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General Robot Transportation Information
Information - Teams Based Outside of the United States
Eligibility for the Robot Shipping Grant
How to Apply for a Robot Shipping Grant
Approved Robot Shipping Grant Applications
Denied Robot Shipping Grant Applications
Teams Shipping to FIRST Championship
General Robot Transportation Information
- Teams shipping their robot to an event must build and use a crate in accordance with our Shipping Crate Construction guidelines.
- Batteries
- There will be batteries available in the Spare Parts cases at Pit Admin, first-come first-serve basis. These batteries will be available to all teams, not specifically for teams outside of North America. Teams are encouraged to bring their own robot batteries. Please see the Shipping Crate Construction above for detailed instructions about how to ship robot batteries in your crate. Remember to check the regulations for shipping other types of batteries, specifically the new regulations about Lithium Ion batteries.
- Non-Spillable Battery Sign for Robot Crates
- Teams may ship additional crates with tools, pit displays and other event materials at their own expense. However, teams are responsible for abiding by all regulations, paperwork, drayage and any other costs associated with this shipment.
- Carriers require prior notice for pickups, especially if your location does not have a loading dock.
- If you find that your robot crate has been damaged on the journey to your event, you must notify Pit Admin at your event on the first day of the event.
Shipping Your Robot Using Your Own Funds
- Teams MAY NOT ship their crate directly to the venue. You must make other arrangements to get your robot to the event. See the section " Denied Robot Shipping Grant Application Requests " for suggestions.
Information- Teams Based Outside of the United States
- Shipping has become increasingly difficult over the last few years as a result of the changes the world has been going through. With that said, we would like to encourage teams to hand carry their robots in if it is feasible for them. For teams who do need to ship their robots, we estimate that the time in transit will be a minimum of three weeks. Therefore, we ask that they ship them as soon as they are able in order to allow the carrier plenty of time to transport it.
- IMPORTANT! All teams shipping to another country must designate a Customs Broker in their country 2-4 weeks in advance of any shipment to avoid possible customs clearance and/or shipping delays.
- Items packed in the crate on Export MUST also be included upon Import back into your home country. The entire shipment is a Temporary Export. Please work with your Customs broker to ensure proper filing.
- FIRST is not responsible for any items that are not declared or are confiscated by Customs.
- Your team must properly declare the value of your robot. Please reference the Bill of Materials process below. Please direct any questions to frclogistics@firstinspires.org.
- Shipping Crate Construction
- Sample Bill of Materials for International Shipping Documentation.
- Bill of Materials Process for Teams Shipping Internationally
Please see below for a list of suggested international carriers:
| Carrier | Contact Info |
| FedEx | https://www.fedex.com/en-us/home.html |
| R&L Carriers | https://rlglobal.com |
| United Pa | Phone#: 718-528-8889 |
| Expeditors | https://www.expeditors.com/contact |
Robot Shipping Grant
The Robot Shipping Grant awards teams an unrestricted grant to use towards the cost of shipping their robot to a regional event.
While it is our goal to assist as many teams as possible that have demonstrated hardships, due to the number of FIRST Robotics Competition teams we will not be able to provide a grant to every team that applies. To be eligible for this grant, a FIRST Robotics Competition team must provide detailed information to establish that a substantial hardship exists. The conditions below must be met:
1. The team is unable to physically transport the robot to the event themselves.
- The team’s home location is a great distance from the event the team will attend
- The team does not have the means to transport the robot
2. The team is unable to pay to transport the robot to the event themselves
- The team faces significant challenges that prevent the team from paying to transport the robot to the event the team will attend
3. The team cannot be located in the contiguous United States
Eligibility for the Robot Shipping Grant
- To be eligible for the Robot Shipping Grant, a FIRST Robotics Competition team must provide detailed information to establish that a substantial hardship exists.
- Robot Shipping Grant application requests MUST explain in detail why the team is facing financial hardship for this season and a summary of what the team will be doing in the future (i.e., fundraisers, finding sponsors, etc.) to ensure the team will be able to afford travel/shipping costs in the future. A team may only apply for a Robot Transport Grant for Regional events. Application requests to attend District Events (this includes In-District and Inter-District Events) will not be considered for approval.
How to Apply for the Robot Shipping Grant
- To apply for a Robot Shipping Grant, you must fill out the application.
- Please read the "Important Information About Robot Shipping Grants" section below before filling out the application.
- The deadline to fill out this form is Friday December 2, 2022 at 3:00 p.m. Eastern Time.
- You must also email two (2) shipping quotes to frclogistics@firstinspires.org. Please reference your team number on this email.
- FIRST HQ will review your application and respond via email by the end of January 2023 to notify you if your application has been approved or denied.
Approved Robot Shipping Grant Applications
Teams will be notified by the end of January 2023 if they have been approved for a Robot Shipping Grant.
- The Robot Shipping Grant is only intended for transporting the robot crate, which must be built in accordance with our Shipping Crate Construction guidelines.
- Do NOT ship laptops inside the crate. The team must carry these with them as they travel.
- Do NOT include anything other than the robot and spare parts in the crate (no tools, pit display, t-shirts, etc.)
- Teams may ship additional crates with tools, pit displays and other event materials at their own expense.
- If approved to receive this grant, the team must abide by all the instructions provided by FIRST, including the crate construction guidelines. If the team does not comply, the team may not be eligible for this grant next year.
- DO NOT SHIP ROBOTS DIRECTLY TO THE EVENT SITE! Teams must coordinate their own drayage location for the shipment or reach out to the event’s Program Delivery Partner for assistance coordinating drayage.
- If a team applies for a Robot Shipping Grant and is approved but discovers later the team does not have a need for it, the team MUST notify FIRST HQ that they no longer require this grant. This can be done by emailing frclogistics@firstinspires.org.
- This grant is not transferrable between teams or between seasons.
- We recommend teams ask the freight forwarders how long their provided quotes are valid AND to prepare financially for quote increases.
Customs:
- It is the team's responsibility to ensure export clearance from their home country. The team is also responsible for customs clearance back into your home country; this includes payment of duties and taxes.
- Some countries require a customs broker and/or additional paperwork for export and/or import of their home country and it is their responsibility to obtain the necessary documents.
- FIRST is not responsible for any items that are not declared or are confiscated by Customs.
- The team must properly declare the value of their robot. Please reference the Bill of Materials process. Please send any questions to frclogistics@firstinspires.org.
Denied Robot Shipping Grant Application Requests
- DO NOT CONTACT THE EVENT VENUE. Robot crates are not allowed to be shipped directly to the venue.
- The team is solely responsible for ALL shipping and robot storage/drayage costs.
- The team is solely responsible for locating and coordinating with a local team or business to receive and return the robot crate before and after the Regional event. Please contact the event’s Program Delivery Partner if you cannot find any storage solutions.
- The team is responsible for tracking the robot shipment to ensure it arrives on time for the Regional event.
If the team still needs to ship their robot to an event, here are some helpful tips:
- Determine a ship-to address (Drayage Location) for the crate(s) pre-event. Remember do NOT ship your robot to the venue. Find a local Drayage Location near the venue or contact a local team willing to take in your shipment or contact the event’s Regional Director if you cannot find any storage solutions.
- Contact a shipping carrier in your area and request a quote.
- Establish a relationship with a Customs Broker (if you are shipping internationally) to help with the Export transaction and all paperwork.
- Pack and ship your crate(s) to allow enough transit time. The crate(s) should arrive 2 to 5 days prior to Load-In.
- Be sure to plan for the return of the crate(s) to your home location.
Please see below for a list of suggested international carriers:
| Carrier | Contact Info |
| FedEx | https://www.fedex.com/en-us/home.html |
| R&L Carriers | https://rlglobal.com |
| United Pacific | Phone#: 718-528-8889 |
| Expeditors | https://www.expeditors.com/contact |
Teams Shipping to FIRST Championship
Teams attending the 2023 FIRST Championship can choose to either ship their robot using the FedEx voucher or hand-carry to the event.
Teams that qualify and are secured (paid the event registration fee) for FIRST Championship will get an email asking them if they want to hand-carry to FIRST Championship or ship it via FedEx. Teams must select one or the other, as there will be no ‘default’ option.
Teams that make one selection but need to change it must send an email to frclogistics@firstinspires.org as soon as possible by Monday, March 27, 2023, for teams outside of the U.S. and Monday, April 3, 2023, for U.S. teams. Requests after these dates will not be accepted.
Teams that choose to hand-carry to FIRST Championship:
- Teams can bring your one competition robot to FIRST Championship along with all other pit equipment.
- The load-in instructions will be included in the FIRST Championship’s Event Guide, which will be posted on the FIRST Championship website.
Teams that choose to ship to FIRST Championship:
- Regional teams will get electronic shipping documents and instructions via email from HQ.
- Robots must be shipped in a crate. Please view the 2023 Shipping Crate Construction instructions.
We encourage teams to ship before the deadlines below. Last-minute shipment scheduling will put your robot at risk of not arriving to the event in time.
- Regional Competition Weeks 1-4: Ship by March 31, 2023
- Regional Competition Weeks 5: Ship by April 4, 2023
- Regional Competition Week 6: Ship by April 11, 2023
- Week 6 District Championships: Ship by April 11, 2023
Teams that don’t ship by these deadlines risk their robots not arriving at FIRST Championship in time for the event.
Teams will not be allowed to use a FedEx shipping voucher exclusively for pit equipment/other non-robot items. Using a voucher in this way is considered an abuse of the system. If you are shipping, your robot must be in the crate.
Teams Shipping Home from FIRST Championship
- ALL TEAMS while at FIRST Championship must visit the FIRST Ship Desk and Shepard Exposition Services Booth (SES) prior to Load Out for shipping confirmation and Load Out approval.
- Teams shipping their robot will receive one FedEx Bill of Lading (BOL) with Tracking Number for shipping, and one SES BOL for handling approval.
- Shipments home from FIRST Championship may take 6 to 8 weeks for delivery. Please plan accordingly.
- After completion of their visit at the FIRST Ship Desk and SES Booth, teams will obtain their Load Out Ticket, approving the team to queue for Load Out on Saturday.
- Teams opting to remove their robots from FIRST Championship are responsible for removing the robot and equipment they have brought, as well as the crate the robot was shipped in.
- Teams will be charged a cleanup fee if their crate or other materials are left behind.
For any questions related to robot transportation to FIRST Championship please send an email to frclogistics@firstinspires.org.