[WRRF]: Cal Games Volunteers Recruitment!

[Ken Leung]

WRRF and Northern California FIRST Teams!

We said it once, we said it twice, we've said it a million times. We need volunteers for Cal Games! We need teams and individuals to help us setup/cleanup before and after the event, and we need you to help us run the competition on Saturday. So here is what I need you to do:

If you are a participating team
I need you to look at the setup/tear down flow chart, because if you wish to receive a refund of the $100 support fee, your team has to send 6-8 people to one of our five 3-hour work shift on Thursday, Friday, Saturday, or Sunday of the week of Cal Games.

Then I need you to look at our competition job chart and see if your team can spare some individuals on the day of the event to fill some of our competition volunteer positions.

If you are an individual who wants to help
I need you to look at our competition job chart and volunteer for one of forty-four competition volunteer positions. If you are willing to help us with more than just the competition, then you can look at the setup/tear down flow chart and let me know which time period(s) you are available to help. The period we need the most help with is Friday morning when school is still going on.

You can download the charts in the posts below and read a break down for each of them.

It's important we get all the positions/work shifts filled, because without enough volunteers, we won't have a competition! If you or your team decide on a position/work shift, or have any questions about them, please send me an PM/e-mail and I will get back to you right away!

Thank you so much for your help!

-Ken Leung

[Ken Leung]

Here is the Setup/tear down flow chart:

This flow chat shows you the list of tasks that needs to be accomplished during the setup period from Thursday to Friday of the week of Cal Games, and the clean up period from Saturday to Sunday of the week of Cal Games. The entire setup/cleanup process is broken down into 3-hour shifts, except Friday morning when school is still going on.

If you are a participating team, you should volunteer for one of the shifts at Thursday 4-7pm, Friday 3-6pm, Friday 6:30-9:30pm, Saturday 4:30-7:30pm, and Sunday 9-12noon.

If you are an individual looking for more ways to volunteer, we need the most help on Friday morning between 9am to 3pm, when teams are still in school.

[Ken Leung]

This is the Competition job chart:

This chart shows you the jobs available during the competition on Saturday. Here is a list of the jobs and a short description of each of them. We are asking volunteers to show up at 8am on the Saturday of October 28th, and stay until 4:30pm when the awards ceremony begin.

1 Field Manager - An individual who will be in charge of the playing field and run matches with the help of a field crew.
6 Team queuing - A part of field crew. Team queuing is in charge of the traffic flow to and from the field, telling teams when to get in line and where they are going.
8 Field reset - A part of field crew. Field reset help prepare the playing field for the next match after the previous one is over.

8 Referees - Referees are the one enforcing the game rules and deciding the final scores when a match is over. Only college students or older may volunteer for this position.
6 Inspectors - Inspectors conduct safety/technical inspection before the competition to make sure all robots follows the competition regulations. Only college students or older may volunteer for this position.
6 Game Watchers - This is a small team of 6 people whose sole job is to watch the games, and keep track of performance during a specific part of the game for the Game Performance awards.

2 Scorekeepers - These individuals will run the scoring software and keep track of match scores, team ranking, match schedule, and the alliance selection/elimination tree when it's time for the finals.
2 Game Announcer - These individuals will be making play-by-play commentary during the competition to help audiences understand the game.
1 Music DJ - An individual in charged of the music played during the competition.

2 Volunteer Coordinators - These individuals will help the event organizers direct volunteers to their positions and provide them with everything they need during the day.
2 Pit Admin - These individuals will be in charge of the Registration table and answer questions the teams have during the day of the competition.

1 Photographer - An individual who takes lots and lots of pictures during the competition and during the award ceremony.

[Ken Leung]

Here is a simplified version of the setup flow chat indicating how many teams we need for each work shift. This chart should have the latest info for which team already signed up for which shift and how many more teams we need.

Of the 20 work shifts during setup and clean up of our event, 14 of them are filled. But we need all 20 shifts filled or we won't have enough help with setup and tear down. So please figure out what's available for your team to sign up for, and tell me know when you want to work right away! If you wait until the last minute, your team will be stuck with the least desirable shift.

Remember, we are looking for about 8 people per team for each slot in each shift. Having your team number here is not enough, and we need names of the workers too!

*Edit Oct. 4th - Ken L*
The flowchart is now updated to 3.4, added teams to Thursday and Sunday.

[Ken Leung]

Here is the latest count of the number of volunteers we got for the day of the event.

Of the 50 volunteer positions, 40 of them are now filled. Please take a look at the volunteer chart below to see which jobs are filled and which aren't.

There are 3 things we need to do for volunteer recruitment:

1. A lot of the filled positions only have team numbers there. I will be contacting these teams for actual names in the near future.
2. We need to get the remaining positions filled. Most importantly, we are looking for another Field Manager to help run the playing field, another 2 pit admin for the pit area, another volunteer coordinator, and another field tech.
3. We will be working on a Volunteer Recruitment Flyer for teams to hand out.

*Edit Oct. 4th - Ken L*
The Volunteer chart is now updated to 2.4, added a few more names to the chart.