Hub Overview
New Hub Workshop
December 2-3, 2011
Hub Organization - Functions
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Budget & Financial Issues
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Sponsorship/Fundraising
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Hub Director(s) Duties
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Steering Team Roles
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Recruitment (Schools, Volunteers, and Champions)
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Technical Coordinators (3) – most critical now
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Playing Field Planning
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Awards & Judging Coordinator
First-Year Budget for 12 teams
Licensing fee (annual)
South’s BEST Team Fees ($500 / team)
Hub Development (web site, logo, etc.)
Travel for Hub Personnel
$2,000
$1,000 - $2,000
$200
$3,000 - $5,000
Playing field carpet & binding (share)
Consumables Kit ($175 X 12 kits)
Playing field materials (share)
Trophies / plaques
Equipment (ext. cords, tools, safety glasses & vests, etc.)
T-shirts (staff, volunteers & judges; sell extras to fans)
Hospitality (staff, volunteers & judges, comp. week)
$1,000 + $300
$2,100
$1,500
$1,000
$500
$1,000
$1,000 - $2,000
(meetings, trainings, competitions, conferences, field reveal, local, etc.)
Returnables Kit ($650 X 14 kits + extra parts)
$9,100
(optional, for teams during pre-season team trainings)
Printing (copies, posters, signs, banners, comp. programs)
Judges gifts (50-plus) (optional)
Miscellaneous
$500 - $800
$250
$1,000 - $2,000
(DJ, office supplies, competition supplies, venue &/or A/V equip. rental, etc.)
Estimated First Year Expenses
$25,150 - $30,750
Sponsorship/Fundraising
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BEST has established sponsorship levels and recognition
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Typical sources
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Industries (manufacturers in particular)
Space Grant Consortium/NASA/aerospace industries
Educational and community foundations
Local, county, state government (workforce development
$$)
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Companies are attracted to tax deductable gifts
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In-kind gifts are great sources for sponsorships
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Suggestion: ask for 3-year commitment for
$smaller$/per year – less challenging & more sustainable for
business, and provides reliable resources for hub. Once they are “sold” ask
for more.
Sponsorship Levels
Corporate
Platinum
Gold
Silver
Bronze
BEST Friend
$15,000 or more
$5,000 - $14,999
$2,500 - $4,999
$1,250 - $2,499
$500 - $1,249
Less than $500
The more the gift, the more exposure and recognition for
the sponsor
Hub Director(s) Duties
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Primary POC for BRI, sponsors, champions, and public
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Enforcement/compliance (maintaining BRI standards!)
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Board policies, game rules, kits, playing field, Awards & Judging
Oversight
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Planning
Budget, fundraising, and finances
Event coordination
Website oversight (BEST Inc. and hub)
Demographics & assessment
Steering Team Roles
Primary Steering Team Members
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Technical Coordinators
Kits and field
• Field electronics, scorekeeping, troubleshooting
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Awards & Judging Coordinator
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Field Boss
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Volunteer Coordinator (event personnel)
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Webmaster
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Media Relations
Recruitment
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Schools (sources)
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Host an open house/reception for teachers, administrators,
and board members
Present at statewide educational meetings
Volunteers (team mentors, steering team, event
personnel, judges)
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Faculty, staff, and grad students
Alumni
Sponsors
Civic organizations
State Dept. of Ed.
Local engineering professional societies
Marketing Professionals
Technology Professionals
Chamber of Commerce / Small Business Assoc.
Manufacturing Assoc. / Industrial Development
Newspaper article, community announcements on TV/radio
Recruitment (continued)
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Champions
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Manufacturing Associations
Engineering Councils & Professional Engineering Societies
• IEEE
• ASME
• SME
• INCOSE
Workforce, Economic, Industrial, and Community
Development boards
Society of Human Resource Management (SHRM)
Education – Local, county, and state school systems and
boards
Chambers of Commerce
Government – local, county, and state (legislators and
agencies)
Technical Coordinators (3)
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Returnables (most valuable asset) - Responsibilities
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Consumables - Responsibilities
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Purchasing and “kitting” equipment
Distribution at Kick Off Day
Kit return, inventory, invoicing, and refurbishment
Storage
Purchasing and “kitting” materials
Distribution at Kick Off Day
Playing Field - Responsibilities
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Purchase building materials
Construction
Insure specifications are met
Set-Up and Strike
Playing Field Planning
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Recruit reliable, detail-oriented builders early!
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CRITICAL: do NOT deviate from schematics (Why?)
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Final field schematics come out ~July 1
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Work a deal with Lowe’s / Home Depot
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Purchase (2) 30’ x 15’ (100 sq. yds.) pieces of commercial
grade carpet
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Suggestion: have the outside edges bound, leave center seam
unbound
Plan for storage, transport, and set-up
Awards & Judging Coordinator
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Recruit Judges
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Plan & Coordinate Game Week
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Recruit from same pool as “Champions”
Decide on optional awards
Design and purchase trophies / plaques
Judges orientation / training
Engineering Notebook judging
BEST Award set-up / space (Marketing Presentations and Exhibits)
Optional awards judging (web sites, videos, t-shirts, CAD drawings, etc.)
Scoring / Tabulation (recruit an experienced BEST judge to assist)
Awards Ceremony – photo quality set-up
Coordinate Regional Championship Advancing Teams
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Initial instruction packets ready on Game Day
Schools / Awards & Judging
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Detail-oriented, self-starter, organized, good
communicator (the “face” of the hub with schools)
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Maintains list / database of registered and potential
teams
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Provides information, updates, and event coordination
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Oversees Awards & Judging (Robotics & BEST Award)
• Judges recruitment , coordination, and training
• Event coordination (schedules, rooms, scoring)
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Insures accuracy and fairness
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Coordinates advancing teams to Regional Championship
Field Boss
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Coordinates Game operations (Pit, Staging, Scorekeeping,
and Referees)
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Final word on Game Rule decisions / scoring disputes
(must know rules!)
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Tracks rules updates, “Message Board,” and “Q&A”
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Coordinates referee training
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“Stands back” on Game Day and watches flow
Volunteers
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Event personnel
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Registration
Hospitality
Game (Head Ref / 4-8 referees; Head Scorekeepers / 2 assistants;
4 Staging; Pit Boss / 6-8 Pit crew)
Audio-visual (likely venue personnel)
Judging assistants (2)
Judges (depends on number of teams)
• 8-12 teams
• Robotics (6-10)
• Notebooks (6)
• BEST Award (3 x # of BEST Award teams)
• Marketing Presentations
• Team Exhibits
• Spirit & Sportsmanship
Other Roles
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Webmaster
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Event information (dates, locations)
Directions
Schools
Links to BEST site
Photos, publicity
Publicity
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Event - posters, program, media packet
Pre-competition newspaper promotion
Recruit newspaper and TV for Game Day
Post-competition results