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Setting up events and Things
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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Setting up events and Things

Hello again

I wanted to start a thred about setting up events and whats involved Confused

I was interested in setting up an event in adelaide but since I have NEVER done anything like this before I wanted to get some pointers and to find out weather it would even be worth it Shocked

Looking at previous post it looks like the main problems are accomadation,insurance and the arena ect

would anyone even be interested in coming to adelaide for somthing like this?



quote:
Thats a whole 'nother subject..

In brief, the biggest problem in most cases is Public Liability Insurance. If you want to invite the general public to the show, then you need it, and its not easy to get at a reasonable price just for a RoboWars event unless its a part of a bigger package (like SideTracked or The Ideas Festival in Bris). If you can get the Venue Owner or Festival Operator to cover you, things are a lot easier.

Then you need an Arena. To build a good free standing featherweight Arena similair to SideTracked's would cost between $4000-$8000 in Materials and Labour. Given the work and expense it took to truck SideTrackeds arena to Brisbane and back, I would say its probably more cost effective to build your own as part of the budget for the first state event and then you get to keep it (storage area required).

After you have an Arena and Insurance, the 2 hardest bits are out of the way, then its down to the typical event details like staff (judges, schedulers, tech inspection), security and crowd control, administration, promotion, pit areas, lighting, sound, presenters, cameras, trophies, prizes, scheduling, life-support for the public (food, toilets, parking etc) and so on.. nothing to it really..

(Spockie-Tech)

Arena: would it be possibe to biuld it yourself?
Storage: I would probably be able to keep it at my joint?
Insurance: have to find out about that Shocked

What dose everone else think?

Post Wed Dec 06, 2006 1:41 pm 
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Ajax
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Joined: 17 Jun 2004
Posts: 298
Location: Sydney


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This first thing to work out is the type of event you wish to hold.

Public event (like RoboWars) or a back yard event?

And the weight class
(Feather weight would be my choice)

This will determine your required level of organization, Arena specs, required facilities, etc. As well as the different types of problems that can occur.

Public Event list:-

Arena (Passed by an Engineer for insurance)
(Using the specs that SideTracked used would be ok for Feathers)
Seating stand / Seats for spectators.
Location. Need somewhere to hold the event.
Facilities. Toilet's, Catering (food and drink), power, shade if out side, etc
Pits area separate from spectators.
Insurance. this is the big one
Transporting equipment to location.
Setup time. Arena, and other equipment up to be setup for the event.
Pack-up time. packing every thing up again.
Storage of everything when not being used.
Advertising, Magazines, local paper, radio, Flyers, etc
Robots ready to compete with in the state.
(Not just relying on interstate competitors)
Schedule required and followed.

Back yard list.

A shed with a safe wall for every one to stand behind.
(just need to make some rules regarding where to stand.)
Limited number of spectators. due to space.
shelter for pits area. Tarp would do.
Extension cords for power. (this could be supplied by some competitors.)


There are other things but others that have held events will have better answers than me.


If you start to set something up let me know and I will help as much as possible and I will commit to having two robots running. But I will need plenty of notice to make them.
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Post Wed Dec 06, 2006 3:36 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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well I was thinking somthink like at the adelaide show or somthing like thsi

Date: 12 Aug 07

Title: Science Alive!

A huge celebration of science with over 30 organizations offering FREE interactive science experiences for the whole family.

Whether you are interested in astronomy, marine ecology, electronics, medicine, native animals, the environment, DNA, forensics, robotics, reptiles or just want a great FREE day out with lots of cool stuff to do, Science Alive! is for you. On site catering will include great coffee & yummy food.


Opening Times: 10am - 4pm
Entry Cost: Free
Parking Facilities: North West Carpark - Rose Terrace
Catering Facilities: Retail Catering
Entry Gate/s: Rose Terrace Entrance
Organiser Contact Name: Brian Haddy
Organiser Email: brian@fundraisingpartnerships.com.au
Organiser Web: www.scienceweek.info.au


Date: 10 Feb 07

Title: Supercross Masters

Yamaha presents the Supercross Masters. Round 1 of the National Series. All of the factory teams plus Supermotard displays, BMX demonstrations, freestyle MTB demonstrations and much more.

Opening Times: Gates open 2pm
Cost: General admission: $30 Adult, $27 Concession, $16 Junior (5-15 yrs) $85 Family (2 adults, 2 children)

Grandstand: $37 Adult, $27 Junior (5-15 yrs), No concession.

Parking Facilities: North west car park
Catering Facilities: Retail catering available
Entry Gate/s: Rose Terrace & Leader Street
Organiser Contact Name: Gilbert Racing
Organiser Contact Phone: 08 8370 2535
Organiser Email: gracing@senet.com.au
Organiser Web: www.gilbertracing.com.au


Date: 10 - 12 Mar 07

Title: MIX102.3 Family Festival

Great Family fun with interactive sports, live entertainment, family advice and lots of family products to try & buy.

Admission includes entry to the Animal Expo featuring Dr Harry Cooper.

Opening Times: 9.30am - 5pm daily
Entry Cost: Adults $10, Concession $7, Child (5-15) $4, 4 & under are Free and Family (2A, 2C) $24
Parking Facilities: North West Carpark - Rose Terrace
Catering Facilities: Retail Catering
Entry Gate/s: Rose Terrace Entrance and Ridley Gate - Goodwood Road
Organiser Contact Name:
Kym Jones Exhibitions
Organiser Contact Phone: 08 8293 8699
Organiser Email: info@kjex.com.au
Organiser Web http://www.kymjonesexhibitions.com.au/


Date: 17 Mar 07

Title: Monster Trucks Night of Destruction



Opening Times: TBC
Parking Facilities: TBC
Catering Facilities: TBC
Entry Gate/s: TBC
Organiser Contact Name: TBC
Organiser Contact Phone: TBC
Organiser Email:
Organiser Web:
(HELL YES) Twisted Evil

but how is the arena build wood,steel or what?

and I'd have to find out if any of them have insurance Confused

Post Wed Dec 06, 2006 4:01 pm 
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Fish_in_a_Barrel



Joined: 30 Sep 2006
Posts: 673
Location: Perth, Western Australia


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There is a thread on arena standards in the rules section.

http://www.robowars.org/forum/viewtopic.php?t=387

Spockie-Tech posted this link to the FRA guidelines for classifying arenas, and the type of bots expected to run in them.

http://www.fightingrobots.co.uk/documents/event_safety.pdf

Post Wed Dec 06, 2006 4:33 pm 
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Fish_in_a_Barrel



Joined: 30 Sep 2006
Posts: 673
Location: Perth, Western Australia


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This thread has been moved to the safety, rules and administration section, since it is involved with the administration, rules and safety involved with setting up events.

Post Wed Dec 06, 2006 4:39 pm 
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Spockie-Tech
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Joined: 31 May 2004
Posts: 3160
Location: Melbourne, Australia


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Good Idea.. Thread has been moved.

Build an Arena yourself ? Of course, provided you have a well equipped workshop. You will need welders, cut off saws, bench drills, clamps, right engles etc etc.

Any decent engineering/fabrication shop would find it a relatively easy job skill wise, but it still takes a lot of work. I would estimate the best part of 2 weeks full time to start from scratch for a single person.

You can keep it anywhere you like. Much easier if you can leave it setup (and better to encourage builders to regularly compete). The Sidetracked Arena packs down into a pile about 3m long, x 2m wide x about 2m high

Running as a "Side Show" to a large public event like Monster Trucks and MotoCross etc is a good idea.. thats what I had in mind myself.. The inusrance should cover things for you already, and they are likely to have a large budget to play with.

If you have never done any event management before, get a local promoter-ey dude to help you out for the first one until you learn the ropes. At a big event, they should be able to help out, unless they expect you to provide a turn-key package.

I would be willing to Travel to Adelaide once a year (and Sydney) for a big public event.. Expecting Interstaters to make the Trek on a regular basis would require you offer expense compensation (appearance $), or big $$ prizes worth fighting for.

Otherwise you will need a plan to get some locals (schools, unis etc) to start building bots if you want to run more than 1 or 2 big events a year.
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Post Wed Dec 06, 2006 5:25 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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I was only thinking of an even once a year sorta thing.

I'm thinking of talking to places like tafe ect to see if they are interested,thay have just been doing a part-by-part robot in the sunday mail

I'll find out more about the monster trucks because they would probably have insurance aswell Cool

Prizes?? how about a big sheet of Ti? lol Laughing

Post Wed Dec 06, 2006 5:46 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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quote:
Originally posted by BH Mike:
This thread has been moved to the safety, rules and administration section, since it is involved with the administration, rules and safety involved with setting up events.


No worries,I was unsure of where to put it Smile

Post Wed Dec 06, 2006 5:48 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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Just wondering what grade arena you have at side tracked? and even?

Some of the videos I have seen there are people standing right behind it??

Post Wed Dec 06, 2006 6:05 pm 
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Philip
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Joined: 18 Jun 2004
Posts: 3842
Location: Queensland near Brisbane


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quote:
Originally posted by WiperMotor:
Some of the videos I have seen there are people standing right behind it??
There should be an exclusion zone around the walls of the arena.
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Post Wed Dec 06, 2006 7:05 pm 
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Rotwang
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Joined: 15 Jun 2004
Posts: 1589
Location: Vic


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Yes in theory there is an exclusion zone, in RL it’s not easy to enforce it.

If a big public event was organized in another State we would make it a very high priority to support it, especially if it was the first one and that states group had put together an arena etc for the first time and was struggling to get enough bots to put on a good show.

Post Wed Dec 06, 2006 7:49 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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well thanks for your support everyone

tommorow I'm going to contact a few people/events and see what happens

is there anything inportant I should mention?

Post Wed Dec 06, 2006 7:53 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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and. . . anyone know a good plastic supplyer in SA? or would it be possibe to freight the arena down from sidetracked?

Post Wed Dec 06, 2006 8:04 pm 
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Ajax
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Joined: 17 Jun 2004
Posts: 298
Location: Sydney


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One thing to remember for a big event is the date. will it match other events.

RoboWars Melb is in Jan

Is there a RoboWars Bris, this year? (or hint on possible date)

We don't want to have them to close together as it is an expense to competitors to fly interstate.

and that could be a factor in getting competitors to SA, if other big events are close together!


I think I should be able to get a good price for steel, and I will price the Perspex that is needed. I know a couple of suppliers in SA.

What type of Arena are you thinking of. Same as SideTrack's
8 sided octagon
or a different shape.

let me know I have a cad drawing of SideTrack's arena. I could fix it up and give you a complete set of drawings to make the arena by. thanks to Spockie


I also have a contact in SA Uni. He is a lecturer in the engineering department. I will have a chat to him and get a good contact for you.

@WiperMotor:- If you see me online tomorrow we can chat and I can help out with some things. I will be limited, but will help where possible.
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Post Wed Dec 06, 2006 10:30 pm 
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WiperMotor



Joined: 04 Sep 2006
Posts: 301
Location: SA,Australia


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Thanks very much for that ajax! Smile

I'm thinking of a retangle arena,can't think of the specs off the top of my head Confused

I was thinking maybe wood,same stuff used on houses because it might be cheaper and you can get it in long lenths aswell, put a slot down the sides and slide it in!?!

as for the perspecs. . . 6mm isn't it? I think

and I have to find out what is used for netting. maybe mesh? or maybe elastic crap.

also thinking about prizes mentioned earlyer. . . MAYBE if I could get a hobby shop to sponser us. . .somthing like a new RC set?

Post Wed Dec 06, 2006 10:37 pm 
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