How to Host an Event with FIRST Texas
Want to bring the excitement of a FIRST event to your organization? Read below for all the details on how to partner with us to bring a robotics competition to your organization.
FIRST Texas partners with coaches, schools, nonprofit organizations, and companies to host our robotics events. Read below on the two key roles required for hosting an event. Note that this role is often filled be the same person.
A Venue Host is responsible for:
Signing an agreement with FIRST to provide access to the facility the day of the event.
Managing venue-specific requirements such as security and custodial support
Coordinating tables, classrooms, network access, parking, and other facility needs
The Event Director is responsible for:
Working with the Venue Host on the layout and flow of the event
Generating judging and robot game schedules
Creating the coaches’ packet using a provided template to share critical event information to teams
Recruiting volunteers with support from the local Regional Program Administrator
Assigning volunteers through the Volunteer Management System, either directly or through a Volunteer Coordinator
Working with FIRST Texas to coordinate delivery and ordering of equipment, supplies, and volunteer meals
Coordination of event onsite including overseeing the set-up, tear-down, team check-in process, and volunteer management
FIRST Texas is here to support you every step of the way! From training resources and software to a dedicated local Regional Program Administrator, we are your partners in putting on high-quality events that engage K-12 students in the exciting world of robotics and STEM!
FIRST Texas will:
Ensure facility meets event specifications.
Provide program-related documentation, tournament software programs, and training needed to ensure the execution of events meet global standards set by FIRST.
Provide all event supplies, materials, and equipment necessary to produce the event.
Provide training for all official FIRST volunteer roles.
Provide official award materials, signage, and branding.
Handle team registration and payment process.
Support volunteer recruitment and verify all key volunteers complete required training.
Purchase volunteer meals through an approved catering system to meet budget and dietary needs.
Communicate official winners and advancement by the Monday following the event.
Steps to Become a Host
Contact your Regional Program Administrator to begin the conversation (or fill out form)
Ensure your venue meets the event requirements
Work with the RPA to determine the best date for your event
Complete an Event Host Agreement with FIRST to become an official Event Partner
Submit a W-9 to become a FIRST vendor
Submit an invoice referencing your Purchase Order number to be paid your stipend
Event Partner Stipends
In addition to FIRST covering all event supplies and equipment, we provide each Event Partner a stipend for their contributions.
FIRST LEGO League:
$1,000 per FLL Challenge Qualifier Event - if a team wishes to cover all volunteer meals, the stipend is increased to $1,500
$400 per FLL Explore Festival
FIRST Tech Challenge:
Qualifier: $1,800 total host stipend.
Standard league with 24 or more teams: $3,600 total host stipend for three league meets and the league tournament.
Small league with fewer than 24 teams: $2,700 total host stipend for three league meets and the league tournament.
These totals include stipends for providing the venue and coordinating or directing the event. If multiple venues, organizations, or individuals participate in delivering a qualifier or league, FIRST Texas will work with the hosts to determine how the total stipend should be divided.
Change to FTC League Stipends
In previous seasons, leagues with more than 24 teams operating in the “Metro League” format received twice the per-meet venue stipend provided to other leagues. Because there was not a meaningful difference in the work required to deliver events of that size, all leagues with 24 or more teams will now be included in the same standard-league stipend category.