Author Topic: Ongoing Checklist (2017 Version)  (Read 182 times)

Shreya C

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Ongoing Checklist (2017 Version)
« on: July 29, 2017, 09:46:11 PM »
General Information:
  • Determine date for BSB 2017Done, 8/30 — Our date is 10/21!
  • Contact NEFIRST for an FTA — Lou
  • Create team sign-upDone, 9/5
  • Determine registration cost—keep same as last year? want to break even, maybe increase accordingly?Done, 9/4, $150
  • Find out ship cost if using podsDone
  • Find out if both fields are in pods in this year (last year, they were not which resulted in an exorbitant cost for shipping)Done, only one is

Set Up:
  • Inquire about set-up time & other logistics about set-up — Lou
  • Avoiding the situation w/ the carpet last year--find out if they're part of the kit, and if not, see if there are either a) freebies, b) ones we can borrow from WPI/Northeastern/etc., or c) ones we can buy (and the cost if so) — Lou
  • Create better & MORE signs for better flow control — 10/17, unassigned
  • Confirm if tech crew can be available on chosen date — Shreya, waiting for response

Music:
  • Finalize playlist — 10/13, unassigned
  • Get DJ — 10/6, unassigned

Awards:
  • Determine whether we should keep the awards the same or change themDone, 7/29; keeping the same
  • Create trophies — Lou, a week before
  • Ask teachers to judge — mid-September, unassigned/general task

Food
  • Order greater supplies of donuts, diet soda, coffee cups — day before, unassigned
  • Print out order forms and place them with the food table (no digital forms) — day before
  • Determine a vendor — general, deadline tbd/li]
    • Have food for the volunteers + FTAs — day before, general
    • Make sure to have change + dollar bills — day of

    Advertising
    • Create a simpler billboard design — deadline TBD, unassigned
    • Create a twitter account and figure out how to display recently sent in tweets (for spectator interaction) — deadline TBD, unassigned
    • Create a better geofilter (not transparent) — deadline TBD, unassigned
    • Create a snapchat account and figure out how to display recent sent in snaps (or how to use the snapchat event feature...) — deadline TBD, unassigned

    Rule Changes & Displays
    • Periodically play game video & re-explain games for spectators who arrive after the opening ceremony — day of, emcees
    • Discuss potential rule changesFinalized, 9/4

    Activities: Sandy
    • Decide whether to keep the scavenger hunt or not, and if so, write easier riddlesresolved 8/5, keeping
    • Write easier riddles that involve more picture taking for the scavenger hunt — Sandy, 10/13
    • Advertise scavenger hunt more prior to the competition — unassigned, deadline TBD
    • Determine what kid-friendly activites we should have: SnapCircuits, lego racetrack, fleetbots, others? — resolved 8/5, keeping activities from last year the same
    • Build a stand for the lego racetrack — 10/18, unassigned
    • Invite other teams to present — 9/8, Sandy
    • Advertise activities more during the competition (using display, signs, etc) — day of
    • Find a better prize for the winner of the scavenger hunt — 10/16, unassigned

    T-shirts, Buttons, etc.
    • Determine how many shirts to make and in what distribution — deadline TBD, unassigned — need to discuss
    • Determine the vendor that we're going to to make t-shirts & the lead timeDone, 9/4 - CustomInk
    • Fix shirt design w/ updated info for 2017 — 9/8, unassigned
    • Make clearer buttons (rookie drive team, for instance) — deadline TBD, unassigned
    • Make a BSB button? — resolved 8/5, yes; to be handed out to teams & spectators as a souvenir
    • Create design for BSB button — unassigned, 10/6

    Volunteers
    • Determine more specific tasks for volunteers—help set up flooring for pits & field, help set up field, queuing support — resolved 8/5, see below list:
      • Get flooring for the large gym
      • Put flooring down in both gyms
      • Unload field parts from truck
      • Field reset—multiple shifts
      • Packing up and transporting parts back into truck
      • Queuing support
    • Contact NHSdone, 8/31
    • Create SignUp Genius and sign up volunteers — ASAP, Isha
    • Get referees early—get Redshift alumni to come back? — resolved 8/5, yes to using Redshift alums
    • Contact Redshift alums to be refs (make sure they know the rules of the game fairly well!) — Sandy, 9/15
« Last Edit: September 09, 2017, 07:04:42 PM by Shreya C »

Shreya C

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Re: Ongoing Checklist (2017 Version)
« Reply #1 on: August 06, 2017, 06:54:35 PM »
Updates from August 5th meeting
  • Still awaiting a reply from DiCarlo about the date--until then, not much hard scheduling can happen.
  • Discussed trophies--Peter can make a better winner's trophy, but we will be keeping the awards the same.
  • Discussed teacher judges--determined that we will be asking Mrs. Quillen & Mrs. Rodriguez to return as judges and ask other teachers as well. Will ask mid-September.
  • Beginning to scope out how much pizza each local pizza place can make. Alexey will be contacting each pizza house w/ an estimate (80 pizzas, w/ the assumption of 20 teams ordering at most 4 pizzas each--better to shoot high). Will compare each pizza house's prices & required lead times at our next meeting.
  • Determined that we're going to create a twitter account and snapchat account so that spectators can send tweets & snaps during the competition. Needs to be created and fully set-up before the competition.
  • Discussed potential rule changes, but did not reach resolution yet. Ideas include giving an extra gear at the driver station, allowing the human player to throw fuel into the high boiler in the last 15 seconds of the game, putting a dot at the center of the field, or simply foregoing a rule change.
  • Decided to keep the scavenger hunt, but make it a) simpler, b) spruce up the prizes a little, c) display clues, and d) make a lot of the submissions require pictures so that spectators are encouraged to use the snapchat filter more.
  • Discussed activities & decided to keep the same activities as we had last year; if we have more teams sign up, we will not have as much space anyway, and kids like open space, so better to allow as much space as possible.
  • Discussed making a BSB button and decided that we will. Need to create design.
  • Discussed roles for volunteers, determined what we can have NHS volunteers helping us w/ and what is more for robotics students.
  • Discussed whether we should have Redshift alums as refs--decided yes, need to contact.

Louis L

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Re: Ongoing Checklist (2017 Version)
« Reply #2 on: August 07, 2017, 05:33:27 PM »
re: trophy

What did we do for the winner last year? Was it very different than the other awards? I seem to recall it was just the same award but with different text ('you won!").

Keep in mind that setting a precedence can be a problem if you don't plan on doing it that way in the future. So don't make a fancy trophy if you don't plan on repeating it each year.

Shreya C

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Re: Ongoing Checklist (2017 Version)
« Reply #3 on: September 09, 2017, 06:36:25 PM »
Update from September 4th Meeting

This is extremely late--sorry for the delay!
  • Determined registration cost--$150
  • Debated + finalized different potential rule changes:
    • Fill the 4-gear rotor for alliances if playing 2 on 2
    • Give pilot 20 balls when ropes are deployed to shoot into the high boiler
  • Decided to nix the fancy winner's trophy + stick w/ last year's design, to make it easier for future years
  • Debated pizza orders (but now considering food truck?):
    • Vendor: either WHOP or Domino's
    • Determine a min # of pizzas to order
    • Decided that teams should give a # of pizzas when they register, which is verified by 10am 10/21 morning--can be changed up until that point
  • Debated t-shirts:
    • Color: decided to be maroon
    • going to figure out # of shirts + size distribution later, depending on our team's sizes
    • Vendor: CustomInk
  • Discussed activities:
    • Discussed scavenger hunt:
      • Find a better prize
      • Determined # of riddles to be 10-12
      • Submit via Snapchat (public + teams) --> need to create a Snapchat account (have to figure out how to make this work so we don't have to be friends with everyone)
    • FLL team demo as one of the activities
  • Determined # of tables + distribution: judges table, registration table, food tables, safety glasses table + 2 activity tables
  • Made note to double + triple up paper liners in pit
  • Signage outside--need to ask abt signs from WHS + changing the sign in the front on Main St
  • Need to get more refs signed up! 1 confirmed so far: Lucas
  • Get someone from our team to DJ

Louis L

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Re: Ongoing Checklist (2017 Version)
« Reply #4 on: October 03, 2017, 02:06:49 PM »
I picked up some paint today. TruValue donated two gallons of paint that we can use to make the signs on the A-frames. One is a light white-ish color and the other is brown-ish. They'll make a nice contrast. We have some other miscellaneous colors that we can add too.

So we need to scrape off the old paper as best as possible. It doesn't have to be perfect but there should be nothing that is not glued down. Then we paint a base coat over everything - paper or plywood. Two coats would be best. Finally we paint whatever message we need over the base coat. We should expect to do this over a few days in order to let the paint dry in-between coats. And let's be clean and not make a mess (or else you'll be on your hands and knees cleaning the floor!)

Louis L

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Re: Ongoing Checklist (2017 Version)
« Reply #5 on: October 12, 2017, 01:31:46 PM »
I have 25 tables on order from Taylor Rental (now Blackstone Valley Event Rental). They'll be delivered on Friday and picked up on Monday. They'll contact me next week to give me an approximate delivery time (varies with what else they are delivering that day).

A new issue - do we need release forms? I don't ever recall having students sign release forms when we attend BattleCry or BeantownBlitz. But we surely do so for FIRST events. So we may want to do this. Also have a statement regarding having your picture taken.