitation below)
 Send an invitation to the CV Robotics Parents and students; be sure to invite the incoming
freshman that may have expressed interest at the open house sign-up. Remind the CV
students and parents to bring a dish to share with 6-8 people.


Get 2-3 other parents to help you – the more help, the less work for any one person….and
better chances that things won’t be forgotten. Put the call out for large coolers or other
supplies that will be needed.
Be sure you have enough freezer space to store the burgers and veggie burgers if you
buy them the day or two before the BBQ.
1 week before the BBQ:
 Contact teams that have not provided a headcount. We don’t need an exact number, an
estimate will do (10? 15? 20?)
 Provide a map to the location (Google link) for all visiting teams.
 Send a “reminder invitation” to all the CV parents and students; remind them to bring a
dish to share.
Day or two before the BBQ
 Using the most recent headcount (CV Robotics coach can help with this estimate), shop
for the food and supplies at Fred Meyer using the smallest PO you can.
 Keep all the frozen food frozen until the day of the event, and stored in a cooler at the
event.
Day of the BBQ
 Buy ice for the drinks
Set up for the BBQ:
 Sweep the floors of major debris
 Wipe down the tables
 Set up clean-up containers with labels (cardboard signs work well)
o Refundable cans and bottles
o Compostable
 Paper plates
 Napkins
 Food waste
o Plastic utensils (to be washed and re-used)
o Recycleable material
 Cardboard
 Clean plastic containers
After the BBQ:
 Clean up the picnic shelter and area; haul out the compostable trash
 Take back unopened food to Fred Meyer for a refund.
 Leftover soda, snacks, plates and utensils can go to the Robotics room for future use.
 Some leftover soda can go with the team to the scrimmage.
 Get all the POs, receipts, etc to the Financial person on the Exec Committee.
Supplies:
 Push broom, dustpan
 Bucket, soap and rags for wiping down tables
 Charcoal – 1 bag per grill (1 grill will easily handle food for 50) An extra bag can always
be returned to Fred Meyer.
 Lighter
 Grill utensils (wire brush for the grill, tongs, burger spatulas, etc.)
 Canopy (or two) in the event of rain or hot sun – for the grillers
 Plastic Tablecloths to cover the serving tables
 Platters for bringing Hamburgers, veggie burgers to the table
 Paper plates (Leftovers will be used in the Robotics room at CV)
 Napkins
 Plastic spoons and forks
 Extra serving spoons
 2-3 large coolers – Have a few parents bring extras.
 Ice for coolers
 Large trashbags
 Rubber gloves
Food:
 To make it easy, burgers only, no hot dogs.
 Burgers. Estimate the number of people, then buy 120% of that number of beef burgers.
Unopened packages of burgers can be returned to Fred Meyer, or a parent will buy them
at the end of the day. There’s no down side to buying plenty of burgers.
 Veggie burgers: 8 veggie burgers per 50 people. Fred Meyer will take back any
unopened packs, so buy a bit more if in doubt.
 American cheese: ~75% of the burgers will be eaten as cheeseburgers.
 1 Large ketchup will cover ~100-120 hamburgers
 1 large mustard will cover ~100-120 hamburgers
 sliced tomato (kids generally won’t want tomato)
 sliced onion (1 large onion worked for 50 burgers)
 Soda: assume 2 cans per person; more if it’s very hot. Extras can be put in a cooler and
go to the scrimmage, or stored in the Robotics room.
 Water: 24 per 50 people, more if it’s very hot.
July 2011
Weather was rainy and cool (low 60’s). The scrimmage was cancelled due to the possibility
of rain and the wet street. The only teams that showed up for the BBQ: CV (duh!) CHS,
SWARM, PHRED, Santiam Christian. The headcount was roughly 18 adults, 35 students.
MLK park was a great venue: covered barn, and because everyone was seated fairly close
together, there was more intermixing between the teams.
$220 was initially spent on food and supplies; $40 of food was returned to Fred Meyer,
so the net amount spent was $180. A lot of leftover items (plates, napkins, utensils, soda,
water) were stored in the Robotics room for use at future events.
Food bought and used:
Item
Amount
bought
Pepsi
24 cans
Diet Pepsi
24 cans
Root beer
24 cans
water
24 bottles
Mt. Dew
48 cans
Burgers
48
Veggie Burgers
16
Amount used
(estimate)
12
12
10
12
20
36
8
Hamburg buns
Hot dogs
48
56
48
32
Hot dog buns
56
24
Flyer used for July 2011 on next page.
Comment
All leftover soda was stored in
the Robotics cabinets
Sold a 12 pack to a parent
Returned unopened boxes to
FM; parent took home 2
burgers (open box)
Used them all.
Returned unopened packs to
Fred Meyers
Returned unopened packs to
Fred Meyers
DaVinci Days BBQ and Potluck
When: Saturday July 16th
A Robotics gathering, Hosted by Team 955
Where: Barn at MLK Park, Walnut Blvd, Corvallis << NOTE NEW LOCATION!!
Gather at the Barn at 10:00am, lunch at 11 and then
caravan with everyone’s gear to the Robotics exhibition
at 12:45pm. There is plenty of parking at the park for
Robotics trucks and trailers.
Team 955 will provide hot dogs, hamburgers, vegiburgers
condiments, drinks plates, forks, etc. Robotic parents should bring a
side dish to share.
RSVP to Jim Sackinger at [email protected], or call 541-231-3754.
Directions to the Barn at MLK Park
The Walnut Barn is located in Martin Luther King Jr. Park, on the west side of Walnut Boulevard. The park is
located approximately 1 mile west of Witham Hill Drive, or 2 miles north of the intersection of 53rd Street and
Harrison Boulevard. The park is # 17 on this park locations map (PDF).