Hosting

Itinerary

8:15am Registration open / Frequencies assigned / Heats created
9:00am Pilots meeting / Heats announced
9:10am Controlled Practice / Checking for video interference
10:00am Competition starts - As many rounds as possible
12:15pm Fast Lap Solo Competition (varsity course) 1.5 min heats 2 rounds
12:45pm Awards
1:00pm Tear down

Space Plan

See Arena for details.

Bridge (Pilot Stations)
8 chairs (4 teams, two chairs each)
Chairs should have Team # (1,2,3 or 4) and frequency
Team chairs should be spaced out with 6 ft between each 2 chair grouping.
2 staging tables behind pilot station

Scoring
1 table / 2 chairs placed behind pilot station
hdmi output feeding projector or tv (optional)
Mixer 3 inputs (laptop / mic / phone music source) (optional)
             Output to speaker system

Camp (Paddock)
1 table for every 4 pilots. So 3 schools with 3 teams each equates to 18 pilots = 5 tables. 1 chair per table is suggested but chairs often get in the way when space gets tight. One power outlet per team.

Specatators
Setup 10 chairs with more 10 more available

Faraday
A work table far enough away (out of the gym and down the hall) so the video feed won't bleeding back into the gym. Test this location before an event.

Battlefield (Course)

JV Course
Outer RIng with 3 easy obstacles, one being a finish gate at least 16sf. This is a good place for a slalom.
No elevated obstacles.
Exit from the finish gate leads to the pilot stations.

Varsity Course
5 - 7 medium to difficult obstacles. 6sf minimum portal size.
Elevations allowed.
Joins to the JV course for a complete lap.
Target 30-45s for entire lap. The longer the laps the less scoring noise is created.
Ground markers for course layout if needed.

Engine Room
An area in the center of the gym where each team can have a "Scotty" to flip / repair drones. Usually next to a portal of some sort.

Roles

There are three key roles that need to be filled. These could be 1 person or many. The host is encouraged to get volunteers for some of these roles

Race Director - required
Creates heats and assigns frequencies. 
Stager to keep heats moving.
Final arbitrator on any issues.

Scorer - required, could be the race director (volunteer, minimal training)
Works the timing system and keeps track of results. With the Livetime scoring software this is a 2 key press operation.

Optional

Announcer / MC
Three things turn an average event into a great event: Colorfull announcing, spectacular lighting and music (mixed correctly). 

Greeter / Registration
When schools arrive they must fill out a roster with full student names, level (JV or Varsity) and team captain . They are given a heat number and a frequency. This information gets built in Livetime by either the Race Director or Scorer. A small dry erase board works wonderfully for filling in the heat structure.

Floater
Hand out goggles for spectators.
Designated guide for prospective participating schools.
Assistant to the Race Director.

Frequencies

The host is responsible for testing video reception and what channels work best.

Four teams use Raceband 1 5658,  Raceband 3 5732,  Raceband 5 5806,  Raceband 8 5917
Three teams use Raceband 1, Raceband 4, Raceband 8.
Note that these are a suggestion and every environment has its own video noise level. So testing before a competition is a must!

Engagements (obstacles)

Engagements can be made from anything. Accordian styled gym mats make great tunnels. Tables make great gates. Basketball hoop rigging make great elevated portals. Volleyball net poles make great flags. You don't need to make purpose built obstacles and don't feel any pressure to have to. It's your call. 

If you are going to build an engagement start with your finish gate.
Downloadable pdfs are here.

Misc

Provide signage at the front on how to get to the gym.
Other schools can offer their engagements for inclusion into anothers schools course as long as there is a photo and 3 weeks lead time.
Courses can be changed after a completed round if course is either too easy or difficult. Unanimous captain vote is needed.
Lowering gym lighting is suggested if there is extensive use of LED lighting. 
Publish a sketch of your course 2 weeks before hand so teams can practice similar obstacles.