[MarcD79]

We host the Suffield Shakedown Scrimmage here in CT. We have been doing this for 12 years. It has been organized & run by parents of students & volunteers. It gets passed on to the next generation of parents every couple of years. Everything is documented year to year so the next parent (s) may have a guide as to when each process of planning is activated. It doesn't start 6 weeks before the scrimmage. It gets started at the end of the previous year so we can arrange to have the facility reserved. School sports & other activities can interfere with when you want the event. Arranging food from local merchants is done weeks in advance so they know what they need on hand to accomplish the night before/morning of the event. We also purchase products from Costco with the agreement that unused/unwrapped products can be returned.
Depending on the area of where you want to erect the field, be it concrete or a basketball floor, some degree of protection has to be put in place. If it is a gym floor, not only does the floor under the field need to be protected, any area that robots will be transported will have to be protected. There is more to having an off-season event, but these are a few details.
If your school/team really wants to have it, it will happen.