Schedule and Time Needs

The setup for a qualifier is a detailed process that takes between 3-6 hours depending on the number of volunteers available for setup.  Setup typically starts in the afternoon the day prior to and runs until all rooms are setup.  Below are a sample list of times for setup of each area:

  • Activity Area: 1-2+ hours (Depending on the activities)
  • Revieweing Rooms: 1-2 hours
  • Pit Area: 1-2 hours
  • Volunteer and Judge's Lounges: 1 hour

For example, a typical setup at a school will start around 3 PM and run until 5-7 PM.  Things can run later if all rooms are not available at 3 PM. 

Volunteer Needs

A 16 team expo needs about 8-14 people, in addition to CVR staff, key volunteers, and event partners to setup the event.  Larger events will require more volunteers to handle the additional setup. 

Refreshments for Setup Volunteers

Depending on the setup timeline for the qualifier, it is expected that some refreshments / simple meal will be provided to setup volunteers to compensate their time there for setup.  This is not something sophisticated, but simple refreshments to keep everyone energized around the dinner hour.  

Event Setup Checklist

Below is the full list of items and needs for a qualifier.  Some items are dependent on size of the qualifier. 

  • Expo Area/ Pits / Team Check-in
    • Table and chairs to ensure every team has at least one 3x6 table (preferably two, or one 3x8). 
    • Two tables + 4 chairs for Pit Admin volunteers (in each room, if using multiple rooms)
    • Sound system / announcement system in each Pit room to allow Pit Admin to speak to all teams in the pit room. 
    • Projector / TV in each pit room to display current scores or other details
    • (Optional)Power strips / extensions cords to ensure every team has access to at least one power outlet at their pit table. 
  • Reviewing Area
    • One table + 2 chairs for reviewers in each reviewing room.  
    • Four chairs in each room for coaches to sit at in each judging room
  • Activity Area
    • Tables, desks, other surface and sitting arrangements as needed for specific activities  
    • Sound System with output for CVR staff to capture for live stream / recording.
    • DJ / Emcee needs.  Any additional materials for your DJ / Emcee (Computer, etc)
  • Volunteer Lounge / Checkin
    • Area identified for volunteer check-in
    • Snacks and refreshments provided to volunteers throughout the day
    • Lunch provided to all volunteers 
      • Preferably judges have a separate lunch served to them, however, they can grab food from the main area, and eat in the judges lounge. 
  • Other
    • Internet Access for staff / volunteer use (Public / team access not required)
      • Cabled (not wireless) internet access required for live streaming, with YouTube unblocked.  (YouTube for Education is not sufficient) 
  • No labels