New Hub Workshop December 2-3, 2011 Hub Overview

Hub Organization - Functions Budget & Financial Issues Budget & Financial Issues Sponsorship/Fundraising Sponsorship/Fundraising Hub Director(s) Duties Hub Director(s) Duties Steering Team Roles Steering Team Roles Recruitment (Schools, Volunteers, and Champions) Recruitment (Schools, Volunteers, and Champions) Technical Coordinators (3) – most critical now Technical Coordinators (3) – most critical now Playing Field Planning Playing Field Planning Awards & Judging Coordinator Awards & Judging Coordinator

Licensing fee (annual) $2,000 South’s BEST Team Fees ($500 / team) $1,000 - $2,000 Hub Development (web site, logo, etc.) $200 Travel for Hub Personnel $3,000 - $5,000 (meetings, trainings, competitions, conferences, field reveal, local, etc.) Returnables Kit ($650 X 14 kits + extra parts) $9,100 Playing field carpet & binding (share) $1,000 + $300 Consumables Kit ($175 X 12 kits) $2,100 Playing field materials (share) $1,500 Trophies / plaques $1,000 Equipment (ext. cords, tools, safety glasses & vests, etc.) $500 T-shirts (staff, volunteers & judges; sell extras to fans) $1,000 Hospitality (staff, volunteers & judges, comp. week) $1,000 - $2,000 (optional, for teams during pre-season team trainings) Printing (copies, posters, signs, banners, comp. programs) $500 - $800 Judges gifts (50-plus) (optional) $250 Miscellaneous $1,000 - $2,000 (DJ, office supplies, competition supplies, venue &/or A/V equip. rental, etc.) Estimated First Year Expenses $25,150 - $30,750 First-Year Budget for 12 teams

BEST has established sponsorship levels and recognition BEST has established sponsorship levels and recognition Typical sources Typical sources Industries (manufacturers in particular) Industries (manufacturers in particular) Space Grant Consortium/NASA/aerospace industries Space Grant Consortium/NASA/aerospace industries Educational and community foundations Educational and community foundations Local, county, state government (workforce development $$) Local, county, state government (workforce development $$) Companies are attracted to tax deductable gifts Companies are attracted to tax deductable gifts In-kind gifts are great sources for sponsorships In-kind gifts are great sources for sponsorships Suggestion: ask for 3-year commitment for Suggestion: ask for 3-year commitment for $smaller$/per year – less challenging & more sustainable for business, and provides reliable resources for hub. Once they are “sold” ask for more. $smaller$/per year – less challenging & more sustainable for business, and provides reliable resources for hub. Once they are “sold” ask for more. Sponsorship/Fundraising

Corporate$15,000 or more Platinum$5,000 - $14,999 Gold$2,500 - $4,999 Silver$1,250 - $2,499 Bronze$500 - $1,249 BEST FriendLess than $500 The more the gift, the more exposure and recognition for the sponsor Sponsorship Levels

Hub Director(s) Duties Primary POC for BRI, sponsors, champions, and public Primary POC for BRI, sponsors, champions, and public Enforcement/compliance (maintaining BRI standards!) Enforcement/compliance (maintaining BRI standards!) Board policies, game rules, kits, playing field, Awards & Judging Board policies, game rules, kits, playing field, Awards & Judging Oversight Oversight Planning Planning Budget, fundraising, and finances Budget, fundraising, and finances Event coordination Event coordination Website oversight (BEST Inc. and hub) Website oversight (BEST Inc. and hub) Demographics & assessment Demographics & assessment

Steering Team Roles Primary Steering Team Members Technical Coordinators Technical Coordinators Kits and field Kits and field Field electronics, scorekeeping, troubleshooting Field electronics, scorekeeping, troubleshooting Awards & Judging Coordinator Awards & Judging Coordinator Field Boss Field Boss Volunteer Coordinator (event personnel) Volunteer Coordinator (event personnel) Webmaster Webmaster Media Relations Media Relations

Schools (sources) Schools (sources) Host an open house/reception for teachers, administrators, and board members Host an open house/reception for teachers, administrators, and board members Present at statewide educational meetings Present at statewide educational meetings Volunteers (team mentors, steering team, event personnel, judges) Volunteers (team mentors, steering team, event personnel, judges) Faculty, staff, and grad students Faculty, staff, and grad students Alumni Alumni Sponsors Sponsors Civic organizations Civic organizations State Dept. of Ed. State Dept. of Ed. Local engineering professional societies Local engineering professional societies Marketing Professionals Marketing Professionals Technology Professionals Technology Professionals Chamber of Commerce / Small Business Assoc. Chamber of Commerce / Small Business Assoc. Manufacturing Assoc. / Industrial Development Manufacturing Assoc. / Industrial Development Newspaper article, community announcements on TV/radio Newspaper article, community announcements on TV/radio Recruitment

Recruitment (continued) Champions Champions Manufacturing Associations Manufacturing Associations Engineering Councils & Professional Engineering Societies Engineering Councils & Professional Engineering Societies IEEE IEEE ASME ASME SME SME INCOSE INCOSE Workforce, Economic, Industrial, and Community Development boards Workforce, Economic, Industrial, and Community Development boards Society of Human Resource Management (SHRM) Society of Human Resource Management (SHRM) Education – Local, county, and state school systems and boards Education – Local, county, and state school systems and boards Chambers of Commerce Chambers of Commerce Government – local, county, and state (legislators and agencies) Government – local, county, and state (legislators and agencies)

Technical Coordinators (3) Returnables (most valuable asset) - Responsibilities Returnables (most valuable asset) - Responsibilities Purchasing and “kitting” equipment Purchasing and “kitting” equipment Distribution at Kick Off Day Distribution at Kick Off Day Kit return, inventory, invoicing, and refurbishment Kit return, inventory, invoicing, and refurbishment Storage Storage Consumables - Responsibilities Consumables - Responsibilities Purchasing and “kitting” materials Purchasing and “kitting” materials Distribution at Kick Off Day Distribution at Kick Off Day Playing Field - Responsibilities Playing Field - Responsibilities Purchase building materials Purchase building materials Construction Construction Insure specifications are met Insure specifications are met Set-Up and Strike Set-Up and Strike

Playing Field Planning Recruit reliable, detail-oriented builders early! Recruit reliable, detail-oriented builders early! CRITICAL: do NOT deviate from schematics (Why?) CRITICAL: do NOT deviate from schematics (Why?) Final field schematics come out ~July 1 Final field schematics come out ~July 1 Work a deal with Lowe’s / Home Depot Work a deal with Lowe’s / Home Depot Purchase (2) 30’ x 15’ (100 sq. yds.) pieces of commercial grade carpet Purchase (2) 30’ x 15’ (100 sq. yds.) pieces of commercial grade carpet Suggestion: have the outside edges bound, leave center seam unbound Suggestion: have the outside edges bound, leave center seam unbound Plan for storage, transport, and set-up Plan for storage, transport, and set-up

Awards & Judging Coordinator Recruit Judges Recruit Judges Recruit from same pool as “Champions” Recruit from same pool as “Champions” Plan & Coordinate Game Week Plan & Coordinate Game Week Decide on optional awards Decide on optional awards Design and purchase trophies / plaques Design and purchase trophies / plaques Judges orientation / training Judges orientation / training Engineering Notebook judging Engineering Notebook judging BEST Award set-up / space (Marketing Presentations and Exhibits) BEST Award set-up / space (Marketing Presentations and Exhibits) Optional awards judging (web sites, videos, t-shirts, CAD drawings, etc.) Optional awards judging (web sites, videos, t-shirts, CAD drawings, etc.) Scoring / Tabulation (recruit an experienced BEST judge to assist) Scoring / Tabulation (recruit an experienced BEST judge to assist) Awards Ceremony – photo quality set-up Awards Ceremony – photo quality set-up Coordinate Regional Championship Advancing Teams Coordinate Regional Championship Advancing Teams Initial instruction packets ready on Game Day Initial instruction packets ready on Game Day

Schools / Awards & Judging Detail-oriented, self-starter, organized, good communicator (the “face” of the hub with schools) Detail-oriented, self-starter, organized, good communicator (the “face” of the hub with schools) Maintains list / database of registered and potential teams Maintains list / database of registered and potential teams Provides information, updates, and event coordination Provides information, updates, and event coordination Oversees Awards & Judging (Robotics & BEST Award) Oversees Awards & Judging (Robotics & BEST Award) Judges recruitment, coordination, and training Judges recruitment, coordination, and training Event coordination (schedules, rooms, scoring) Event coordination (schedules, rooms, scoring) Insures accuracy and fairness Insures accuracy and fairness Coordinates advancing teams to Regional Championship Coordinates advancing teams to Regional Championship

Field Boss Coordinates Game operations (Pit, Staging, Scorekeeping, and Referees) Coordinates Game operations (Pit, Staging, Scorekeeping, and Referees) Final word on Game Rule decisions / scoring disputes (must know rules!) Final word on Game Rule decisions / scoring disputes (must know rules!) Tracks rules updates, “Message Board,” and “Q&A” Tracks rules updates, “Message Board,” and “Q&A” Coordinates referee training Coordinates referee training “Stands back” on Game Day and watches flow “Stands back” on Game Day and watches flow

Volunteers Event personnel Event personnel Registration Registration Hospitality Hospitality Game (Head Ref / 4-8 referees; Head Scorekeepers / 2 assistants; Game (Head Ref / 4-8 referees; Head Scorekeepers / 2 assistants; 4 Staging; Pit Boss / 6-8 Pit crew) Audio-visual (likely venue personnel) Audio-visual (likely venue personnel) Judging assistants (2) Judging assistants (2) Judges (depends on number of teams) Judges (depends on number of teams) 8-12 teams 8-12 teams Robotics (6-10) Robotics (6-10) Notebooks (6) Notebooks (6) BEST Award (3 x # of BEST Award teams) BEST Award (3 x # of BEST Award teams) Marketing Presentations Marketing Presentations Team Exhibits Team Exhibits Spirit & Sportsmanship Spirit & Sportsmanship

Other Roles Webmaster Webmaster Event information (dates, locations) Event information (dates, locations) Directions Directions Schools Schools Links to BEST site Links to BEST site Photos, publicity Photos, publicity Publicity Publicity Event - posters, program, media packet Event - posters, program, media packet Pre-competition newspaper promotion Pre-competition newspaper promotion Recruit newspaper and TV for Game Day Recruit newspaper and TV for Game Day Post-competition results Post-competition results