Field Supervisor

1
Field Supervisor

• Regional and Championship

2
Summary

• Responsibilities Expectations
• Schedule
• At the Event
• Critical Review
• Conclusion
• Whats Next?

3
Responsibilities Expectations

• As a KEY VOLUNTEER for your event, you play a big
  part in the process from the time the truck is
  unloaded through the three day event and finally
  repacking the crates and the truck.
• The Three Cs of a Field Supervisor
• Always stay mindful of being .
• Careful its cool to be SAFE
• Consistent this keeps good order
• Courteous more good gets done this way

4
Schedule

• Typical FRC Schedule
• Wednesday Load-in, setup
• Thursday Practice matches
• Friday
• Opening Ceremony
• Qualification Matches
• Awards Ceremony
• Saturday
• Opening Ceremony
• Qualification Matches
• Alliance Selection
• Elimination Matches
• Closing Ceremony

5
At the Event Wednesday Setup

• Set-up the Field (Start _at_ NOON on Wed.)
• Be sure that you have several volunteers on site
  that will be returning on Saturday to re-pack the
  field into the crates.
• Based upon the number of folks who will be
  returning on Saturday, organize them accordingly
  to ensure you have maximum support during the
  field take-down.

6
At the Event Wednesday Setup

• Have the field ready for Volunteer Training on
  Wednesday evening (usually around 530 PM )
• Be sure the field and scoring system is fully
  tested before departing for the night.
• Ensure that your Field Reset Leader,Lead Team
  Queuer and Scorekeeper are ready for the Thursday
  morning breakfast meeting.

7
At the Event Thursday Practice Day

• While this is good practice for the TEAMS, it is
  a great opportunity for you to set the tone for
  the rest of the event.
• Be sure to leave at least one full set of matches
  at the end of the day as simulated competition
  style rounds. Use REFEREES, Game Announcers and
  EMCEE get a good pace set for the qualification
  matches.

8
At the Event Thursday Practice Day

• Be sure that your field re-set crew places the
  field in a Ready to Play mode before departing
  the arena for the evening.
• Conduct and testing or field repairs as needed to
  ensure that the scoring system is ready to
  generate the Qualification Matches.
• Provide the Qualification Match List to Pit
  Administration for copying and distribution after
  the last team departs the arena.

9
At the Event Friday Opening Ceremony

• Be sure to coordinate with the following folks to
  ensure that Opening Ceremonies takes place as
  time efficiently as possible
• Event Manager
• A/V Supervisor
• Regional Director
• Head Referee
• Ensure that your first TWELVE TEAMS are in place
  either on the field or in the on deck locations

10
At the Event Friday Matches

• Be sure to record the ACTUAL start time of Match
  Q-1 on your Post-Event Report.
• Work with your Re-Set Crew and Referee Staff to
  ensure that the field is scored and re-set as
  quickly as possible following Q-1.
• Continue to look for ways to reduce the match
  cycle time to a maximum of SIX minutes from START
  to START.

11
At the Event Friday Matches

• If your Match Cycle Time is at or near SIX
  minutes maximum, you are doing GREAT.
• If NOT.. You need to employ the help of your
  Head Referee, Lead Team Queuer, Field Reset
  Leader, Game Announcer AND Emcee, to coordinate
  the control of the teams and the audience to
  enhance the overall quality of the event.
  (Minimize DEAD Time )

12
At the Event Friday Lunch Break

• Be sure that your ENTIRE CREW of FIELD MANAGEMENT
  FOLKS have the opportunity to get a good lunch
  break. ( Keep the crew HAPPY )
• Start with the Queuing Crew and be sure that
  there is designated time for the return of the
  entire field staff to commence the afternoon
  matches.
• Teams for the first THREE matches of the
  afternoon should be in place at the start time
  announced prior to the lunch break.

13
At the Event Friday Matches

• Regardless of the time issues experienced before
  lunch, your mission is to ensure the complete
  Friday Match Schedule is completed as well as
  possible.
• Keep the troops motivated and mindful of the
  details that keep the matches going.
• Be sure that your various team leaders are
  watching over their staff people to ensure they
  are keeping up their fluids and taking breaks as
  needed.
• Keep looking for ways to improve field
  operations!!

14
At the Event Friday Awards

• Yes folks, the key part in keeping the match flow
  moving was to be sure you have the last match
  done in time for the Friday Awards Ceremony.
• There are often some scheduled speakers that have
  limited time frames to be at the event. You will
  need to have a coordinated plan to ensure your
  matches are completed.

15
At the Event Friday End of Day

• Be sure to make the rounds with as many folks as
  possible to thank them for their time and support
  in making Friday a GREAT Success.
• Verify that your various report items are
  accounted for and that the field re-set crew
  places the field in a ready for play mode.
• Make final checks with the FTA, Head Referee,
  Scorekeeper, Lead Team Queuer and Field Reset
  Leader as to the readiness of the field for
  Saturday

16
At the Event Saturday Before the Event Begins

• Check on the CHARGING STATUS of the Spare
  Batteries for use during the Finals.
• Be sure that you have a plan in place for the
  issue and return of these batteries so that you
  are not trying to resolve this matter once the
  field is being packed-up at the end of the day.
• Assign an individual to keep track of which teams
  barrow batteries and have that person report to
  you that all batteries have been returned before
  the Saturday Awards Ceremony begins.

17
At the Event Saturday Matches

• What ????? You mean I need to leave time for that
  Opening Ceremonies thing again ?
• We need to do alliance selections BEFORE we go to
  lunch ??? (Yeah, thats right )
• So. We need to really coordinate well with
  those key folks listed on Fridays info to ensure
  that the timing of the event is kept up to the
  demands of the day.

18
At the Event Saturday Matches

• Once again, be sure to have the first three
  matches of teams in place before the start of
  Opening Ceremonies.
• Keep the Game Announcer, Emcee and Head Referee
  all mindful of their ability to keep the crowd
  and the Teams motivated.
• The more lively the event, the quicker it seems
  to maintain the pace of things overall

19
At the Event Saturday Matches

• The truth is that most everyone who gets involved
  with FIRST is a wonderful person is many ways.
• Try to keep the above detail in mind. The
  intensity of the game play and personalities
  become more prevalent as Saturday matches
  progress toward those last few opportunities
• Find Fix problems before they get bigger.

20
At the Event Alliance Selection

• Have a well repeated plan in place with all of
  your key field management folks before last few
  qualification matches are played.
• Determine WHO will address the audience and the
  teams after the final qualification is over. Be
  sure this person knows the process
• Announce a required return time for teams that
  are in the Elimination Matches and remind the
  audience of this time during the alliance
  selections

21
At the Event Alliance Selection

• Ensure that you have at least one member of each
  team ( preferably the team captain ) in place
  near the field area to act for that team in the
  alliance selection process.
• Once the Scorekeeper is ready, direct the person
  conducting the Selection process to begin.
• Supervise the process and coordinate this effort
  between the scorekeeper and the announcer.
• Upon completion of the process, ANNOUNCE SEVERAL
  TIMES throughout the Lunch Break, the Start Time
  of the Elimination Matches

22
At the Event Saturday Lunch Break

• Be sure that your ENTIRE CREW of FIELD MANAGEMENT
  FOLKS have the opportunity to get a good lunch
  break. ( Keep the crew HAPPY )
• Start with the Queuing Crew and be sure that
  there is designated time for the return of the
  entire field staff to commence the afternoon
  matches.
• Teams for the first TWO sets of Quarter Final
  matches of the afternoon should be in place at
  the start time announced prior to the lunch break.

23
At the Event Elimination Matches

• Do everything you can to ensure that the field
  reset crew is well supported at this point to
  ensure the smoothest possible time management of
  the elimination matches.
• Check on the welfare on all your volunteers to
  ensure they do not dehydrate and are able to
  fully support the remainder on the day.

24
At the Event Saturday Finals

• Depending upon your time available, you may need
  to adjust and coordinate with the Event Manager,
  Regional Director, A/V Supervisor and Volunteer
  Coordinator, the start of the Awards Ceremony.
• Once the finals matches are over, look to see how
  your group of field set-up folks are looking to
  plan your field take-down efforts.

25
At the Event Saturday Awards

• During the Awards Ceremony, do not work on
  disassembling the field except in areas that will
  not impact the decorum of the event.
• Do as much of your preparing for field take-down
  by chatting with your key folks who will be
  assisting in this effort.

26
At the Event Saturday Take-down

• Take a moment to identify the Key People who will
  be in charge of the various portions of the field
  as it is disassembled.
• If you have a group of inexperienced folks,
  divide them up so they can assist your key people
  in a CONTROLLED take-down of the field.
• SAFETY is the most important feature of your job
  during the disassembly of the field.

27
At the Event Saturday Packing

• Again, emphasize that SAFETY is first !!!
• It is best to set-up the various crates and carts
  in the areas where they can best work to make the
  field packing effort as easy as possible.
• Ensure that your crew can work one end, then the
  other AND one side and then the other to get the
  process done consistently.
• Assist the FTA and union workers in loading the
  truck for shipping to the next event.
• Use the Field Manual as a check-list of the items
  that go on the truck first and line them up by
  coordinating this effort with the FTA.

28
At the Event The Big Finish

• Once again, Thank you for your effort to make
  this event a great success.
• Be sure to Thank all of the folks who worked to
  make your job a bit easier.
• Check out with the FTA to ensure that there are
  no other items that need your attention.
• Turn-in your Post Event Report to the FTA.

29
Critical Review

• The Field Supervisor must work closely with the
  Queuing staff, Field reset crew, Referees, and MC
  to keep the event on schedule
• This job requires a significant commitment from
  Wednesday through Saturday evening
• Find and fix problems before they get bigger
• Keep your crew happy!

30
Conclusion

• Never forget, you represent FIRST!
• Be a Gracious Professional!

31
Whats Next?

• Now that youve reviewed the key materials needed
  to succeed in your position-
• Challenge Yourself!