Registration Volunteer Duties

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

• 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:

1. Check-in – confirm online registration, check/correct information and initial as verification, accept payment, issue receipt and wristband, mark as paid.
2. 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

1. Set up whiteboard on stand, add registration start and end times for each competition
2. Post large poster of games schedule on wall at front end of registration desk
3. Count cash float and organize cash tray
4. Complete appropriate sections of receipts (Date, receipt #, payment to ‘Manitoba Robot Games’, etc)
5. 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.

1. Identify the Robot – Ask the competitor his/her robot’s name.
2. Locate the robot on the registration system.
3. Ask the competitor to view and confirm accuracy of all information.
   1. 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.
   2. 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.
4. 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.
5. 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‘
   1. 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.
6. 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.
7. Issue a receipt to the competitor (if desired), and to the teacher/supervisor (most school group leaders will need one).
8. 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.
9. 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.

1. 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.>>>
2. 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).
3. 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.