Your job: confirm teams are present and ready so the match schedule can be created — and make sure every volunteer knows where to go. You control the start of the tournament: slow and correct at check-in means fast and smooth all day.
Team check-in
- Welcome the team — you're the first face of the event.
- Find them on the team list.
- Verify the adult contact information.
- Collect required items — usually the engineering notebook and any team info updates.
- Mark them checked in.
- Hand over the event packet and participation medals.
- Direct them onward — "Inspection is located ___," "The drivers meeting is at ___."
This matters more than it looks: matches can't be generated until check-in is accurate, and if a team leaves without checking in, the match schedule breaks. If you're unsure about anything, contact the Event Partner immediately.
Volunteer check-in
Greet each volunteer, confirm their name, role, and schedule, collect a consent form if needed, hand them their badge and materials, and point them to their training or their lead.
The rules
✔ Be welcoming and organized — one group at a time
✔ Double-check spelling and numbers
✔ Ask if you're unsure
✘ Don't guess information
✘ Don't promise schedule changes
✘ Don't interpret competition rules — send rule questions to the Head Referee or Event Partner. You provide event information; competition rulings come from referees and judges.
Be awesome at it
Keep the line moving: pre-highlight the teams and volunteers you expect, pre-sort packets, and invite the next group to step forward early. A great check-in volunteer is friendly, accurate, calm under morning chaos, and organized.