Northern Colorado Vex VRC
The trailer is available to Vex VRC event partners in the Colorado Front Range
and southeastern Wyoming. For the 2023-24 season we will charge a fee for delivery and equipment/tools/electronics.
If your organization would like to use the trailer on a day not listed below please contact the
BRC trailer administration by sending mail to: robotics_trailer@BerthoudRobotics.org
The trailer has only Vex VRC equipment (no VIQC fields/objects).
Equipment in the VRC Trailer
4x metal competition field perimeters and towers with electronics and floor tiles
Fields are mostly assembled in the trailer. Please return the same as they arrived.
4x sets of Over-Under competition objects
2x portable audio systems including Microphones/Speakers/Stands
2x striped referee overshirts
2x floor mats to cover cables (3' x 4')
4x tablets for referee scoring
9x laptops for running tournament software
3x portable cases with equipment for field operation
4x televisions of varying sizes for the competition audience and results/standings
Electrical cables and power strips suitable for competition pit areas
Cables for all of the electronics, fields, monitors
Tools for field setup and takedown
Miscellaneous items for the tournament itself in limited numbers such as clipboards for judges and referees who is filling out the match results on paper, robot sizing tools.
Changes for the 2023-24 Season
Berthoud Robotics will start charging $150 per event for trailer usage to cover the following expenses (the charge may be more if your event is a LONG way from Berthoud):
Trailer delivery and pickup to/from your event by BRC volunteers
Item replacement (field objects, tiles, electronics). Likely trailer usage is 6-10 events per year. The recurring expenses are expected to be $1000.
For event partners we suggest adding perhaps $5 to the cost of your event to cover the trailer fee.
Payment of the fee to be made at the first planning meeting or at the event setup to Berthoud Robotics, POBox 1844, Berthoud CO 80513.
Please contact BRC (robotics_trailer@BerthoudRobotics.org) with any questions or if you need an invoice for the trailer fee.
NOCO VexVRC Trailer Sponsors
2023-24 Tournaments Using the Trailer
Event Partner Responsibilities
Make a note in the Planning RECF Google Sheet indicating you will need the trailer. Note that the trailer can only support one event per weekend.
Contact BRC early via email robotics_trailer@BerthoudRobotics.org
There is only one trailer so reserve your weekend and trailer usage early).
Meet with the BRC trailer volunteers to discuss what equipment your event needs.
Plan to attend the tournament before yours because those are the people that are loading the trailer which you will be unloading next. It will make your life a lot easier if you are familiar how the trailer looks that night (it'll look that way when the friday night before your tournament).
Learn how to use TM. BRC volunteers can run you through and make sure things look good but you have to have your event codes and have a vague idea of how the TM software works to run your tournament.
Reserve the trailer a very nice parking spot so loading/unloading is easy.
The trailer likely will stay in that parking spot until the event is over the next day. Please make sure that is acceptable or you get the BRC volunteers to relocate the trailer before they go home for the night.
Be mindful of the BRC trailer volunteer time. These volunteers likely have a much longer drive home than you do once setup is finished. Work to get the parts of the event setup that arrive on the trailer set up and operational early so that the BRC trailer volunteers can head home.
Have enough volunteers for setup and teardown. It takes 1 adult and 2-3 students per field to get them set up in a reasonable time.
Things NOT in the trailer that the EP will need to provide
Two (2) AA batteries for the microphones if using the sound equipment from the trailer.
One ream (500 sheets) of 8-1/2 x 11 printer paper (match and playoff schedules for the teams, queuing volunteers, referees and judges) produced the day of the event by the TM software.
Printed current game manuals (for referees and judges)
Printed judging materials (rubrics, notebook score sheets, interview score sheets, ...)
Printed referee scoring sheets (see link at the bottom of this page for an option)
One floor mat per field to cover the cabling between the TM server and main monitor and the fields. This avoids a major trip hazard for referees and the teams.
Two normal sized rolls of white electrical tape (for field lines). Please donate any unused portions of a roll to the trailer for the next field user.
Having several sets of tools for your own volunteers to use when assembling field makes the assembly process a lot faster. This typically means 4x of the standard Vex TORX hand drivers. Make sure your volunteers keep track of the tools you own.
Secure Trailer Parking. The trailer likely will be left at your facility overnight. The trailer has a lock but having a reasonably secure location is an added benefit. We will need to have access to the trailer on the day of the event for spare parts and to facilitate loading equipment as the event is concluding.
Be sure you can identify your gear vs the BRC trailer gear. Keep BRC trailer fields/tiles together (don't use trailer tiles with your field walls, we'll never be able to figure out who's gear belongs to whom). Don't use trailer parts, objects on your fields.
Schedule field setup the night before the tournament starting around dinner (the start time is negotiable but you will spend no less than 1 hour and more likely 3 hours or more setting up depending on how much equipment is used)
Unload/Setup volunteers: 3 per field + 4 for common. (for 3 fields, you will need about 16 dedicated volunteers). BRC volunteers are there to provide guidance and tools for the setup, not to actually "do" the trailer unload and field setup.
Once the event equipment is set up, the EP is the main contact. BRC trailer volunteers aren't part of your tournament volunteer staff (unless you can convince them to volunteer for the event). They have tasks to do throughout the tournament separate from the event volunteers. Those trailer volunteers will likely be taking down the skills fields while the playoff matches are happening.
Teardown/Load: Again, 2-3 volunteers per field to efficiently get the tournament equipment torn down and hauled to where the trailer is located. Follow BRC trailer volunteer directions on what to take apart and what to leave attached to the field walls. Make sure you load the tiles into a tile bag. Collect your equipment and keep it separate from the BRC trailer equipment. Loading of the trailer happens under the direction of the BRC trailer volunteers so that everything is safely packed and secure for the trip home.
Typically once the skills/practice fields are closed they can be torn down and loaded by your volunteers (even though the event is likely still underway). Dismantling and loading the skills/practice fields early helps the event finish earlier. Remember your BRC trailer crew has likely a 30 to 60 minute drive back to the BRC HQ after leaving the event.
Prior to your event
BRC will contact the EP to figure out exactly what gear will be needed for your event and confirm your setup/teardown schedule.
Windows updated are performed
TM software is up-to-date (beware of late TM updates)
Confirm equipment is operational (mostly an issue for the first tournament of the year)
Evening of setup
Haul the trailer to your event
Help direct the unloading and field/electronics setup
Direct event volunteers on field alignment, setup and connections to the electronics.
Help confirming your TM setup (opening your pre-configured TM database or downloading from RobotEvents)
Ensure fields and computers are working, skills can connect to the server and tournament displays are operational
Day of the event
Make sure software and setup survived the night
Provide guidance to get the audio system operational for the introduction and driver meeting
Provide help with the first couple of matches with some training for the TM operator, the emcee and the head referee for a smooth morning.
Field Q/A about the field hardware as needed and other technical questions.
Confirm event results are uploaded to RobotEvents.com
After the event
Field teardown guidance for your volunteers. Teardown of skills can occur once the skills fields are closed. Don't take too much apart. It should look the same as when you unloaded it from the trailer the night before.
Direct reloading of the trailer
Confirm all the BRC equipment is back in the trailer.
Haul the trailer back home
First 2024 Trailer Event (CECFC 10/28/23)
This event used 4 sets of field walls + tiles and 2 sets of field objects from the BRC Trailer in conjunction with 2 sets of field objects from CECFC. Two match fields and two skills fields. All of the field control, displays, audio, printers and laptops were from the trailer.