This is going to be long, and a lot of it depends on how your team works, which I don’t know. My main advice, before getting into details is that you need to talk to your coach or lead mentor and find out exactly what the expectations are. My second advice is that you’re on a team, which means you don’t have to do all the work, you just have to make sure the work gets done.
It sounds like the role as implemented by your team involves managing communications (with sponsors, with the community, etc), logistics (travel arrangements, outreach event prep), finance (money), and awards prep (impact award). I’m going to discuss these in reverse order.
Impact Award prep: you’ll need to lead the people working on this function to gather information, write the essay and short-answer responses, plan the presentation, write a script for the presentation, complete a video meeting the submission requirements, and rehearse the presentation and Q&A. At the event, you will need to make sure the presenters (which may or may not include you) know where the room is, know what time you’re scheduled, and get there a few minutes before your scheduled presentation time (allowing for any change of attire before presenting if your team is stepping up to more formal outfits or shifting into some kind of costume) with all necessary materials (the mandatory video on a flash drive in a plastic bag and any visual aids you’re using). If this also includes a WFFA submission, that’s leading the students to make a decision who to nominate and another essay to write or to see to it someone else completes on time. Key skills:
- project management (what needs to be done when, are we on schedule, let’s meet these dates, we need to start moving from the pit to the room at time X to get there by showtime…)
- writing
- presentation skills (unless you’re not also a presenter, which is totally normal and valid)
Finance. Depends on how your team divides these responsibilities with the mentors/coaches, but this is likely to involve budget management. Keeping track of purchases, not overpurchasing equipment, not underpurchasing critical equipment and spares, travel budget, submitting receipts to the school/your sponsor for reimbursement. Could be any or all of this. Key skills:
- Planning
- Accounting-style math
- Organization skills.
Logistics: Getting people and things where they need to be, when they need to be there. Again this is a responsibility where you’re likely to have a lot of shared responsibility with mentors/coaches. For trips: who’s going, what days, where, how are they getting there, who’s rooming with who, etc. What are the plans for when and where the team will eat? Allergies and medical conditions that need to be accommodated. Any side quests or field trips other than the robotics event? For outreach: assuming you’ve finished the communication piece and know what the outreach event is, what do you need to do to execute the event? Do you need to transport equipment, the robot…? Do you need to prepare kits for an activity? Are you giving a presentation, to whom, what team members are presenting? Will you have visual aids? Is there a projector? Is there a microphone so you can be heard? How long is this event? When can you get into the space to set up and do you need to talk to a specific person to get the doors unlocked? How much setup time do you need? Who is cleaning up afterward? Will people need to be fed? How is that happening? (list goes on) Key skills:
- Project management
- Communications
- Planning
- Cat-herding
Communications: Does your team do social media? Who has access to post? When do they post? Are there content guidelines/permission required before posting? What communication types do your sponsors expect? (newsletter? emails? some kind of sponsor event at a specific point in the preseason/season/postseason?) Who do you need to talk to in order to arrange outreach events? Also PR to get people to attend your outreach event. Posters, ads?, outreach to the media (can you get a local news station to attend?)… Key skills:
- Communication
- Social Media
- Organization
