TEAM GUIDE. FLLOEC Aarhus 2017 are delighted to welcome you to Aarhus

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1 FIRST LEGO League Open European Championship Aarhus May 25th - 28th 2017 TEAM GUIDE FLLOEC Aarhus 2017 are delighted to welcome you to Aarhus FIRST LEGO League Open European Championship 2017 is proudly organized by FIRST Scandinavia and eskills.dk in cooperation with The City of Aarhus, Aarhus University, Aarhus School of Marine and Technical Engineering and it-forum. The information in this guide is subject to change. Updates will be posted on out website 1

2 Table of Content Tournament date, location and contact 4 Tournament contact 4 Navitas - tournament venue 5 Team size 5 VISA to Denmark 5 Who should apply? 5 Where to apply? 5 When to apply? 5 Travel and accommodation 6 Cancellation policy 6 Program 7 Team check-in 7 FLLOEC wristband 8 LEGOLAND Billund 8 Tivoli Friheden 8 FLLOEC Team checklist 9 Food 10 Drinking water 10 Non-alcoholic event 10 Dress code 10 Team hosts 10 PIT area 10 Pit measurements 11 Opening ceremony 12 Coaches meeting 12 Judging 12 Project & core values judging 12 Core values poster 13 Robot design judging 15 Robot competition 15 Practice Rounds Friday May 26th 16 Awards 16 2

3 WiFi 18 Safety and Security 18 Smoking 18 Spectators/visitors 19 Transport 19 Closing ceremony 19 What is Gracious Professionalism? 20 What is Coopertition? 20 3

4 Tournament date, location and contact Dates: May 25th. - 28th Location: Navitas, Inge Lehmanns Gade 10, 8000 Aarhus DENMARK Registration fee: 300 pr. person (both participants and coaches). Travel and accommodation is not included. Registration fee includes: Host Service following each team 25-28/ incl. "walking-busses" between hotels and venue Pick up Billund Airport Thursday Snack on arrival Billund Airport Thursday Shuttlebus Billund Airport - LEGOLAND Thursday Entrance LEGOLAND Thursday Lunch LEGOLAND Thursday Transportation LEGOLAND to 6 affiliated hotels in Aarhus Thursday Snack on departure from LEGOLAND Thursday Admission to venue Friday Sunday Sandwich-lunch Friday Participation in opening parade and ceremony Friday Picnic box at opening ceremony Friday Entrance to Tivoli Friheden incl. wristband Friday Admission to concert at Tivoli Friheden Friday Shuttlebusser from Tivoli Friheden to central Aarhus Friday evening Lunch incl. drink Saturday and Sunday Entrance Friendship evening Saturday incl. food and drink Bus from hotel to Billund Airport Sunday or Monday Reusable water bottle Rain cover Note that the tournament begins in Billund on May 25th., and we therefore highly Recommend all teams fly into Billund Airport (BLL). Distance to Aarhus Airport (AAR) is 145 km and to Copenhagen Airport (CPH) is 270 km. The tournament ends in Aarhus Sunday May 28th. Tournament contact info@flloec2017.org Facebook: FLLOEC2017 Web page: Instagram: FLLOEC2017 4

5 Navitas - tournament venue Our tournament venue, Navitas, is a unique collaboration between Aarhus School of Marine and Technical Engineering, the engineering departments at Aarhus University and INCUBA A/S. At Navitas 2700 students, researchers, entrepreneurs and companies work amongst each other in the 38,000 square meters, constantly exploring the new possibilities, collaborations and synergies the cohabitation can foster. Read more about Navitas Aarhus on their web page Team size The maximum number of participants on a team is 12: 10 children + 2 adults. Supporters, family and friends can participate as guests (read more under the heading Spectator ), or at arrival Navitas pay the 10 /75DKK entrance fee. VISA to Denmark Who should apply? First off all you have to find out, if you need a visa to visit Denmark. Find out here Where to apply? If you need a visa to visit Denmark you can find out here where to apply for your visa When to apply? You can apply for visa 3 months prior to your planned arrival date. Apply as early as possible as it may take up to 60 days to process your application. Be aware that special conditions may apply for visas to persons under the age of 18 years when travelling without parents. What can FLLOEC2017 do to assist you? We will send you a personal invitation for FLLOEC upon request, and we will share information about you with the Ministry of Foreign Affairs of Denmark to help the vetting process. 5

6 Travel and accommodation Teams organise and pay for their own travel to and from the tournament. In regards to accommodation we have listed our partner hotels who offer a special FLLOEC rate on our webpage (see: general information/accommodation). Use adr. and reference code/booking code listed when contacting the hotel. All our 6 affiliated hotels are in walking distance from venue Navitas. Please note, that shuttle busses from LEGOLAND Thursday May 25th. only have stops at these hotels. This also includes the walking-busses from hotel to tournament venue. If you chose to stay at a different hotel than the 6 affiliated hotels (the ones listed on our webpage), you must arrange your own transport. Questions? us at info@flloec2017.org. As the tournament starts in Billund, we do not have shuttle busses to take you to LEGOLAND Billund Thursday 25th from other cities or airports, as for example Aarhus or Copenhagen. You must arrange your own transport. There are however public transport methods between these destinations. Cancellation policy According to Danish law "Lov om visse forbrugeraftaler 17 stk. 2 jf. 9 stk. 2 nr. 2a", tickets are NOT included within the right to withdraw. However we allow you to cancel your order within 2 weeks from your payment. Service charges, fees and potential delivery charges are not refunded. Your money will be refunded after approx. 1 month. No cancellations after April 24th

7 Program Thursday May 25th: Arrival Billund. Visit to the original LEGOLAND incl. lunch Transport from Billund to Aarhus Dinner not included this day. Friday May 26th: Pit set-up and robot training at Navitas, incl. sandwich lunch Judges and coach meetings Opening ceremony at Tivoli Friheden, incl. a picnic style dinner and a concert Transport back to central Aarhus. Saturday May 27th: Robot competition and presentations incl. lunch Friendship evening incl. dinner Sunday May 28th: Robot competition incl. lunch Awards and closing ceremony Dinner not included this day. The teams individual program for presentations and robot competition times will be updated on our webpage closer to the event. For details regarding presentations and robot competition schedules and updates, please visit and your inbox closer to the event. Team check-in Team check-in will be at Billund Airport Thursday 25th when you land, and before the team's visit to LEGOLAND. If you arrive earlier or do not arrive by plane at Billund Airport we will arrange for you to check-in at the entrance to LEGOLAND, ZLEEP HOTEL BIllund or/and HOTEL LEGOLAND. We will inform you on the exact check-in procedure closer to event date. Important you check in before going to LEGOLAND, as the entrance tickets will be in the welcome bag. You can register at Navitas on Friday morning from 8am, if the team is not going to LEGOLAND. 7

8 FLLOEC wristband In your welcome bag you will find a FLLOEC wristband for each team member to carry. The wristband is personal and is your ticket to participate in events and as payment for traveling on the FLLOEC busses, for food and drinks and admission to tournament venue and Tivoli Friheden. Thus the wristband is valuable and important, so please take good care of it. If you lose your wristband please contact your host or the information desk immediately. LEGOLAND Billund Legoland is where the teams first will have a chance to meet up :) LEGOLAND Billund is Denmark s most famous and popular amusement park for families and children of all ages, and we hope the teams will enjoy the high-speed action and excitement the park has to offer. More than 50 exciting rides and plenty of fun events are waiting for them. Between 11:30am and 1:30pm lunch will be handed out to teams at the FLLOEC designated area. A map showing you the way to the area will be in the welcome bag together with the entrance tickets. Tivoli Friheden The venue for our opening ceremony is situated approx. 3km outside the city of Aarhus. This stunning amusement park and concert arena will be the location for our opening ceremony. We are pleased to announce that popular danish singer Joey Moe will be holding a concert from 8:00pm to 9:15pm. Between the opening ceremony and the concert, participants will enjoy a picnic style dinner they can enjoy anywhere in the park, and they will have a free-of-charge access to all rides in the park. Please note that during the opening ceremony the park will not be open to the public - this means that ONLY persons with a FLLOEC wrist band will have access to the park between 3pm and 5pm. After the opening ceremony the park will open to the public (admission fee applies). 8

9 FLLOEC Team checklist At registration, hand in the FIRST Consent & Release form. Each participant's parent/guardian must fill one out prior to sending their child to Aarhus. Coach is responsible for bringing one form from each participant. Teams bring their own laptop/tablet to use in the presentations. If using a tablet, make sure you also bring a adapter so the tablet can be outfitted with a HDMI or a VGA cable (HDMI and VGA cables are available in the presentation rooms). The power sockets in Denmark are of type E and K. The standard voltage is 230 V and the standard frequency is 50 Hz. Remember to bring your own adapter! Make sure team presentations, videos etc. are downloaded and made available offline on the team`s PC/tablet or on a USB stick. This to guarantee a smooth presentation. Robot, attachments and extra parts Fresh batteries/spare batteries Computer and power strip USB download cable (bluetooth is not permitted at the tournament) Extension cord Box to carry robot to competition area Bin to hold personal and team items to place under PIT area table Project judging materials, props and displays Core values poster Graphics demonstrating programming strategy for robot design judging Optional: team giveaways, team banner or poster to carry for ceremonies or for PIT area 9

10 Food Lunch and dinner will be provided for our participants during tournament days as stated in the program. Allergies and other food requirements given to us in your detailed team information registration will be taken into account. Drinking water In Denmark you can drink water straight from the tap. This is because Denmark has some of the world s best drinking water. In Denmark we protect our groundwater by preventing contamination from pollution. In other words Danish groundwater policy is based on prevention rather than treatment. This means that Danish drinking water is produced from the cleanest possible groundwater. In your welcome bag you will find a reusable water bottle for each team member. Please use it - it is safe and free to use all taps - even in the restrooms :-) Non-alcoholic event This is an event for children aged years old, and the FLLOEC Aarhus is therefore a non-alcoholic event. Dress code Dress code for all teams and coaches is casual. We encourage teams to find their own team identity. Team hosts Our aim is that all teams will have assigned a host which will follow and assist the team during FLLOEC Aarhus. The host will meet the team at registration, and follow you through the competition up until departure. PIT area Teams can set up their PIT Friday May 26th. from 08:00-14:00 and Saturday May 26th. from 08:00am. Teams are responsible to decorate their own pit the way that best represent their team. 10

11 Pit measurements 200cm. wide cm. deep cm high. In addition you have 100cm. in extra floor space in-front of your pit (see illustrations below). There are restrictions to what material allowed using when decorating the pit. A specific type of tape will be provided to the team. The tape is called TESA tape, and it is 12mm wide, and there is 50m. on each roll. 1 roll will be provided to each team. This is the ONLY type of material allowed. Duct tape, scotch tape, velcro, dual-lock etc. is not allowed! A table sized 80x130m., two chairs and two power outlets will be available in each pit. The power sockets in Denmark are of type E and K. The standard voltage is 230 V and the standard frequency is 50 Hz. Bring your own adapter! Please, make sure the following items are available in your pit area: Your robot and all your robot supplies Laptop and power cord (plus extension cords) A box to carry your robot and attachments to and from robot competition area A team banner or sign. 11

12 Opening ceremony The opening ceremony is scheduled for Friday May 26th. A shuttle bus to the opening ceremony from Navitas will be provided to the teams, and it departs at 2pm. Return shuttle busses from 9:15pm. Participants are free to leave earlier, but we cannot guarantee at this point that shuttle busses will start running before 9:15pm. Coaches meeting The coaches meeting will be held at Navitas Friday May 26th. at 09:30am. Please meet us in room at level 00 (located just around the corner from the information desk). Minimum 1 (one) coach should attend the meeting. At this meeting the coach will have the opportunity to meet tournament organizers, meet the head referee, get a run-through of the event schedule, ask judging- and robot game related questions, and other questions you might have about the tournament. Judging Project and core values judging, robot design judging and the robot competition will take place on Saturday May 27th. and Sunday May 28th. The presentation rooms will be equipped with projector and HDMI- and VGA cables. Bring your own converter to fit the PC/Mac/tablet to the HDMI- or VGA cable, if your device is not set up for one. Please, any videos etc. the team plan to use during the presentation must be downloaded and made available offline on a PC or tablet. This to guarantee a smooth presentation. We recommend teams prepare their presentations according to the Rubrics used for judging. You can find the rubric for core values, project and robot design here: Project & core values judging Teams will have 5 minutes for their project presentation + 5 minutes for judges Q&A. Then 5 minutes for their core values judging + 5 minutes for judges Q&A. Teams will be given 2 12

13 minutes after their project presentation to prepare for their core values presentation. Coaches and spectators are welcome to join in on the presentation, depending on space available. No active directing from coaches is permitted! Make sure team presentations, videos etc. are downloaded and made available offline on the team`s PC/tablet or on a USB stick. This to guarantee a smooth presentation. Core values poster The core values judging requires the team bringing a core values poster. The poster is designed to help the Core Values Judges at your tournament learn more about your team and its unique story. To help the Core Values Judges learn more about your team and its unique story, we are requiring every team to create a simple Core Values tri-fold or poster. The topics highlighted on the poster are typically the most challenging for Judges to explore during judging sessions. The poster is intended to help your team consider in advance how best to present its strengths so that the Judges can consider all teams equally and have the most information possible to provide meaningful feedback. Feel free to use creativity and originality! Important rules and guidelines are listed below: 1. Team Investment While your team is free to determine how much time to spend, please know that realistically for most teams it should only take a few hours from the initial brainstorming discussion to the completion of the poster. This poster is NOT intended to be on the same scale or an extension of your Project presentation. Remember the Judges are more interested in your team s story than fancy graphics. 2. General Layout The poster layout should follow the design below. The overall size of the poster should be no more than the measurements shown, and it may be smaller, especially if required for travel needs. The poster may also be rolled or assembled on site. 3. Defined areas There are four areas on the poster where specific information should be provided. These are the MOST IMPORTANT areas of the poster and should be the main focus of your work. 13

14 In the Discovery area of the poster, provide examples from the season about things your team discovered that were not focused on gaining an advantage in the competition or winning an award. Tell the Judges how you balanced all three parts of FLL (Core Values, Project and Robot Game) especially if you really wanted to focus on only one sometimes! In the Integration area, provide specific examples of how your team applied Core Values and other things you learned through FLL, to situations outside of FLL. Let the Judges know how you integrated new ideas, skills and abilities into your everyday life. In the Inclusion area, describe how your team listened to and considered ideas from everyone and made each team member feel like a valued part of the team. Share with the Judges how you worked together and accomplished more than you could have by working alone. In the Coopertition area, describe how your team honors the spirit of friendly competition. Include on your poster information about how your team provided assistance to and/or received assistance from other teams. Share with the Judges how your team members help each other, and help other teams to prepare for a potentially stressful FLL competition experience. 4. The Middle The area in the middle of the poster is for your team to highlight anything else you would like to share with the Judges about the remaining Core Values criteria. Maybe consider sharing examples of Team Spirit, Respect and Teamwork. You may also include examples of how your team has fun or shares with others how amazing science, technology, engineering and math can be. 14

15 Robot design judging Teams will have 5 minutes available for their robot design presentation + 5 minutes for judges Q&A. Coaches and spectators are welcome to join in on the presentation, depending on space available. No active directing from coaches is permitted! Robot competition Teams are allowed to bring a small cart to help them organize their robot and attachments. Teams must be present at the competition table 10 minutes prior to their round! 2 (two) coaches is permitted to join the team on the competition floor, but will have to stand outside the marked area. No active directing from coaches is permitted. 15

16 Practice Rounds Friday May 26th Practice rounds allow the teams to run their robots in the tournament competition environment without having their score affect their outcomes; they allow the referees to practice and discuss what they learned. Typically practice rounds: Run with teams, referees, scorekeepers, other volunteers and with live scoring as if they are real rounds Don t count for teams or volunteers Your team will be able to do 2 practice rounds on the competition tables Friday May 26th. 10 rehearsal tables are available throughout the tournament. Please check the program for your practice round times. Awards The following awards will be presented at the event: Champion Award This award recognizes a team that embodies the FLL experience, by fully embracing our Core Values while achieving excellence and innovation in both the Robot Game and Project. Robot Awards Mechanical Design This award recognizes a team that designs and develops a mechanically sound robot that is durable, efficient and highly capable of performing challenge missions. Programming This award recognizes a team that utilizes outstanding programming principles, including clear, concise and reusable code that allows their robot to perform challenge missions autonomously and consistently. Strategy & Innovation This award recognizes a team that uses solid engineering practices and a well-developed strategy to design and build an innovative, high performing robot. Robot Performance This award recognizes a team that scores the most points during the Robot Game. Teams have a chance to compete in at least three 2.5 minute matches and their highest score counts. Project Awards Research 16

17 This award recognizes a team that utilizes diverse resources to formulate an in-depth and comprehensive understanding of the problem they have identified. Innovative Solution This award recognizes a team s solution that is exceptionally well-considered and creative, with good potential to solve the problem researched. Presentation This award recognizes a team that effectively communicates the problem they have identified and their proposed solution to both the judges and other potential supporters. Core Values Awards Inspiration This award celebrates a team that is empowered by their FLL experience and displays extraordinary enthusiasm and spirit. Teamwork This award recognizes a team that is able to accomplish more together than they could as individuals through shared goals, strong communication, effective problem solving and excellent time management. Gracious Professionalism This award recognizes a team whose members show each other and other teams respect at all times. They recognize that both friendly competition and mutual gain are possible, on and off the playing field. Champion 1st. place 2nd. place 3rd. place ROBOT AWARDS: Mechanical design 1st. place 2nd. place 3rd. place Programming 1st. place 2nd. place 3rd. place Strategy and innovation 1st. place 2nd. place 3rd. place Robot Performance 1st. place 2nd. place 3rd. place PROJECT AWARDS: Research 1st. place 2nd. place 3rd. place Innovative Solution 1st. place 2nd. place 3rd. place Presentation 1st. place 2nd. place 3rd. place CORE VALUES AWARDS: Inspiration 1st. place 2nd. place 3rd. place Teamwork 1st. place 2nd. place 3rd. place Gracious Professionalism 1st. place 2nd. place 3rd. place 17

18 In addition to the FLL Core Awards, the following awards will also be presented: JUDGES AWARDS: Against all odds Rising star SPECIAL RECOGNITION AWARDS: Outstanding volunteer award Young adult coach/mentor award Adult coach/mentor award We recommend teams prepare their presentations according to the Rubrics used for judging. You can find the rubric for core values, project and robot design here: WiFi WiFi will be available for teams at the tournament venue. Logins will be provided. Please, any videos etc. the team plan to use during the presentation must be downloaded and made available offline on a PC or tablet. This to guarantee a smooth presentation. Safety and Security Security measures have been implemented for the safety of our participants. Denmark is generally a very safe and secure country, however pickpockets and bag-snatchers operate all over the world. As a rule of thumb, keep your valuables with you at all times and do not leave belongings unattended. During tournament at Navitas teams will have access to a room with a key card. We recommend locking your valuables in this room. Smoking Smoking at the tournament venue is strictly prohibited. If you fail to comply to this rule it may have severe consequences to yourself and to the event. If smoke should trigger the fire alarm the tournament will be suspended as the whole venue will have to be evacuated. The person/persons who triggered the alarm will be fined by the authorities. The whole venue is covered by CCTV. Smoking is only allowed outside the building. 18

19 Spectators/visitors For supporters who want to follow the teams closely during FLLOEC2017 various guest packages are available for purchase on Guests (children and adults) that have purchased the package for team supporters will follow the team - except they cannot be part of the competitions itself. Guests (children and adults) that have purchased the package for Premium Guest or Weekend Guest AND have indicated which team they are supporting will follow their team as far as possible (i.e go on the same busses, have the same host etc. if possible) Visitors to the venue only during FLLOEC at Navitas can buy entry tickets to the venue on tournament days at the cost of 10/DKK75 a day - subject to availability. Payment method: cash or credit card. Mobilepay for danish phones is also available. Please note that it is not possible for these visitors to be part of the opening ceremony and the Friendship Evening. There will be no food vendors inside tournament venue, and spectators and visitors are urged to visit one of the many dining places in Aarhus for lunch/dinner. Transport Shuttle busses will transport participants and coaches from the OEC starting point in Billund and to Aarhus Thursday and back again on Sunday or Monday. All local transport between the 6 affiliated hotels and tournament venue will be by walking-buses. Closing ceremony The closing ceremony will be held at Navitas Sunday May 29th. at 3pm. More info to come regarding details and program. 19

20 What is Gracious Professionalism? Gracious Professionalism is part of the ethos of FIRST. It's a way of doing things that encourages high-quality work, emphasizes the value of others, and respects individuals and the community. With Gracious Professionalism, fierce competition and mutual gain are not separate notions. Gracious professionals learn and compete like crazy, but treat one another with respect and kindness in the process. They avoid treating anyone like losers. No chest thumping tough talk, but no sticky-sweet platitudes either. Knowledge, competition, and empathy are comfortably blended. In the long run, Gracious Professionalism is part of pursuing a meaningful life. One can add to society and enjoy the satisfaction of knowing one has acted with integrity and sensitivity. We expect all team members, coaches, mentors, volunteers, judges and family to behave as Gracious Professionals. What is Coopertition? Coopertition produces innovation. At FIRST, Coopertition is displaying unqualified kindness and respect in the face of fierce competition. Coopertition is founded on the concept and a philosophy that teams can and should help and cooperate with each other even as they compete. Coopertition involves learning from teammates. It is teaching teammates. It is learning from Mentors. And it is managing and being managed. Coopertition means competing always, but assisting and enabling others when you can. We expect all team members, coaches, mentors, volunteers, judges and family to practice coopertition throughout the event. 20