Exhibition Event - Experience Summary

Points to Note

• Notify in advance to ensure that exhibition materials are not occupied.
• Mechanical and hardware issues must be reported at least one day in advance, and software issues at least half a day in advance. Maintain a stable version at all times and be ready to roll back if necessary.

• Upon receiving event notification, create an event plan immediately and obtain unanimous approval from the management. The plan should include the following:

  • Specific Time Schedule
    • Request a complete event flow/timetable from the event coordinator (e.g., the lead teacher).
  • Personnel Allocation
    • Designate responsible individuals for robots; each robot should have at least two people in charge.
    • Create groups, including rotational groups, and appoint a transportation leader (responsible for taxis and cargo).
    • Once finalized, avoid making changes to the list of personnel, even in the case of replacements.
  • Travel Arrangements
    • List pickup and destination locations in advance on paper.
    • Cargo Transport
      • Estimate the cargo van's interior volume first.
      • The person who orders the cargo van should accompany it with tools like ties, cutting pliers, etc.
    • Personnel Travel
      • Operators and cargo handlers should take a Didi (ride-sharing) to the destination to pick up the cargo.
      • Other team members should take a taxi after the cargo van.
  • Inventory List
    • Competition materials: cars, batteries, chargers, computers, downloaders, etc., to be organized by the competition team leader.
    • Other materials: ties, cutting pliers, tools, masks, medications, umbrellas, hand trucks, flight cases, electrical tape, wire, etc., to be organized by the miscellaneous team leader.
    • Before departure, double-check the list.
    • During the journey, conduct periodic checks and distribute materials to individuals (Note: each car should have two people - one with a remote control and one handling the cargo). During transitions, ensure that someone is responsible for preventing loss.
  • Contingency Plan
    • Designate two to three responsible individuals.
    • Determine the ultimate decision-making authority in case of emergencies.
    • Focus on solving problems first, and then assess responsibility and make improvements when the situation is stable.

Template

Material Preparation and Responsibilities

• Electronic tools: laptop, power supply, burner.
• Basic tools: ties, cutting pliers, soldering iron, hot glue gun, power strips.
• Robot materials: robot body, remote control, batteries, and chargers.
• Promotional materials: exhibition boards, flyers.
• Other materials: umbrellas, power strips, hand trucks.

Personnel Allocation and Responsibilities

• [Replace with names]: Responsible for [Replace with specific responsibilities].

Material Responsible Individuals:

• [Replace with names]: Responsible for [Replace with specific material responsibilities].

Date and Location Arrangement

Date: [Replace with date]

Outbound Departure

• Departure Time: [Replace with time]
• Departure Location: [Replace with location]
• Notes:
  • Pre-book a cargo van.
  • Double-check the list before departure.
  • Those accompanying the cargo van should go to the school gate and use the access pass to bring the cargo van to the first floor of B4.
  • Secure the robot's wheels with ties to ensure safe transport.
  • After loading, remaining team members should walk to the school gate to take a taxi.

Outbound Arrival

• Estimated Arrival Time: [Replace with time]
• Arrival Location: [Replace with location]
• Notes:
  • After arriving at the destination, the individuals accompanying the cargo should be responsible for unloading and informing the remaining team members of the specific location.

Return Departure

• Departure Time: [Replace with time]
• Departure Location: [Replace with location]
• Notes:
  • Pre-book a cargo van.
  • Check the inventory.
  • Secure the robot's wheels with ties to ensure safe transport.
  • After loading, remaining team members should take a taxi.

Return Arrival

• Estimated Arrival Time: [Replace with time]
• Arrival Location: [Replace with location]
• Notes:
  • Use the access pass at the school gate to bring the cargo van to the first floor of B4 for unloading.
  • After arriving at the destination, the individuals accompanying the cargo should be responsible for unloading and informing the remaining team members of the specific location.

[Replace with specific information] [Replace with specific information]

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