[CENTURION]

Aside from one or two students to talk to judges, one or two mentors for supervision, and the occasional programmer typing away in the corner, the only other people commonly in our pit are the drive team.

There's only so much space for people to work on the robot, so the drive team does almost all the work on it. We rarely bring in other team members to fix things, most of the time, they just end up in the way. If something totally catastrophic happens, we may get some other students involved.

If too many of our people end up in or around the pit, they are told to clear out. We also have a rule that if we as mentors are in the way, the students can tell us to clear out (we stand just outside the pit to keep an eye on the students, but nothing more).

As far as keeping track of team members; it's really going to depend on how your team structures their regional trips. We let the students roam free at the event, but they have schedules, and are told to meet up at a certain place and time for lunch, and at the end of the day. Mostly, the students end up either in the stands, in the pit, or walking around the pits checking out other teams. There really aren't many other interesting places to be.
Our mentors also have everyone's cell phone numbers in case we can't find somebody.