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
Sample emails to teams