6.1. Registration

6.2. Event Submissions

6.3. Design Documentation Submissions

6.4. Event Expectations

6.5. Team Communications

6.6. Data Sharing

This information is collected prior to participation on-site at the competition, during the registration process. Submission requirements, guidelines, and scoring can be found in Section 3: Design Documentation.

Design Documentation submissions collected before the competition include:

• Proof of Flight Readiness Video

• Technical Design Report

• Team Website

6.5.1 Pre-Competition Communications

SUAS teams have a variety of opportunities to interact with each other and the SUAS staff leading up to the event.

TeamTime Meetings

Leading up to the on-site competition, there are regularly held virtual meetings where teams are asked to have a team representative join. These TeamTime meetings are hosted by the SUAS organizers and technical team to provide teams with competition updates and the opportunity to ask questions. Teams can find the meeting dates and details on the , , and email.

SUAS Discord

All questions, comments, and suggestions should be posted on the . Teams are encouraged to actively participate in the online community and monitor it for the latest news and updates regarding all things SUAS.

6.5.2 Event Communications

Team Lead

Each team must designate a student team member as their team lead. The team lead is the only person allowed to speak for the team. The team lead is the only person permitted to request vehicle deployment, run start, run end, or vehicle retrieval. The team lead must be conversationally fluent in English to communicate with SUAS staff. Teams who do not have members fluent in English should contact SUAS staff as soon as possible.

Technical Director Team

The SUAS Technical Director Team consists of a Technical Director, Safety Inspectors and Course Managers.

Other SUAS Staff

The SUAS Staff are identified with “Staff” shirts.

6.5.3 SUAS Website

All teams are required to register to compete using the Registration form found on the SUAS website. This registration collects each team’s point of contact information, demographics, and the Pre-Competition Requirements outlined in Section 6.2: Event Submissions and Section 6.3: Design Documentation Submissions.

6.1.1 Registration Fees

Teams are required to pay a base registration fee of $1,500 USD, due upon the registration deadline of February 28.

6.1.2 Cancellation and Refund Policy

To cancel a registration, teams must complete the Cancellation Form. Cancellation requests submitted via email will not be accepted. Click here to review the cancellation and refund policy.

This information is collected prior to participation on-site at the competition, during the registration process.

6.2.1 Team Member Registration

This form is required for all team members, advisors, and chaperones planning to attend the competition on-site. Each individual will be able to enter and submit their own information using this process. This information includes name, contact information, academic information, optional resume, emergency contact information, signed forms, and a request for an invitation letter. Teams can list up to 30 team members, advisors, and chaperones.

• Download the waiver (required of all minor and adult participants)

• Download the youth protection policy form (required of all adult participants, over the age of 18 years)

6.2.2 Team Demographics

Team demographics are collected to determine program impact on students and in educational settings. This information may also be shared with any eligible sponsors.

6.2.3 Vehicle Information

This submission documents a list of all components utilized in the vehicle design. The details specified in this form must not change after this point without written approval from the organizers.

6.2.4 On-Site Requirements

Battery Safety Requirements

Teams are required to submit battery specifications, Material Safety Data Sheets (MSDS), and proper disposal procedures, sourced from the battery manufacturer for all batteries. More information can be found in Section 5.2: Safety Requirements.

Shipping Plan

Teams are required to submit a shipping plan to facilitate shipment receipt/handling at the competition hotel. This shipping plan must include:

1. Organization name

2. Team name

3. Shipping POC

4. Shipping POC mobile number

5. Shipping POC email address

6. Number of crates

7. Dimensions for each crate

8. Estimated shipping date

9. Shipping Company

10. Type of shipment – Air, ground, ocean

11. Has initial pick-up or drop off been scheduled – include date of pick-up or drop off

12. Is this a dangerous good shipment? If so, has a dangerous goods shipment been arranged?

13. Have you scheduled your outbound shipment pick-up or drop off? Provide pick-up details (date/time) for any pick-up from the hotel.

14. Additional information for shipment, if needed.

6.4.1 Travel + Lodging

Teams are responsible for coordinating their own lodging and travel plans.

Lodging

Teams are responsible for booking their own lodging for the event. Teams are recommended to search for hotels near the competition venue, along Three Notch Road, in California, Maryland. Click here for a start to a search of nearby hotels.

Travel Considerations

VISA Process – It is recommended for international students to acquire a B-1 Visitor VISA to attend the competition. However, if the student has plans for any other activities besides the competition, they may choose to investigate other types of visas. Explore the different types of visas: travel.state.gov.

Invitation Letter – Once a team is officially registered and the registration fee is paid, they are eligible to request invitation letters. During the Team Member Registration, each team member are given the opportunity to request an invitation letter issued by RoboNation. Contact support@robonation.org with any questions.

6.4.2 Shipping

Teams are responsible for coordinating the necessary shipping to ensure arrival of vehicle and equipment. Any shipping questions can be directed to Cheri Koch at ckoch@robonation.org / 850.642.0536.

6.4.3 Event Logistics

Team Village

Each team is provided with a 6-foot table working area in a tent that includes one electrical outlet (120V 60 Hz 15A). The Team Village is a tent that resides on a paved surface. Although the covered workspace is weather resistant, teams are discouraged from leaving sensitive electronics/equipment exposed in the tent.

Teams should conduct development, maintenance, and repair of their systems in their designated area in Team Village. Batteries may be charged during the day at the Team Village but may not be left charging overnight.

Team Course Operating Areas (Shoreline)

Teams are provided with an area along the shoreline near the course areas where they are able to set up their shore equipment. Each course has a 10’ x 10’ tent-covered area with a single table per tent, 120V 60Hz 15A power. The power provided is for Operator Control Station (OCS) use only and shall not be extended to any platforms on the flight line.

Power

The United States uses a 120V 60Hz 15A electrical outlet plug. Usually three pins, two parallel blades (one wider than the other), and an offset semi-round pin. The wider blade is Neutral, the shorter blade is Hot/Line and the third pin is Ground. Teams will only get one 15A service and should not connect more load than that.

Vehicle Transportation to Flight Line

The UAS and ground station will be transported from the pits to the flight line via flatbed trailers operated by competition staff. Teams must be able to move equipment from the pit tables to the nearby trailer, from the trailer to the flight-line tent, and back.

Open to the Public

This event is open to the public, with a free guest ticket. Guest tickets can be purchased on the SUAS website. Consider the possible attendance from future employers or sponsors.

A Data Sharing project has been established for registered teams competing in RoboNation’s autonomous competitions: RoboBoat, SUAS, RoboSub, and RobotX. This project aims to increase collaboration between teams and to provide access to shared resources and test data to validate and debug the reliability and robustness of teams’ machine vision algorithms. Access information will be provided in the team registration process, outlined in Section 5.1 Register and Intent to Compete.

For the data sharing guide and more information on Data Sharing, visit RoboNation.org/data-sharing.

6.6.1 Data Sharing Access Requirements

During the registration process, teams must provide a generic email account and a team acronym that is used in the Data Sharing project. The generic email can be associated with any email provider. An example of the Generic Email is: roboboat-team@outlook.com. The team acronym must be within 2-10 characters, abbreviating the team’s school or organization. Examples of the team acronym are: RN or ROBOTEAM.

Access is given to teams that complete the Registration form. Only official registered teams maintain access to the Data Sharing project for the competition season.