Go to Post Just remember to never take the "Us vs Them" mentality and you should come out all right. - Ian Curtis [more]
Home
Go Back   Chief Delphi > Competition > Off-Season Events
CD-Media   CD-Spy  
portal register members calendar search Today's Posts Mark Forums Read FAQ rules

 
Reply
Thread Tools Rate Thread Display Modes
  #1   Spotlight this post!  
Unread 04-04-2014, 09:00
Dchandler's Avatar
Dchandler Dchandler is offline
When in doubt use Sugru
AKA: Daron Chandler
no team
Team Role: College Student
 
Join Date: Jul 2012
Rookie Year: 2010
Location: Starkville, MS
Posts: 23
Dchandler is an unknown quantity at this point
Off-Season Event Financing

I'm unsure if a similar thread has been started before.

For teams or organizations that have hosted an off-season event before, what were your average expenses such as field rental, food, supplies and etc.? How did you cover expenses and in what ways did you cut costs?
__________________
2168: Aluminum Falcons (2010-2012)
Mississippi State University 17'

Last edited by Dchandler : 04-04-2014 at 10:28. Reason: Typo
Reply With Quote
  #2   Spotlight this post!  
Unread 04-04-2014, 09:13
geomapguy's Avatar
geomapguy geomapguy is offline
Centenary '18
AKA: Graham Maxwell
FRC #1818
Team Role: Mentor
 
Join Date: Jan 2012
Rookie Year: 2011
Location: Alexandria, LA
Posts: 535
geomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud ofgeomapguy has much to be proud of
Re: Off-Season Event Financing

http://www.andymark.com/product-p/offseasonfield.htm
__________________
The Cowboys - FIRST Robotics Team #1818 2015-
The Bolton Bear Bots - FIRST Robotics Team #3666 2011-204 (30-26-0)
2014 Oklahoma Regional - 20/62 (6-4-0), 5/62 in OPR
2014 Arkansas Regional - 14/39 (8-7-0, Quarterfinalists with 1706 and 1939), 24/39 in OPR
2013 Lone Star Regional Dean's List Finalist!
2013 Lone Star Regional - 22/57 (6-5-0), 17/57 in OPR
2012 Bayou Regional - 16/49 (6-5-0)
2011 Dallas Regional - 10/52 (4-2-5, #6 Alliance Captain, Quarterfinalists with 2948 and 3350)
Reply With Quote
  #3   Spotlight this post!  
Unread 04-04-2014, 10:11
Qbot2640's Avatar
Qbot2640 Qbot2640 is offline
Registered User
AKA: Terry McHugh
FRC #2640 (Hotbotz)
Team Role: Mentor
 
Join Date: Sep 2012
Rookie Year: 2012
Location: Reidsville, NC
Posts: 473
Qbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond repute
Re: Off-Season Event Financing

We hosted THOR at Reidsville High School last fall. This first off season was rather modest, yet still quite successful. Field rental and transportation was far and away the most significant expense. After that, we bought all the volunteers lunch and a T-shirt. We rented a generator for pit power, but ended up not needing it. We ended up losing something in the neighborhood of $150 on the entire event, and our Regional Director forwarded us the shortfall to cover all expenses.

For the second event (this coming fall) we're looking to scale up the size substantially, thus expenses will be easily covered by registrations (with plenty left to repay last year's gracious loan!)
__________________

2012 Palmetto Regional Winners (Thanks 2059, 2815, and 287).
2012 Newton 14th Seed
2013 Chesapeake Regional Imagery Award Winners
2014 North Carolina Regional Imagery Award Winners
2014 Greater DC Regional Team Spirit Award Winners
2015 North Carolina Regional Finalists (Thanks 3971 and 587)
Reply With Quote
  #4   Spotlight this post!  
Unread 04-04-2014, 10:26
Jacob Bendicksen's Avatar
Jacob Bendicksen Jacob Bendicksen is offline
Figuring out what's next
no team
Team Role: Alumni
 
Join Date: Apr 2013
Rookie Year: 2012
Location: United States
Posts: 771
Jacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond reputeJacob Bendicksen has a reputation beyond repute
Re: Off-Season Event Financing

I believe getting an official field from AndyMark (or FIRST, I forget) is about $15,000 to the West Coast. That covers shipping, insurance, etc. We split it 50/50 with 2046 this year, since they were hosting Girls' Generation Washington the week before we hosted Girls' Generation Oregon. I don't know for sure about supplies, but if you get the official FIRST field it comes with all the supplies you need (tape, zip-ties, etc.). Food-wise, we just don't worry about it - we don't supply any food, but there are quite a few restaurants close to our school, and we tell people where they are. That's a pretty easy way to save money. To cover our portion of field rental, we charge teams $200 each for Girls' Generation, $200 for Rookie Rumble, or $300 for the combo. That makes up most of the cost, and for the rest we get sponsors to donate.
__________________
jacobbendicksen.com | @jacobbendicksen

Yale University Class of 2020

Team 1540 | 2012-2016
7 Chairman's Awards, 6 other awards, 2015 Dean's List Finalist, 1 event win, 2 finalist finishes. Thanks for an amazing ride.
Reply With Quote
  #5   Spotlight this post!  
Unread 04-04-2014, 11:03
Qbot2640's Avatar
Qbot2640 Qbot2640 is offline
Registered User
AKA: Terry McHugh
FRC #2640 (Hotbotz)
Team Role: Mentor
 
Join Date: Sep 2012
Rookie Year: 2012
Location: Reidsville, NC
Posts: 473
Qbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond reputeQbot2640 has a reputation beyond repute
Re: Off-Season Event Financing

Quote:
Originally Posted by TheCascadeKid View Post
I believe getting an official field from AndyMark (or FIRST, I forget) is about $15,000 to the West Coast. That covers shipping, insurance, etc.
I can't believe it could be anywhere near that expensive to the West Coast...ours was $2540 including shipping and insurance.

Per the Andymark Website - field is $500 plus $2.00 per mile:

http://www.andymark.com/product-p/offseasonfield.htm
__________________

2012 Palmetto Regional Winners (Thanks 2059, 2815, and 287).
2012 Newton 14th Seed
2013 Chesapeake Regional Imagery Award Winners
2014 North Carolina Regional Imagery Award Winners
2014 Greater DC Regional Team Spirit Award Winners
2015 North Carolina Regional Finalists (Thanks 3971 and 587)
Reply With Quote
  #6   Spotlight this post!  
Unread 04-04-2014, 11:09
Libby K's Avatar
Libby K Libby K is offline
Always a MidKnight Inventor.
FRC #1923 (The MidKnight Inventors)
Team Role: Mentor
 
Join Date: Mar 2006
Rookie Year: 1992
Location: West Windsor, NJ
Posts: 1,584
Libby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond reputeLibby K has a reputation beyond repute
Re: Off-Season Event Financing

MidKnight Mayhem came at very little cost to 1923. Our district (Mid-Atlantic) lets off-seasons use the field for free, and we reached out to local business and restaurants about donating food for breakfast and lunch at the event. Breakfast by Dunkin', Lunch by a few pizza places (and one Indian restaurant?!), and snacks purchased by the team at Sam's Club, and sold at the snack bar for a little bit of a profit.

One of our team sponsors helped by renting the pit power generator for us, and team's registration fees went towards paying the school's staff for their time in the building, and purchasing things like volunteer shirts and other event supplies.

Reaching out locally for sponsors helps bring costs down - and drives traffic to your event! Every business that sponsored us allowed us to put up flyers for the event in their stores. The more people from outside of FIRST you're bringing in, the better. Go out and get 'em!
__________________
Libby Kamen
Team 1923: The MidKnight Inventors
2006-2009: Founder, Captain, Operator, Regional Champion.
2010-Always: Proud Alumni, Mentor & Drive Coach. 2015 Woodie Flowers Finalist Award.

-
229: Division By Zero / 4124: Integration by Parts
2010-2013: Clarkson University Mentor for FLL, FTC & FRC

-
FIRST Partner Associate, United Therapeutics
#TeamUnither | facebook, twitter & instagram | @unitherFIRST

-
questions? comments? concerns? | twitter: @libbyk | about.me/libbykamen
Reply With Quote
  #7   Spotlight this post!  
Unread 04-04-2014, 11:11
Alan Anderson's Avatar
Alan Anderson Alan Anderson is offline
Software Architect
FRC #0045 (TechnoKats)
Team Role: Mentor
 
Join Date: Feb 2004
Rookie Year: 2004
Location: Kokomo, Indiana
Posts: 9,113
Alan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond reputeAlan Anderson has a reputation beyond repute
Re: Off-Season Event Financing

A small event doesn't need a "real" FIRST field. The inaugural CAGE Match used what I think was the first low-cost wooden field ever built, provided by the TechnoKats. The full field electronics weren't used; each team brought its own wireless access point, making a table full of daisy-chained routers next to the scoring table.
Reply With Quote
  #8   Spotlight this post!  
Unread 04-04-2014, 14:27
Unsung FIRST Hero Woodie Flowers Award
Chris Fultz Chris Fultz is offline
My Other Car is a 500 HP Turbine
FRC #0234 (Cyber Blue)
Team Role: Engineer
 
Join Date: Jan 2002
Rookie Year: 1942
Location: Indianapolis, IN
Posts: 2,837
Chris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond reputeChris Fultz has a reputation beyond repute
Re: Off-Season Event Financing

This paper doesn't document the actual costs, but it does have a list of everyting to consider when putting together a budget for the event. Many items may not apply to your event, but it will get you thinking of everything to consider.

One big question is are you doing this as a fundraiser, or is your goal just to break even.


http://www.chiefdelphi.com/media/papers/2562
__________________
Chris Fultz
Cyber Blue - Team 234
2016 IRI Planning Committee
2016 IndyRAGE Planning Committee
2010 - Woodie Flowers Award - Championship
Reply With Quote
  #9   Spotlight this post!  
Unread 04-04-2014, 15:14
Dchandler's Avatar
Dchandler Dchandler is offline
When in doubt use Sugru
AKA: Daron Chandler
no team
Team Role: College Student
 
Join Date: Jul 2012
Rookie Year: 2010
Location: Starkville, MS
Posts: 23
Dchandler is an unknown quantity at this point
Re: Off-Season Event Financing

Quote:
Originally Posted by Chris Fultz View Post
One big question is are you doing this as a fundraiser, or is your goal just to break even.
There is a lot of excellent advice in this thread.

Our goal for right now is to break-even but if we can raise extra money that would be great. The money could go back into funding more STEM outreach programs at the university.

And the funny thing is we are actually using your paper right now as a guide for planning the event.
__________________
2168: Aluminum Falcons (2010-2012)
Mississippi State University 17'
Reply With Quote
  #10   Spotlight this post!  
Unread 04-04-2014, 19:17
Mr V's Avatar
Mr V Mr V is offline
FIRST Senior Mentor Washington
FRC #5588 (Reign)
Team Role: Coach
 
Join Date: Feb 2011
Rookie Year: 2009
Location: Maple Valley Wa
Posts: 997
Mr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond reputeMr V has a reputation beyond repute
Re: Off-Season Event Financing

Quote:
Originally Posted by Qbot2640 View Post
I can't believe it could be anywhere near that expensive to the West Coast...ours was $2540 including shipping and insurance.

Per the Andymark Website - field is $500 plus $2.00 per mile:

http://www.andymark.com/product-p/offseasonfield.htm
We did not get the field used for the PNW off season events from AndyMark we got it from FIRST. I'd have to check to be certain but I believe that Bear Metal spent about $5000 for the trip from Manchester, NH to the Washington FIRST Robotics Fieldhouse in Kent Wa, aprox 3100mi. We spent another couple hundred renting a truck with a lift gate to get it to and from the event. Shipping to OR from Kent Wa was donated by Platt Electrical supply on their trucks. Carpet other than that which went under the pyramid, consumables and Frisbees were not included. I do not know why we did not get the field from AndyMark, my guess is that it was not available the weekends that we needed it or that it would not have been able to make it from a previous event or to its next event with our dates.

One of the pluses of moving to the district system is that we now have 2 fields in the PNW. So teams in the PNW district will only have to worry about getting the field from Kent Wa to their location and renting a truss assembly since FIRST rented them we will be returning them to FIRST after DCMP so they can return them.

Washington FIRST Robotics is considering making one of our fields available to teams outside of the PNW district for their off-season events. For those events a team will have to secure a FMS and related items directly from FIRST with all that doing so entails. The user will have to provide their own truss (this season) and likely the carpet too.
__________________
All statements made on Chief Delphi by me are my own opinions and are not official FIRST rulings or opinions and should not be construed as such.




https://www.facebook.com/pages/Team-...77508782410839
Reply With Quote
Reply


Thread Tools
Display Modes Rate This Thread
Rate This Thread:

Posting Rules
You may not post new threads
You may not post replies
You may not post attachments
You may not edit your posts

vB code is On
Smilies are On
[IMG] code is On
HTML code is Off
Forum Jump


All times are GMT -5. The time now is 14:18.

The Chief Delphi Forums are sponsored by Innovation First International, Inc.


Powered by vBulletin® Version 3.6.4
Copyright ©2000 - 2017, Jelsoft Enterprises Ltd.
Copyright © Chief Delphi