Overview and Invitations

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1 This document contains as much information about the 2016 FLL Razorback Invitational as is available on January 24, This document will be updated as additional information becomes available. FLL regional partners and teams may request additional information by e mail at fllrazorbackinvitational@gmail.com. We also encourage you to like FLL Razorback Invitational on Facebook and on Twitter. Overview and Invitations At the FLL Razorback Invitational, teams will experience two full days of competition, two ceremonies with speakers relevant to the STEM focus of FLL, and several opportunities for professional and social interaction with other teams. All of this will take place on the campus of a land grant, flagship, university, with teams having the opportunity to live on campus during the event. Our event will include 72 teams from around the world who have achieved Champion s Award or similar recognition in their own region. Our hope is to have teams from North America, and the balance from outside North America. FIRST LEGO League Regional Partners may request an invitation to our event by contacting Richard Cassady, the Tournament Director, at fllrazorbackinvitational@gmail.com. We leave it to the partners from invited regions to identify worthy teams. Once a region is on our invitation list, partners may nominate a team by e mailing Richard Cassady, the Tournament Director, at fllrazorbackinvitational@gmail.com. This e mail must include the region, the team name and number, at least one coach s name and e mail address, and a list of awards won by the team in the region during the TRASH TREK season. Event Registration Fee The registration fee for the FLL Razorback Invitational is $900 (US dollars) per team. This fee covers event materials and complete access to the event for as many as 10 team members, as many as 2 coaches, and 1 young adult mentor. 1

2 Additional mentors, parents, siblings, etc., i.e. guests, may purchase access to event materials and private event activities for an additional fee of $30 per person. The registration fee does not include lodging and dining. Venue The FLL Razorback Invitational will be held on the campus of the University of Arkansas (uark.edu). The University of Arkansas is located in the city of Fayetteville within the Northwest Arkansas metropolitan area. A fast growing region having a population of over 400,000, Northwest Arkansas is home to the corporate headquarters of Fortune 500 companies Wal Mart Stores, Tyson Foods, and J.B. Hunt Transport Services. Forbes Magazine has recently named Fayetteville as one of the best places in the US for business and careers. The Milken Institute recently named Fayetteville the nation s Number One Performing City, and Livability.Com ranked Fayetteville as one of the top ten college towns in the country. The majority of the activities associated with the event will take place in the Arkansas Union (union.uark.edu). The teams pits will be located in the Verizon Ballroom. Judging will take place in the meeting rooms that surround the ballroom. Robot performance rounds will be held just a few steps away in the International Connections Lounge. Robot game practice tables will be located in the Anne Kittrell Art Gallery. Opening and closing ceremonies will take place in the Chi Omega Greek Theatre. The Chi Omega Greek Theatre (picture below) has been used for commencements, convocations, concerts, dramas, and pep rallies. In 1992, the Chi Omega Greek Theatre was listed on the National Register of Historic Places. Chi Omega Greek Theatre 2

3 Pit Photos from the 2015 FLL Razorback Invitational Judging Photos from the 2015 FLL Razorback Invitational (projectors and screens will not be provided in 2016) 3

4 Robot Performance Photos from the 2015 FLL Razorback Invitational Ceremony Photos from the 2015 FLL Razorback Invitational (ceremonies planned for a different location in 2016) 4

5 Other Campus Amenities The Arkansas Union has a food court with several dining options including Chick Fil A, Burger King, and Papa John s. The food court will be open during peak demand hours on Thursday Saturday, May The seating area around the food court is always open and provides a great place for teams to take breaks and eat meals. Teams may bring their own food into the seating area around the food court. The Arkansas Union also has a convenience store (Club Red), Au Bon Pain, and Freshens. These will be open during peak demand hours on Thursday Saturday, May Travel Northwest Arkansas is easily accessed from Interstate 49 (formerly Interstate 540) and served by the Northwest Arkansas Regional Airport (XNA). XNA is served by American Airlines, Delta Global Services, United Airlines, U.S. Airways, and Allegiant Airlines, with non stop services to 14 destinations. More information about the area can be found at explorenwar.com. Other airports in the surrounding region include: Fort Smith, Arkansas (FSM) 60 miles to Fayetteville Tulsa, Oklahoma (TUL) 115 miles to Fayetteville Springfield Branson, Missouri (SGF) 120 miles to Fayetteville Little Rock, Arkansas (LIT) 193 miles to Fayetteville Oklahoma City, Oklahoma (OKC) 243 miles to Fayetteville Kansas City, Missouri (MCI) 263 miles to Fayetteville Memphis, Tennessee (MEM) 329 miles to Fayetteville Dallas Fort Worth, Texas (DFW) 338 miles to Fayetteville Lodging and Dining One of our goals in planning the FLL Razorback Invitational is for teams to have an on campus experience. We want teams to arrive, unload their cargo, park their vehicle, and never have to move their vehicle until it is time to depart for home. Accordingly, we offer low cost housing and dining to teams and their registered guests in on campus residence (Maple Hill) and dining (Fulbright Dining). Fulbright Dining provides a variety of dining options and is able to accommodate special dietary needs upon request. 5

6 On campus lodging and dining are packaged (teams cannot choose lodging only or dining only ). Lodging and dining are provided on a per suite, per night basis, with a three night minimum (Thursday Saturday, May 19 21). The earliest available check in date is Wednesday, May 18, and the latest possible check out date is Monday, May 23. Each suite includes two bedrooms with a shared bathroom. Each bedroom includes two single beds. Therefore, each suite is limited to no more than four people. The following university rules also govern how many suites a team needs: No one under the age of 18 may share a suite with someone age 18 or older (exception: children ages 5 and under can share a suite with their parents). Suites housing people under the age of 18 must be single gender. Linens (including bed linens and towels) are provided. Laundry facilities are available on each floor of Maple Hill. Dining includes three meals per day for each person. The cost for lodging and dining is $250 per suite per day (includes lodging and three meals per day for up to four people). Some teams will find that their team and guest demographics result in them needing half suites (only one of the two bedrooms in a suite). In that case, we will (upon request) attempt to match pairs of teams in need of half suites of the same type. If such a match can be made, then the two teams can share the cost of the suite. Teams are strongly encouraged to utilize on campus lodging and dining, but teams that choose to stay off campus can choose from dozens of hotels and restaurants within just a few miles of the event. Teams seeking off campus lodging may want to consider options not only in Fayetteville, but also in Springdale, Arkansas (9 miles from Fayetteville). On Campus Living Photos from the 2015 FLL Razorback Invitational 6

7 Parking The University of Arkansas has limited parking and strictly enforces parking regulations. Metered parking (in the numbered spaces) is available in Stadium Drive Parking Garage for $1.60 per hour before 8 pm on weekdays. Parking in the garage is free after 8 pm on weekdays and all day on weekends. Teams utilizing on campus lodging and dining can park in lots 40 and 40A at no cost. Teams that plan to travel to the event by bus should notify the tournament director as soon as possible at fllrazorbackinvitational@gmail.com. Competition Check In and Load In Competition check in and pit load in will take place in front of the Verizon Ballroom in the Arkansas Union from 10:00 am until 4:00 pm on Thursday, May 19. Every person who participates in the event as a coach, youth mentor, member of the team, or as a registered guest is required to complete and submit a consent and release form in advance of the competition. Note that our event uses a consent and release form that is different than the standard FLL form. Blank consent and release forms will be e mailed to coaches. Teams are required to complete these forms electronically and submit them in one batch by Tuesday, May 17, to the Tournament Director by e mail (fllrazorbackinvitational@gmail.com). Pits Pits will be located in the Verizon Ballroom. The pit area is intended to be a place where teams can display their accomplishments and interact with judges and other teams, so room 403 in the Arkansas Union will be provided for teams to store props and other materials used only in judging sessions. Teams are encouraged to bring giveaway items to share with other teams. We recommend trader pins, buttons, or stickers; balloons, items that are intended to be thrown or bounced, and items that are edible are not allowed. 7

8 Each team s pit area will be approximately 7 feet wide and 5 feet deep. Teams are not permitted to display anything in their pit area that is more than 8 feet above the floor. All pit areas are open in the front, some are open on one side, none are open on both sides, and none are open in the back. There are no walls or other structures separating pit areas. Teams will share a power strip with one other team. Teams can request one 6 foot table (72 inch width, 30 inch depth, 30 inch height) for use in their pit area. The pit area will be crowded; teams should not expect to use the pit area as a rest area or a meal/snack area. There are other public areas in the Arkansas Union that should meet those needs. Practice Tables Six practice tables will be available in the Anne Kittrell Art Gallery. Teams are not allowed to bring their own tables or mats to the event venue. Practice tables are open at any time that the pits are open. Teams can sign up for one 10 minute practice session on a first come, first served basis. After their first practice session, teams can sign up for a second session (and so on). Teams must bring their own loose mission models (bins, bars, compost, methane, vehicles, valuables, people, animals, plastic bags) to the practice tables; only the mission models that are dual locked to the field will be provided. Coaches Meeting The coaches meeting will begin at 2:00 pm on Thursday, May 19, in the Arkansas Union Theatre (room 425). Only registered coaches may attend this meeting, and each team should send at least one coach to this meeting. The coaches meeting will include a review of critical information about the event, announcements of any last minute changes, and the opportunity for coaches to ask questions of general interest. Opening Ceremony The opening ceremony will begin at 7:00 pm on Thursday, May 19, at the Chi Omega Greek Theater. All teams will be introduced at the opening ceremony, but there will not be a parade of teams. Teams are encouraged to bring (and wave) flags from their home country, state/province, school, etc. Team Information Sheets Our event uses a Team Information Sheet that is different than the standard FLL Team Profile Sheet. Blank team information sheets will be e mailed to coaches. Teams are required to complete these sheets electronically and submit them 8

9 by Tuesday, May 17, to the Tournament Director by e mail (fllrazorbackinvitational@gmail.com). These sheets are very important to the judging process. Judging The teams at our event have already proven themselves to be outstanding. So, we want our judges to have ample time to interact with teams. Therefore, our judging schedule will operate at 20 minute intervals. Teams will have at least a 20 minute break between judging sessions. All judging sessions will include at least two judges. Some judging sessions will be recorded; some judging sessions will be photographed. Photographers and videographers will neither enter nor leave the room during a judging session. At least one adult coach is required to accompany a team into each judging session; up to six total spectators (including the required coach) may attend each judging session. Spectators are allowed to assist teams with bringing materials into judging rooms, but they are not allowed to help teams set up their materials, and they must be silent and seated in the designated location at all times during judging sessions. Spectators are allowed to record and photograph judging sessions, so long as they remain seated in their designated location. Spectators and teams are not allowed to discuss the core values teamwork activity or to distribute or post photos, video, or audio of core values judging sessions until all teams have been judged. All judging rooms have electrical outlets available for team use, but no other technology will be provided to teams in judging rooms. Project and core values judging rooms will include one 8 foot table (96 inch width, 30 inch depth, 30 inch height) for team use. Robot design judging rooms will include a robot game table with a full field setup. Queueing for judging sessions will take place outside Arkansas Union room 403. Teams should arrive to queueing at least 15 but no more than 20 minutes before each of their judging sessions. Project Judging The schedule for the project judging session is 1 minute for the team to setup for their presentation, 5 minutes for the team to deliver their presentation, and 9 minutes for the judges to ask questions. This schedule leaves 5 minutes for the judges to discuss the team s performance, work on their rubric, and prepare for the next team. 9

10 Robot Design Judging Teams will be given 5 minutes at the beginning of their judging session for a robot design summary presentation. The content and delivery of the presentation is up to the team, but the presentation should address the three areas on the robot design rubric and include some demonstration of the robot s capabilities. The team is not expected to present an entire demonstration of their approach to the robot game during this 5 minute presentation. The judges will likely ask for additional demonstration during questions. The schedule for the robot design judging session is 1 minute for the team to setup for their presentation, 5 minutes for the team to deliver their presentation, and 9 minutes for the judges to ask questions. This schedule leaves 5 minutes for the judges to discuss the team s performance, work on their rubric, and prepare for the next team. Core Values Judging Teams will be given 3 minutes during their judging session for a core values summary presentation. The content and delivery of the presentation is up to the team, but the presentation should address the three areas on the core values rubric. Teams are allowed, but not required, to use a core values poster during this presentation. The schedule for the core values judging session is 1 minute for the team to setup for their presentation, 3 minutes for an unannounced teamwork activity, 3 minutes for the team to deliver their presentation, and 8 minutes for the judges to ask questions. This schedule leaves 5 minutes for the judges to discuss the team s performance, work on their rubric, and prepare for the next team. Callbacks The judges in each area (project, robot design, core values) will choose approximately half the teams for a callback judging session; some teams will receive more than one callback. The structure of callback sessions is the same as regular judging sessions. The callback judging sessions schedule will be announced by e mail to coaches. Since the callback schedule overlaps with the scheduled time for robot performance round 3, the schedule for round 3 will also be distributed to coaches by e mail. 10

11 Final Questions After callbacks, judges may still have a few final questions for some teams. In these cases, judges may request that teams return to one of the judging rooms for a brief discussion. These discussions will not interfere with teams scheduled robot performance rounds. Teams may provide additional printed materials to each set of judges they encounter. These materials must be printed on normal letter size paper, and they may be provided in folders or notebooks. Printed materials provided to judges may or may not be reviewed by the judges, and these materials may not be returned to teams. Teams may submit nomination materials for the FLL Razorback Invitational Mentor Hall of Fame. Adult and youth mentors may be nominated; nominations recognizing contributions over multiple years are especially encouraged. There is no specific form required for these nomination materials. These materials must be printed on normal letter size paper, and they may be provided in folders or notebooks. These materials may not be returned to teams. Judges will want to meet the nominees, so only individuals who will be attendance at the event should be nominated. Nominations can be submitted during competition check in or to the pit administration table by noon on Friday, May 20. Robot Performance The six robot performance tables will be located in the International Connections Lounge. Each team will have one timed practice round and five official robot performance rounds; teams will use each of the six robot performance tables exactly once. The competing team at the adjacent table will be different for each of the team s official robot performance rounds. Each team s highest score out of the five official rounds will be their official score. There will be time for teams to calibrate light sensors before each round. Spectators are allowed to observe robot performance rounds from risers in the International Connections Lounge. Robot performance scores for the practice rounds and official rounds 1 4 will be displayed in the Verizon Ballroom. Queueing for robot performance matches will take place near the west entrance to the International Connections Lounge. Teams should arrive to queueing at least 3 but no more than 6 minutes before each of their robot performance matches. From 10:00 am until 4:00 pm on Thursday, May 19, there will be a Meet the Referees period in the International Connections Lounge. Each team is required to demonstrate to the referees (without being timed) how they play the robot game. The purpose of this demonstration is to avoid any controversy about how teams accomplish missions during 11

12 competitive rounds. Teams are also allowed to calibrate light sensors during this period. Teams that make significant changes during the event to how they play the robot game are asked to revisit the referees during scheduled downtime to review those changes. All of our robot performance tables have 3.5 inch wall heights. Nothing will be attached to the robot performance tables other than table skirts. Table skirts will be attached on the sides of the tables as close to the floor as possible. A small table with a round top (30 inch diameter top, 30 inch height) will be placed next to each robot performance table. These tables are for teams to store attachments and other items they may need during the robot game. Teams are also allowed to bring their own tables or carts, but they should transport their materials in a box or container. All competition, practice, and judging tables will be setup in the same manner. Robot Alliance Challenge During the evening on Saturday, May 21, an optional robot alliance challenge will be held. Each team will be paired in an alliance with another team for a special robot game competition. Alliances will be announced by e mail to coaches during the event. The rules for this competition are the same as the robot game with the following exceptions: The two robots in an alliance share the same table. Both robots in an alliance may be on the table at the same time. Four players from the alliance may be at the table. The time limit is 90 seconds. Each alliance can move or adjust one mission model before the game begins. There are no penalties for rescuing the robot or resetting mission models. An alliance s score is the combination of the points earned by the two robots. The format of the competition is a double elimination, knockout tournament. Pit Load Out Pit load out will begin during the final robot performance round on Saturday, May 21. Pit load out must be complete by 6:00 pm on Saturday, May 21. Teams may return to the Arkansas Union for the Robot Alliance Challenge with only the materials they need to compete in the challenge. 12

13 Closing Ceremony The closing ceremony will begin at 8:30 am on Sunday, May 22. Our goal is to complete the closing ceremony by 11:00 am. The following awards will be given at the closing ceremony: Participation Awards one for each of the 72 teams Robot Alliance Challenge 1 st, 2 nd, 3 rd place Robot Performance 1 st, 2 nd, 3 rd place Inspiration 1 st, 2 nd, 3 rd place Teamwork 1 st, 2 nd, 3 rd place Gracious Professionalism 1 st, 2 nd, 3 rd place Mechanical Design 1 st, 2 nd, 3 rd place Programming 1 st, 2 nd, 3 rd place Strategy & Innovation 1 st, 2 nd, 3 rd place Research 1 st, 2 nd, 3 rd place Innovative Solution 1 st, 2 nd, 3 rd place Presentation 1 st, 2 nd, 3 rd place Core Values 1 st, 2 nd, 3 rd place Robot Design 1 st, 2 nd, 3 rd place Core Values 1 st, 2 nd, 3 rd place Mentor Hall of Fame Champion s Award 1 st, 2 nd, 3 rd place Completed rubrics will be returned to teams at the conclusion of the closing ceremony. 13

14 Live Streaming We hope to live stream the opening ceremony, robot performance rounds, and the closing ceremony at Photography All photos taken by our photographers will be posted on Facebook. Teams are encouraged to share their photos on our Facebook page. Friday Night Social Event The social event on Friday, May 20, will be a carnival and talent show held on the Old Main lawn. Saturday Night Social Event The social event on Saturday, May 21, will be held in conjunction with the Robot Alliance Challenge. Inclement Weather If inclement weather affects any of our ceremonies or social events, we will make every effort to create similar experiences for our attendees. Inclement weather plans will be announced as necessary at the event, by e mail to coaches, on Facebook, and on Twitter. 14

15 Schedule of Events Thursday, May 19, am 4 pm Competition Check In and Pit Load In Verizon Ballroom Meet the Referees International Connections Lounge 2 pm 3:30 pm Coaches Meeting Arkansas Union Theatre 7 pm 9 pm Opening Ceremony Chi Omega Greek Theatre Friday, May 20, :30 am 5:30 pm Pits Open Verizon Ballroom 8:40 am 12:00 pm Morning Session 1:40 pm 5 pm Afternoon Session Judging for Red Teams Meeting Rooms Robot Practice Round and Robot Performance Rounds 1 2 for White Teams International Connections Lounge Judging for White Teams Meeting Rooms Robot Practice Round and Robot Performance Rounds 1 2 for Red Teams International Connections Lounge 7 pm 10 pm Carnival and Talent Show Old Main Lawn 10 pm Judging Callback Schedule Announced 15

16 Saturday, May 21, :30 am 5:30 pm Pits Open 8:40 am 12 pm Morning Session Judging Callbacks Meeting Rooms Robot Performance Round 3 International Connections Lounge 1:40 pm 5:30 pm Afternoon Session Judging Final Questions Meeting Rooms Robot Performance Rounds 4 5 International Connections Lounge 3:40 pm 6:00 pm Pit Load out Verizon Ballroom 7 pm 10 pm Robot Alliance Challenge International Connections Lounge 7 pm 10 pm Social Event Verizon Ballroom Sunday, May 22, :30 am 11 am Closing Ceremony Chi Omega Greek Theatre 16

17 Northwest Arkansas Maps 17

18 Campus Map ARKU Arkansas Union MHER Maple Hill East COGT Chi Omega Greek Theatre MHWR Maple Hill West MAIN Old Main MHSR Maple Hill South SDPG Stadium Drive Parking Garage NWQB Fulbright Dining 18