From: "Walt Mayberry" <wmayberry@gmail.comt>
To: All_Sun_coaches
Cc: Organizing_committee
Subject: Hilhi ORTOP FLL - Sun, 12/13 Final Tournament Reminders
Sent: Friday, December 11, 2009 11:58
We are down to the final day before the tournament. Soon the real fun begins. I am sure all your teams are rushing to put the final polish on their robots and project presentations.
*** In Case of Bad Weather ***
Winter is arriving in Oregon. You can check Hillsboro weather here:
http://tinyurl.com/55tumk
and Metro road conditions here:
http://tinyurl.com/rhyu4
At this point, NWS predicts we will have thawed out and be into rain by Sunday. There is some uncertainty, so any updates will be posted on the Hilhi tournament website late Saturday and by 6 am on Sunday. In the end, you should decide what is best for your team.
http://hilhi.ortop.org
Here are a few very important points from the Coaches' Packet:
*** Check-In Process ***
You and your team should arrive at Hillsboro High at 9 am for check-in registration. You should all arrive and check-in together. A volunteer will review your team information with you and escort you to your Pit Table where team members will fill in their name badges. You must have a name badge to be admitted to the Pit Area. If some members of your team arrive
late, have an assistant coach wait outside to meet them with their name badge.
Bring signed FIRST Release and Consent form for each kid and adult checking-in! Blanks can be found here, if needed:
http://hilhi.ortop.org/2009/coaches_packet/e_QT_2009-10%20FIRSTConsentFormFinal.pdf
http://hilhi.ortop.org/2009/coaches_packet/e_QT_2009_2010SpanishConsentForm.pdf
*** Coaches Meeting ***
The mandatory coaches' meeting runs from 9:35 - 9:55 am. We will review the flow of the day, tournament rules and answer any last minutes questions. You will be provided a map on check-in that shows the location. Your assistant coach/mentor should stay with your team in the Pit Area and prepare them for the first events which start at 10:05 am..
>>>>> Other important things to know:
*** Security ***
Only teams and pre-registered supporting team adults can enter the Pit Area, however you should not consider this area secure. One of your supporting adults should stay in the Pit Area at all times to watch over your table and possessions.
*** Schedule ***
Your team's detailed competition schedule is posted on the Hilhi tournament webpage at:
http://hilhi.ortop.org
This is provided as a convenience for parents who want to know exactly when during the long day their kids will be competing. It also allows you to anticipate your competition day. All teams are expected to check in at 9 am and remain through the Awards Ceremony.
We have a very busy, packed day. It must run on schedule. We will synchronize watches in the coaches' meeting and all events will start on time. We run by the clock. If your team is late, they miss their slot.
There will be opening announcements at 10:00 am this year, but no Opening Ceremony. Events start at 10:05 am. Teams should remain in the Pit or head to their first events during the announcements. We are doing all we can so shorten the day.
If your team is one of the first to compete, it will be marked on the outside of your check-in registration packet. If you are first up for Table Competition, be at your Pit Table at 9:55 am ready to be escorted to the On Deck Area. If you are first up for a Judging session, arrive at the Judging check-in area for your panel by 10:00 am. The first four Table Competition round teams receive early Practice Table access from 9:10 am - 9:50 am.
*** Post Competition Entertainment ***
After completion of the robot table competition and judging rounds, it takes about 30 minutes to rollup all the ranks and complete award determination. During this time, various activities are available to engage your teams:
- 2 teams will be asked to give their project presentations
- tours of the Hilhi TechEd labs
- Segway human transport rides
*** Guests ***
Our tournament is free and open to anyone who would like to watch. Guests are welcome at the Award Ceremony. They can also observe the robot competition rounds, practice tables and Project Judging. Guests are not allowed in the Pit Area, Robot Design Judging or Teamwork Judging. All child guests must be supervised. Share your team schedule with guests so they know when your team is competing during the long 7-hour day.
*** Food ***
Some food such as pizza, snacks and soda will be available for purchase at the Hilhi student store. You and your team members may also pack a bag lunch and snacks. A map to local areas fast food is posted on the tournament webpage. Food may be eaten in the Pit Area, just protect your robots and other gear.
*** Cell Phones ***
Some cell phones don't work effectively inside Hillsboro High. You may need to step outside to receive or make calls.
*** Photography & Video ***
You and parents are welcome to take pictures throughout the tournament. You may not use flash or flood lights around the competition table or in the judging sessions. You must stay outside the blue lines around the competition tables and in the designated spectator area in the presentation judging room. The practice tables and the presentation practice room are very good places for photos.
Note that the IR sensors on some camera may interfere with your RCX computer's program. As a precaution, we recommend you always shield your robot IR sensor with black tape except when you are programming it. If you are using the new NXT computer, disable Bluetooth and use a USB cable to program your computer.
*** Tournament Volunteers ***
Thanks very much for helping to recruit volunteers to help run the tournament. They have all been assigned duties and contacted about this. For those working on tournament day, they should check-in at their assigned time. Most have responsibilities throughout the tournament day, but there are extras to allow breaks and time to watch their child compete. Food is provided for tournament volunteers. If they have questions, they should contact our volunteer coordinator, Walt Mayberry at wmayberry@gmail.com.
*** Tournament Takedown and Cleanup ***
Immediately following the Sunday tournament, we need to restore Hillsboro High to its normal setup so it is ready for school on Monday morning. A volunteer who can stay for awhile after the tournament to move tables and chairs would be greatly appreciated.
*** Driving Directions ***
See the Coaches' Packet or
http://wlmnet.com/gmaps/map_hilhi.htm
Good luck to your teams and see you soon. Please contact me if there are any last minute questions.
Walt Mayberry
Hilhi ORTOP Tournament Director
503-459-3234 - cell
Hilhi ORTOP Tournament webpage:
http://hilhi.ortop.org