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Split trophies and edible prizes into separate tasks #123

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53 changes: 53 additions & 0 deletions comp/game/match-ops-plan-training.yaml
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summary: Plan match ops training for the $SRYYYY competition

priority: should

component: Arena

milestone: $SRYYYY Competition

area-owner: game

description: >-
In order to make sure match ops runs smoothly, the training for the volunteers involved needs to be thought out.
This includes both when they are arena-side and when they are shepherding.


General points should include:
- making sure each shift has done shift handover for arena-side
- how shift change is handled for shepherding (ideally 5 minutes before the arena-side change)
- how robots/competitors in/out of staging/arena is being handled


Head Shepherd training should include:
- when to call matches on shepherding radio
- (letting competitors in and out of staging)

Shepherding training should include:
- using radios
- handling of match calls
- incident response


Marshal/scorer training should include:
- what the rules are and the experts on them, including who the Head Judge is
- how to score the match
- using score entry forms, including use of initials and handing them to score entry
- when they might need to turn a robot off
- resetting the arena

Badger training should include:
- robots entering/exiting arena process
- checking comp-mode USB are working
- (letting competitors in/out of staging)

Score entry training should include:
- how to use the scorer UI
- potential errors and how to fix them


The [SR2025 Match Ops Training](https://docs.google.com/document/d/1p8z2TzU79zh_Wsc1Go2yJ_-pYjRbRH_Vi8aIL_p1s_M/edit?tab=t.0#heading=h.vmyjsyu92f6x) doc is the training we followed for SR2025.
There are comments in this doc from volunteer feedback and the retro from the SR2025 competition.

dependencies:
- comp/game/match-ops
38 changes: 23 additions & 15 deletions comp/game/match-ops.yaml
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@@ -1,4 +1,4 @@
summary: Organise match ops for the $SRYYYY competition
summary: Organise match ops for the $SRYYYY competition

priority: should

Expand All @@ -9,25 +9,33 @@ milestone: $SRYYYY Competition
area-owner: game

description: >-
In order to make sure match ops runs smoothly the processes for marshals
and shepherds needs to be thought out in advance.
In order to make sure match ops runs smoothly the processes for marshals and shepherds needs to be thought out in advance.

This includes how many people we need for match ops.
5 people per match ops team is the ideal number, with 3 teams of shifts to give volunteers adequate breaks.
For the shepherding side, this gives 4 venue areas and the arena for shift lead.
For the arena-side, this gives 2 scorers, 2 badgers, and 1 score entry.

For marshalling, this will include a checklist of what marshals need to do from the end of one match to the start of the next.
This will include:
- Scoring
- Resetting tokens
- Placing in the next robots

This should be as comprehensive as possible in order to simplify the training that these volunteers need.
And should probbaly go in the arena repo as it will change considerably
between years and will be specific to the details of the arena.
We should make sure some extra volunteers are trained on top of this number, so that we have back-ups.
we should consider contigency scenarios depending on how many volunteers we have and in what order we should drop roles or replace people.


See https://github.com/srobo/arena/blob/master/comp19/reset-checklist.md for
an example.
One of the main things to consider is how the flow of matches work and what each role will be doing during each part of a match (pre-match, during match, and post-match).
This includes how we get competitors in and out of staging.


We also need to consider how match ops shifts will work, how long they'll be, and how they'll compare to the day schedule.


Required actions:
- [ ] Generate the arena reset checklist
- [ ] Plan how shepherding will work
- how many volunteers per team and how many teams
- how many reserve people and what roles to train them in
- what to do if certain roles drop out
- what to do if we don't have as many volunteers as we want
- how the flow of matches work
- what each role is doing during each part of matches
- how match ops shifts work, including their timing and duration

dependencies:
- comp/day-schedule
2 changes: 1 addition & 1 deletion comp/main.yaml
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Expand Up @@ -37,7 +37,7 @@ dependencies:
- comp/invite-key-people
- comp/volunteers/inform-volunteers
- comp/volunteers/brief-volunteers
- comp/volunteers/marshals-training
- comp/volunteers/match-ops-training
- comp/website/live-mode
- comp/printing
- comp/volunteers/blue-shirts
Expand Down
24 changes: 24 additions & 0 deletions comp/prizes/acquire-prizes-edible.yaml
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summary: Organise edible prizes for the competition

priority: should

component: Competition

milestone: $SRYYYY Competition

area-owner: production

description: >-
The prizes for the competition are a combination of trophies and edible prizes.
This task only considers the edible prizes; there is a separate task for trophies.
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Not sure if this is easy to do, but if possible, it would be good to link to the trophies task here.



We usually have around two awards that have edible prizes.
Typically we give a box of celebrations and a box of jelly babies as the edible prize.
Comment on lines +16 to +17
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Suggestion: maybe note something about the motivations here, rather than just what we tend to do? Including the motivation enables the person doing the task to be better informed in case we want to change things.

Suggested change
We usually have around two awards that have edible prizes.
Typically we give a box of celebrations and a box of jelly babies as the edible prize.
We usually have around two awards that have edible prizes.
We should ensure that these account for a variety of tastes and dietary requirements.
Typically we give a box of celebrations and a box of jelly babies as the edible prize.



Required actions:
- [ ] Order edible prizes

dependencies:
- comp/sponsor-perks
39 changes: 39 additions & 0 deletions comp/prizes/acquire-prizes-trophies.yaml
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summary: Organise trophies for the competition

priority: should

component: Competition

milestone: $SRYYYY Competition

area-owner: production

description: >-
The prizes for the competition are a combination of trophies and edible prizes.
This task only considers the trophies; there is a separate task for edible prizes.
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Not sure if this is easy to do, but if possible, it would be good to link to the edible prize task here.

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Unfortunately that's not possible right now. I have wanted this in the past though, so adding it would be a useful feature. One approach I've considered is to have links to "related" tasks.

A workaround for now might be to link to the template task (i.e: in the recurring tasks repo) instead.



Generally we have three sizes of trophies, one for each of 1st, 2nd, and 3rd place.
The remaining trophies are a mixture of the medium and small sizes.
We may also want a 4th place prize for the remaining other finalist.


For the past few years the trophies have had the SR logo and "Student Robotics" written on them.
[SR Logo with stacked text](https://github.com/srobo/promotional-material/blob/main/SR%20Logo%20with%20stacked%20text.svg) is this logo.
Note that in the past some suppliers had issues with it being an svg, so you may want to convert it to pdf before using it.

Previous trophies and suppliers:

| Year | Supplier | Trophy | Notes |
|--------|-------------------------------------------------------|----------------------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------|
| SR2022 | [Slant Jade Glass](https://www.trophies2u.co.uk) | [Slant Jade Glass](https://www.trophies2u.co.uk/shop/slant-jade-glass-award/) | |
| SR2023 | [Trophy Store](https://trophystore.co.uk) | [Peak Jade Glass](https://www.trophystore.co.uk/peak-jade-glass-plaque-award-24cm) | Has a ~£10 set-up fee; different pages for each size |
| SR2024 | [Slant Jade Glass](https://www.trophies2u.co.uk) | [Slant Jade Glass](https://www.trophies2u.co.uk/shop/slant-jade-glass-award/) | |
| SR2025 | [Premier Trophies](https://www.premiertrophies.co.uk) | [Quarry Marble White](https://www.premiertrophies.co.uk/product/quarry-marble-white-series/) | Use pdf rather than svg for logo; marble was chosen to match the construction theme for SR2025 |

Required actions:
- [ ] Decide on trophy sizes and design
- [ ] Order trophies

dependencies:
- comp/sponsor-perks
28 changes: 0 additions & 28 deletions comp/prizes/acquire-prizes.yaml

This file was deleted.

21 changes: 16 additions & 5 deletions comp/prizes/ceremony.yaml
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Expand Up @@ -34,11 +34,22 @@ description: >-


Required actions:
- [ ] Get branded envelopes & cards for the prize ceremony
- [ ] Arrange a speaker for the prize ceremony
- [ ] Plan out the prize-giving ceremony
- [ ] Have a rehearsal of the prize-giving ceremony
- [ ] Get branded envelopes & cards for the prize ceremony
- [ ] Arrange a speaker for the prize ceremony
- [ ] Plan out the prize-giving ceremony
- [ ] Write a script for the prize-giving ceremony
- [ ] Reivew in the weeks before the competition:
- [ ] Volunteer coordinator - thank yous for volunteers
- [ ] Event Logistics - thank yous for venue, etc.
- [ ] Fundraising - correct sponsors and tiers
- [ ] Helpdesk (Team Support) - instructions for teams at the end
- [ ] Head of Match Ops (Game) - plan for post-finals sequence and schedule
- [ ] Have a rehearsal of the prize-giving ceremony
- [ ] Review at Sunday lunch time at the competition:
- [ ] Marketing - Robot and Team Image and Online Presence awards are correct
- [ ] Head Judge (Game) - Rookie and Excellence in Engineering awards are correct

dependencies:
- comp/prizes/acquire-prizes
- comp/prizes/acquire-prizes-trophies
- comp/prizes/acquire-prizes-edible
- comp/sponsor-perks
31 changes: 0 additions & 31 deletions comp/volunteers/marshals-training.yaml

This file was deleted.

34 changes: 34 additions & 0 deletions comp/volunteers/match-ops-training.yaml
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summary: Train match ops volunteers for the $SRYYYY game

priority: should

component: Arena

milestone: $SRYYYY Competition Day

area-owner: game

description: >-
The match ops volunteers should be trained for the roles they are doing.
The planning for this training is a separate task.
This task is ensuring that the training itself is delivered.


Required actions to run the arena-side training:
- [ ] venue and arena screens running fake matches
- [ ] scoresheets with clipboards and pens
- [ ] competition mode USBs and flags
- [ ] nice to haves:
- [ ] boxes as fake robots
- [ ] hi-viz jackets for the volunteers pretending to be competitors

Required actions to run the shepherding training:
- [ ] radios ready, including what channels we're using
- [ ] clipboards and procedures ready
- [ ] announcing venue wide that we are doing the shepherding training
- [ ] ensuring we're saying "drill" in all radio messages

dependencies:
- comp/game/match-ops-plan-training
- comp/game/usbs
- comp/volunteers/schedule
8 changes: 8 additions & 0 deletions comp/welcome.yaml
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Expand Up @@ -31,5 +31,13 @@ description: >-
- [SR2023](https://docs.google.com/document/d/1svPHIpu2q8dl7H496uRrFZNaEFuVY8zQcrS4KbMNWmU/edit)
- [SR2022](https://docs.google.com/document/d/1wp-tph-HSNqUMeHRtkv5kzvMcrsR0aSAC_W0NkOlZm4/edit)

Required actions:
- [ ] Write the script
- [ ] Decide who is giving the speech
- [ ] Script review in the weeks before the competition:
- [ ] Health & Safety (Event Logistics) - robot safety and power tools
- [ ] Match Ops (Game) - how matches work
- [ ] Helpdesk (Team Support) - how Helpdesk works

dependencies:
- comp/venue/layout