MN FLL Tournament Directors
Tournament Site Requirements (32-team tournament)
- Gym or area large enough for 2 double performance tables, computers and spectators
- Pit area large enough for 32 teams and practice tables, can be the hallways or another gym.
- Concessions area, where teams can eat lunch.
- Morning Registration/Merchandise area, usually near the front entrance.
- Officials Room, large enough for judges and refs to eat in and close enough to the action
- 6 Judging classrooms/areas: 2 technical/design, 2 research, 2 core values
- Acess to pit tables for each of your teams, plus a minimum of 2 chairs each. In addtion you will need tables/chairs for morning check-in, computers, judging check-in, etc.
- Adequate parking
- Electrical requirements for pit and performance areas
- Access to needed AV equipment: screens, projectors, sound equipment, timer, etc.
Tournament Director General Checklist
2-3 months before
- Identify date for your tournament.
- Verify that site meets requirements (above)
- Determine with High Tech Kids who will be pulling the permit for your tournament site. Sometimes it is better for you to and sometimes it is better for us to.
- Pull permit!
- Determine if you need to use our performance HTK LEGO tables. (We have enough LEGO tables for 3 tournaments on the same day).
6 weeks before
- Confirm which rooms/areas you will be using for pit area, concessions, judging rooms, and registration
- Identify site contacts for day of tournament
- Identify custodian for day of tournament (your new best friend, please feed them and keep them happy)
- Identify what group will be selling concessions to teams at the site. Schools and high school robotics teams are often happy to do this as a fundraiser for their various clubs and activities. Contact High Tech Kids if you need help with identifying a group.
- Order adequate tables and chairs from district/school
- Secure needed AV equipment. High Tech Kids has cameras (if needed) and projectors.
- Attend High Tech Kids Tournament Director meeting and pick up supplies
4 weeks before
- Identify volunteers to help set up the tournament on the day before. You will need volunteers to help set up the gym, judging rooms, check-in stations, registration, building signage and label judging sheets.
- Identify volunteers to help with music (DJ)
- Identify volunteers to tear down the tournament, clean up and reset site back to how it was prior to the tournament.
- Notify the school district’s communications staff regarding media release approval and coverage of the event.
- Make sure the site is still reserved – don’t assume anything!
2 weeks before
- Contact all teams with basic information about the tournament (where, when, etc.).
- Prepare a site map with locations, and a blank list of where volunteers are needed.
1 week before
- Order lunch for Volunteers (20)
- Arrange for custodial staff before and after the event. Find out exactly who will be there with keys/access. Access to walkie talkies?
- E-mail teams with their schedule and all relevant logistical information, including directions, parking information, food services available, etc.
- Print forms
Day before tournament
- Provide change money for merchandise sales.
- Set-up tournament
- Test outlets, radio, audio in performance area, and scoreboard if you are using it.
- E-mail teams
Day of tournament
- In the morning have juice, water, coffee, donuts or other morning snacks, enough for 20 volunteers. (See if the concession group will provide coffee for the judges.)
- Check to see if things are running smoothly and answer questions.
- Provide lunch and beverages for Judges and Referees (20).
- Send email thanking teams
There are three types of volunteers for a tournament: HTK trained Refs, Judges and Computer Support, general volunteers you secure, volunteer parents from the attending teams.
Volunteers HTK secures
We are always looking to increase our volunteer pool - you have anyone that would be interested, have them sign up here
- Head Judge: oversees all the judges and referees, runs award ceremony
- Head Referee: oversees all the referees and makes final calls
- Computer Support
- 6 Trained Judges
- 4 Trained Referees
- Possible HTK staff
Volunteers you secure
- Friday night set-up crew (use high school volunteer groups and offer volunteer hours). You will need a group to set-up the gym, judging rooms, check-in stations, registration, building signage and label judging sheets.
- Registration, you will need 2 people to greet teams and check them in starting at 7:30am. (this should be a person familiar with the tournament day and site)
- DJ for the performance area
- Clean-up crew (use high school volunteer groups and offer volunteer hours). You will need a group Saturday or Sunday after the tournament to tear down and clean up.
Volunteers you secure but can use attending team parents
- Merchandise/Front Desk
- Data Entry
- Judging Check-in Stations
- Table Re-setters (some years this is not necessary)
Helpful links and documents
What HTK provides for Regional Tournaments READ THIS
List of Tournaments (let HTK know of any specifics you want listed for your tournament)
Sample emails to teams