[WRRF]: 7/29 CalGames Planning Meeting #3 notes

[Ken Leung]

The following are the notes taken by Ceal Craig from the planning meeting at Google last Saturday.

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7/29 CalGames Planning Meeting #3

Good news!
4 teams registered to date w/ checks: 1351, 766, 1280, 192

You can express interest, turn in registration intent, but if there is a
competition for slots, the order is the checks received. 9/1 is date for
checks.

Attendees on 7/29: 581, 1458, 766, 1351, 114, 1120, 115 (most reps here
today!)

AGENDA FOR TODAY:
Recap meeting of 6/29 (?) 15 min
o Side events, awards
Committee Reports: Field, Registration, Awards 45 min
Small group discussion (TBD)
Summarize 10 min

RECAP
Actions for next weeks: communicate a bit more, maybe some smaller messages.

ACTION: C2 to send message out to community

Changes at the FIRST support level in the area: Jason moving to IFI and Jim
Beck continuing as FIRST Regional Director. Phyllis sent out the message to
community list: Subscription issues: WRRF mailman

Concern what teams are not receiving information. Email contacts received
for missing teams from FIRST.

Action: Radar -- Eugene, 1280, had a radar gun for this.
Action: Dave - field elements
Action: alliance selection process: need message on that.
Publicity : Laura sent out a plan and we'll review with committee reports.

Practice Round + 5 Quals or 6 Quals. Majority for 6 quals. Keep alliance
selection process the same.

Side Events: table this until more input provided by community and other
teams not present.

***COMMITTEES
*Field Elements* Dave Sheridan
o NASA has perimeter field, does not have polycarbonate sides, BUT the
in-house teams do have the polycarbonate sides for both ends, 3/8" thick.
Carpet too. Truck it to school; is this an in-house team handling the
trucking or NASA (ACTION: Dave inquire w/ Joe). 3 ramps worth: all wood.
o Dave reach out to Joe Herring to see the field elements.
o Other elements
1280: have a center goal, free standing, plywood w/ light
766: have a center goal, free standing, plywood, no light
1120: have a center goal, free standing, plywood, w/ light, partial
ramp
1351: partial ramp, half width.
NASA: full ramps, all wood.
Needs: need diamond plate covered; wood on top? Need the HTPE?
Corner Goals: NASA field.
Focus on ramp into the goal. Plywood ok; probably need some supports
underneath.
Sides?
ETC for what is needed (what remains to be done).
KEN:
ask Jim if we can get any of the field elements from FIRST
or from one of the other off-season events.
Balls: Bring balls!!
80 required to start a match. Need extras. 120 might be enough.
Dave going to ask about balls.
o How to put it together. Do a trial run with existing parts to NASA
in-house field? A couple of days earlier than game.
o **Have a BUILD day getting teams involved!**

*Registration* Phyllis
o Four teams signed up so far.
o Sending complete forms, holding checks.

*Awards* Team 115
o Design complete. Team 115 has the accessories at school.
o Ken K is getting the wafers
o Have updated the FIRST logo
o Aim High Champions and Aim High Finalist for sure.
o Settle on final awards: <=9/15
o Can make all the frames ahead of time.
o Need budget.

*Publicity* Laura
o Sponsor Banner
o Mercury News: business events email.
o Reach out to Scott Budman, tech on Channel 11
o Team 1351 might have a contact at Channel 11
o Mythbusters: need a myth on robots for them to do at Cal Games.
o Reach out to Grant from Richmond?

Preliminary Publicity Plan
Cal Games 2006

Purpose of Publicity:
. Inform families and friends of FIRST teams about Cal Games
. Invite general public to attend
. Get the support of school administrators to support robotics
programs by getting them to see a live competition
. Get general media coverage of the event (which will aid in corporate
sponsor solicitations)
. Raise awareness of WRRF - explore solicitation of potential
grants/sponsors at the WRRF level to support multiple FIRST robotics teams.

Target Audiences:
. School administration - superintendents, principals, school boards
. Potential Corporate sponsors
. News media
. Families and friends of teams
. General Public

Distribution Media:
email
. sent to teams to forward to school administration, families and
corporate sponsors
. to news media - press releases to newspaper, radio, and TV
telephone:
. follow-up press releases to newspapers and TV
letters and flyers:
. mailed to Bay Area school superintendents (and maybe principals)

Press Packet Contents:
. Game Announcement Flyer
. Press Release for the game giving background of WRRF and FIRST and
directing reader to the respective websites for more information
. Generic invitation/information letter for school administration
(superintendents, principals, school boards, science teachers)
. Generic invitation/information letter for potential sponsors

What Publicity will do:
. write press release, letters to school admin, letter to potential
sponsors
. Put together an electronic press packet with contents listed above
. Email electronic press packet to WRRF mailing list and request help
to forward information to interested parties.
. Email information to school newsletter editors
. Contact newspapers, radio, TV
. Mail letters to school superintendents (and maybe principals) of
public high schools in Bay area counties only.
What I'll need help with:
. Review of press kit materials. Volunteers: Mike Schmit, Ken Krieger.
Stephanie Schmit
. Other FIRST Teams to forward email information to appropriate people
. Other FIRST Teams to help identify appropriate news media
. Other FIRST Teams help identify local school newsletter editors

*Referees* Randy Lam
o Looking for volunteers. Need 8 refs on field, possibly a couple of
backups. Recent high school graduates (going locally) & adults.
o Looking for ref shirts on EBay.

*Scoring System* Ken Leung
o Clickers (Randy will get).
o White boards to write on.
o Ref scoring sheets (Ken to talk to Jim Beck).
o Ken to talk to SCRF and to IFI. Ken to talk to IFI about borrowing scoring
system and a helper.

*Inspectors* Alan Federman (Lead): Mike Schmit
o Need 5 minimum inspectors; strive for 8 inspectors
o KEN L: reach out to Alan.

*Day of Event*
o Signage: team 1458

*Communication*
o Weekly communicator.
o 7/30 Message:
o Registration intent, check to follow, emphasize, no reservation
without check.
o Volunteer!!!! List of jobs needed. Leads and worker bees
o Refs: criteria (Adult, recent high school graduate)
o Food?? Any team want to organize this?

o Committee chairs send message to Ken and Ceal by Saturday night
o Ceal or Ken will send out message to Community Sunday night

**Open Items:
*Side Events
*Logistics Planning

Ceal Craig
WRRF BOD Liaison
Ceal@WRRF.org