Thank you for volunteering at the Manitoba Robot Games!
This page will give you the information you need to volunteer with the registration process. Please inform an executive committee member if you have any questions or suggestions.
What to bring on Game Day
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Reusable Water Bottle: Help us stay eco-friendly! Please bring your own water bottle. Refill stations are located throughout the venue to keep you hydrated.
Registration Process
There are two stations each competitor must go through to check-in their robot for the competitions:
- Check-in – confirm online registration, check/correct information and initial as verification, accept payment, issue receipt and wristband, mark as paid.
- Measurement: “Jigs & Scales” – check size and weight requirements (and any timing requirements – e.g. for autonomous robots).
Ring Assignment is done on the main computer (not at Registration) after a competition’s registration has closed. Competitors are provided their ring assignments by the judges when they report at competition start.
Check-in Station
Equipment that will be at the Check-in station:
- cash box
- square terminal
- pens, highlighter
- participant payment sheet
- pad of paper
- wristbands
- games schedule, whiteboard, stand, markers
Competitors will check in here first, and may or not have brought a printout of their registration information – we do not collect paper copies anymore.
Prior to Opening Check-in Station
- Set up whiteboard on stand, add registration start and end times for each competition
- Post large poster of games schedule on wall at front end of registration desk
- Count cash float and organize cash tray
- Complete appropriate sections of receipts (Date, receipt #, payment to ‘Manitoba Robot Games’, etc)
- Ensure Square terminal(s) are working
I. Confirmed Competitors Procedure
When a confirmed competitor comes to the Check-in desk, the following steps are to be used.
- Identify the Robot – Ask the competitor his/her robot’s name.
- Locate the robot on the registration system.
- Ask the competitor to view and confirm accuracy of all information.
- If corrections to the robot’s/competitor’s information are required, correct any errors (any corrections should have been made before receiving confirmation, but errors/changes do happen). If a correction is required, update the entry in the electronic system.
- If a coach states one of their competitors is not there, select the robot as withdrawn and do not delete in case they show up or are in a competition.
- A sticker identifying the robot needs to be applied to each robot. This will either be performed at the Check-In or Measurement station, depending on the availability of volunteers.
- Take Payment – The registration system will indicate the amount owing by the competitor. Accept payment and place the money/cheque in the cash box provided. Cheques are to be made out to ‘Manitoba Robot Games‘
- BULK PAYMENT-It is possible that a teacher will be making a payment for a number of students, and possibly in a variety of competitions, with one cheque (“bulk payment”), so payment for individual robots may be deferred until later – in which case do NOT mark as “Paid” in the registration system. The coaches should have a list of all robots for which they are paying. Write the school’s name on a piece of note paper & indicate each robot that is checked in (as they are checked in) for each category, e.g. 5 MST + 1 PSA + 1 TP. The coach can pay the total amount for all school robots at a break in the registration period, later. Be sure to bring this to the attention of the executive committee member that is supervising the registration.
- Mark as Paid – If the competitor has paid the fee, mark as paid in the registration system and on the router sheet. Direct the competitor to the next station for jigs and scales, ask the payee if they want a receipt (if desired). Print it out on the square terminals, you can email them a copy as well, need to input the email address on the square terminal to send it.
- Issue a receipt to the competitor (if desired), and to the teacher/supervisor (most school group leaders will need one).
- Give a wristband to each competitor/team member(s) and one coach associated with that robot. Wristbands are only for the builders & operators of the robot, not for parents, siblings, or friends. Coaches may also get a wristband, but not coaches’ family.
Note: the wristbands allow access to a secure & potentially dangerous area. We wish to limit access to only those who need to be there. - Ask the competitor to move to the Jigs and Scales table for measurements.
II. Walk-Ups Registration Procedure
When an unregistered (walk-up) competitor comes to the Check-in desk, the following steps are to be used.
- The number of players we can take has been predetermined for each event. Contestants have already been placed into the slots available. <<<add instructions for determining which events can take any additional entries & how many, using the registration system.>>>
- Once you have determined that the robot can be accommodated in the competition, enter the robot into the empty space allowed in the computer registration system (spreadsheet).
- Continue from step 4 of the instructions for Confirmed Competitors.
III. No-Shows & Scratches
We will not be filling no-show & scratch spots after an event’s registration closes, since it will delay the match starts. Competitors in these matches will be getting a bye to the next round.
No shows will be marked as withdrawn on the check-in system. After registration has slowed down, re-check the registration list for each competition to ensure all the robots have checked in. If someone is still showing as not checked in, contact the emcee and have them announce the name of the robot and to come to the registration desk to check in.
Measurement Station: Jigs and Scales
Robots must be weighed & measured to ensure compliance with the requirements.
Your station will have the following basic equipment:
- An electronic scale, with a adapter to support larger robots,
- a labeled acrylic box (called a jig) or a mylar band,
- a set of weight/size stickers (may be at Check-In),
- a package of large coloured circle stickers, and
- a list of the weight restrictions for the various robots.
- a scratch board.
- other jigs (3d Printed, etc),
- a ruler (in case of missing jigs),
- a stopwatch (or use a phone timer, for Autonomous robot start delay measurement).
- a wooden block (for MSA, see below).
Prairie Sumo Tethered Note:
- In past years, a tether loop was marked using a grooved acrylic jig & tape and loosely held by an elastic band. This step is no longer required.
…add a summary of criteria /requirements for each competition…
Typical Procedure
Robot compliance with the various requirements is denoted by giving each required criteria a ‘pass’ in the registration system.
| Item | Specifications | Source | Notes | ||
|---|---|---|---|---|---|
| Equipment on Loan | 40 tables, 60 chairs, podium, 4 coat racks, 6 garbage cans (pit, volunteer, 2 spectator doors, judges area, 1 between bleachers), extension cords | Tec Voc | |||
| Extension Cord Covers | to prevent extension cords from posing trip hazards. | Trailer | |||
| Stopwatches | Loaned | John Henderson Junior High School | |||
| Stage | 6 – 4’x8′ sections with legs. 2 staircases. | WSD #1 | Herb to arrangement with Board Office for loan. A helper is needed to get it out of storage & load it on Ian’s truck. | ||
| 2 wheeled moving dollys | 2 x standard loop handled 2 wheeled moving dollys. | 1 belongs to Herb R., and the other to Ian E-O | |||
| 4 wheeled moving dollys | Open framed dolly on casters. | Herb has 2 and 1 is in the trailer | |||
| Jigs and Scales | various | 2 scales kept in Ian’s basement (Freezing is not ideal for the Scales) and Herb has one. | |||
| Sumo Playing Fields | 8 x 60″ diameter playing fields | MRG manufactured | Permanently located in MRG trailer | ||
| Mini Sumo playing fields | 19 x 30″ diameter playing fields | MRG manufactured | All but 3 are in the MRG trailer the rest are in Herb’s basement | ||
| Tractor pull track and sled and weights | One track in three 10′ sections | MRG manufactured | Track and weights in MRG trailer, Sled in Ian’s Office | ||
| Super Scramble Rookie | SSR, two 8′ sections | Batteries and controller in Blk. tool box, kept in Ian’s basement. | |||
| Super Scramble Light(SSL) & Heavy(SSH) | 13, 2’sq. modules in cardboard box in front of trailer. | controller in blk. case. Requires 110vac, kept in Ian’s basement | 3, steel stud cable raceway in MRG railer | MRG manufactured | Field and Gates in MRG trailer, controller kept in Ian’s basement |
| Line follower field | 4 pieces 4′ sq. | MRG manufactured | Permanently located in MRG trailer | ||
| Scoreboard framing and white sheets | MRG manufactured | Permanently located in MRG trailer. Curtain at Herb’s | |||
| Table cloths and skirts | Permanently located in Herb’s Basement. | ||||
| Robo critter playing field and targets | MRG manufactured | Permanently located in Herb’s basement | |||
| Sound System | 6 monitors and 3 RF microphones. | Bulldog Sound | |||
| Stanchions | MRG manufactured | Permanently located in MRG trailer | |||
| Electric Cooler | 60 L travel cooler with 120V plug in. | Borrowed from Linda Reynolds | Give to Lesley a week before games. | ||
| Food | cold cuts, bread, fruit plate, veggies & dip, mini Danish, muffins, juice, napkins, plates, cups Water: 2 jugs & dispenser Kettle | Give # of mouths to feed to Lesley a week before games. Herb supplies:- Timbits, Coffee Urn, Tim Horton’s Coffee or better. | |||
| Food Vendor | A hot dog cart is able to setup in the school canteen or outside. | ? | |||
| Banners | 2 x roll up MRG banners for podium | Permanently located in Herb’s basement | |||
| 1 x exterior 4’x8′ plug brick clips (in the tube) | ? | Permanently located in Ian’s basement | |||
| Volunteer Schedule | |||||
| Signage | • 11 x 17, signs with the words: ◦ Contestants Only ◦ Volunteers Only (3) • 7 Games Schedules 11 x 17, same size as poster (4 for spectators, 1 for pit area, 1 for volunteer area, 1 for judges area) • 7 copies of schedule 8 ½ x 11 (1 for registration table, 1 for cash table, 1 for Linda,1 for Jelena, 1 for Herb, 1 for podium, 1 for Head Judge) • 2 List of Volunteer Assignments (get from Jelena/Bruce) | Ian | E-mail list of printing to Ian | ||
| Scoreboards | Round Robin & Playoffs Non round robin events Markers Paper clips to fasten them to the divider?? | ||||
| Trophies | 1 per event. Stainless Steel with 2″ x 8″ x 3/8″ powder coated steel bar attached to base for stability. Ian has dwgs. | MRG manufactured with engraved plates by Chapellaz Trophies | Spare trophies are in MRG Trailer. Current Trophies are on loan to the winners for 11 months | ||
| Plaques | 3 per event walnut finish 5″ x 7″ with 10cm x 15 cm Gold on Black laser engraved plate for 1st, 2nd, 3rd. place | Chapellaz Trophies | |||
| Prizes | PST, MSR, MS1, MS2, MS3, TP, SSA, SSB, & JC (1st)$100 Cash (2nd)$50 (3rd)$25 NXT (1st)$150 Cash (2nd)$100 (3rd)$50 PSA, MSA, LFA, (1st)$200 Cash (2nd)$150 (3rd)$100 | MRG funds | Cash is placed in a printed envelope listing event & prize designation. Any prize donations from Active or others will be assigned from the most technical to least technical. This needs to be prepped by 2 people with access to BMO, we need more than one person to get the money out. | ||
| External organization displays | Herb retains these. | ||||
| Registration stickers | Avery #5472 Labels | Printing is done with data produced from registration system. | |||
| Blank award certifications | in 4 colours. | For participation, volunteers sponsors and winners. | |||
| Registration materials | Elastics, pens, scissors, paper, stickers, coloured tape, stampers, extension cords | Herb | |||
| Forms | Trophy receipts Winners T-shirts RC registration Workshop interest, Kit sales Router Sheets | Ian prints them. | |||
| Curtain | tarp of ?’ x ?’, rope of ?’ length, upright of height. | Was Ian’s and no longer required | |||
| Volunteer lists | Volunteer Coordinator | ||||
| Wrist Bands | Bert | Used to denote those allowed in pit area. | |||
| Training | |||||
| Floor Plan | |||||
| USB Charging Station | A USB charging station with at least 3 ports, with at least one of each of the following cables: Thunderbolt USB-Micro USB-C | ? | For Volunteer and Executive members to charge various devices. | ||
| Comfortable Chair | Suitable for long-term sitting. | Ian | For operator of the Mac for production of certificates and other documents | ||
| Data Projector | Short throw at least XGA resolution. Capabable of making at least an 8’x8′ projection. | Dave Thornton | Overhead data projector to display games information. | ||
| Web Consoles | At least 6 devices capable of running a web browser released within the last year. At least 2 of the 6 devices to be portable | Gathered from various executive members | Used to access the registration system | ||
| Overfloor Cord Protectors | 6′ long, Yellow/black ABS material. | ? | For protecting power cables in the pit area and from stands to competition area and into RC area | ||
| Point of Sale Device | Able to access VISA or MASTERCARD. | Ian/Square and iPad | For accepting payments at robocritter and registration desk. | ||
| Internet access | For use with point of sale device. | Get the Wifi passwords for the venue. | For accepting payments at robocritter and registration desk. | ||
| Building Permits | For all the three times. | Ian / Herb | Don’t forget to book the times! | ||
| Printed registered competitors list | For all competitions | Generated from online registration system | As a backup for the check-in system. | ||
| Square payment system and tested device | For accepting credit card payment | Kept with Alex, Alan and Michelle | Ensure that a device is identified, paired and tested before the games. | ||
| Various power cables. | For powering of various devices. | Kept with Herb’s house. | Need an exact count and length. | ||
| Walkie Talkie Radios | Communications during the games | Kept with Alan’s house. | 3 Radios, batteries and charger. | ||
| T-Shirts | Ordered from Gildan by MB Robot Games | How ever many you need for volunteers. |
- A competitor will bring their robot to the table. Check for the current year’s sticker, and apply if missing (may have been done at Check-In). If applying the sticker to a metal surface, a degreasing wipe may be required first.
- Ask the competitor if they use Li-Po batteries and apply coloured round sticker to both the robot and all battery pack(s) if so. This indicates they must charge in the designated LiPo area – not in The Pits.
- For all sumo bots, perform a scratch test before proceeding with other measurements to ensure that it will not damage the playing fields. A rectangle of playing field material (“scratch board”) is at your station. Place the robot on it & push the robot back & forth to see if it scratches. If it does, send the student to the pit area to repair the offending area. If it passes, proceed with weighing & measuring.
- Weigh the robot on the scale. If the robot is overweight the competitor must go to the pit area & remove some weight. If the robot is too light & the competitor chooses to add weight, the robot must be reweighed before the ‘pass’ is logged in the system. Controller and cable are not included in the weight limit. If the battery pack is onboard the robot during the competition, it must be weighed with the robot.
- A flat acrylic jig is available to accommodate larger robots on the scales. Rezero the scale before making the measurement.
- When weight restriction is met, select ‘pass’ for weight in the registration system.
- Measure the size of the robot:
- Using a Jig: Robot is placed in the jig (an acrylic box) or measured. The controller is fed up through the box first. Then the box is lowered over the robot. The jig must fit completely over the robot. If the robot does not fit, the competitor must go to the pit area to make adjustments & return to be measured again.
- Using a Circumference Band: The circumference band is wrapped completely around the robot. The magnetic bars must close completely. If the robot does not fit, the competitor must go to the pit area to make adjustments & return to be measured again. It may be necessary to place the robot on blocks prior to measurement to ensure the band sits properly around the circumference.
- When the robot has passed all required size constraints, select ‘pass’ for size in the registration system.
- For Autonomous robots, use a stopwatch or timer to measure the required delay from activation to motor start. Have the student hold the robot or place it on blocks so that it does not move during the test. Count down so that you both start at the same time.
- When all required criteria have been marked passed, the robot should appear as “Measured” in the registration system
- Inform the student that they have completed registration and will receive their ring assignment from the judge when the competition is called.
Special Circumstances
- Robot fails a requirement:
- Send him/her to the pit to make adjustments. Inform the competitor to return directly to this station (not back of the line). When they return, recheck the robot and mark it in the registration system. Registration is not complete until all requirements are met.
- Mini Sumo and Line Follower:
- Mini sumo has no size limit and line follower has no weight limits.
- Lego (NXT) and Robo Critter:
- Not checked at Jigs & Scales.
- Mini Sumo Autonomous:
- If the robot is significantly under the weight limit, they will likely not have enough traction to be competitive.
- The robot should be able push the wooden block provided on a scratch board. If not, strongly encourage them to add weight and reweigh (not mandatory for them to add weight).
- Registration System Missing Criteria:
- If a competition does not have the correct set of criteria enabled to mark pass/fail for a competition (ex. missing “size”), then
- Consult the system administrator or MRG Committee Rep that is running Registration. They will be able to live change the list of criteria required for a competition in the system.
- Final Reweigh
- Before the finals for a given competition, all robots participating in the finals must be reweighed to be ensure that they have not been modified since the check-in. It may also be necessary to weigh the winning robot immediately after the final at the request of other competitors.