Manitoba Robot Games

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.

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
  • receipt book, 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.
  4. Direct the competitor to the next station for payment.
  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 a wristband and receipt (if desired).
  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. (Volunteer dependent) – 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.
  10. 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.

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.
    1. A flat acrylic jig is available to accommodate larger robots on the scales. Rezero the scale before making the measurement.
  5. When weight restriction is met, select ‘pass’ for weight in the registration system.
  6. Measure the size of the robot:
    1. 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.
    2. 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.
  7. When the robot has passed all required size constraints, select ‘pass’ for size in the registration system.
  8. 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.
  9. When all required criteria have been marked passed, the robot should appear as “Measured” in the registration system
    1. 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.