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Robot Transportation Mar. 15 2022| 0 KB

Content Type: FIRST Robotics Competition
Tags: Events, Game/Challenge, Team
(44)

General Robot Transportation Information

Shipping Your Robot Using Your Own Funds

Information - Teams Based Outside of the United States

Robot Transportation Exemptions

How to Apply for a Robot Transportation Exemption

Important Information About Robot Transportation Exemptions

Approved Robot Transportation Exemption Application Requests

Denied Robot Transport Exemption Application Requests

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 Administration, 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 Administration at your event on the first day of the event. 

Shipping Your Robot Using Your Own Funds

  • Teams may ship their robot to any event at their own cost without receiving an approved Robot Transportation Exemption from FIRST, however, 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 Transportation Exemption 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
United Pacific Phone#: 718-528-8889
R&L Carriers https://rlglobal.com
FedEx https://www.fedex.com/en-us/home.html
Expeditors https://www.expeditors.com/contact

Robot Transportation Exemptions (RTE)

Not all FIRST Robotics Competition teams can transport their robots to Regional events. 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 and two FIRST Championships, we will be taking a much closer look at Robot Transport Exemption (RTE) application requests. To be eligible for an RTE, a FIRST Robotics Competition team must provide detailed information to establish that a substantial hardship exists. Both 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

 

How to Apply for a Robot Transportation Exemption:

  • To apply for a Robot Transportation Exemption, you must fill out the application
    • Please read the "Important Information About Robot Transportation Exemptions" below before filling out the application. 
  • The deadline to fill out this form is Wednesday November 24, 2021 at 3:00pm ET.
  • FIRST HQ will review your application and respond via email by the end of December 2021 to notify you if your application has been approved or denied. 

 

Important Information About Robot Transportation Exemptions: *

* Please note that the rules and information are subject to change.

  • To be eligible for a Robot Transportation Exemption, a FIRST Robotics Competition team must provide detailed information to establish that a substantial hardship exists. 
  • Robot Transport Exemption application requests will be handled on a case-by-case basis. Not every application request will be granted.
  • A team may only apply for a Robot Transport Exemption for Regional events. Application requests to attend District Events (this includes In-District and Inter-District Events) will not be considered for approval. 
  • Robot Transportation Exemption 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.
  • Teams applying for RTEs for events outside of their country may have additional restrictions based on travel times between events.
  • If a team is registered to compete in a Week 1 or Week 2 Regional Event, the team MAY need to ship weeks in advance, shortening their build time. This is sometimes necessary to ensure that the robot will arrive at the event in time for the competition. 
  • The Robot Transportation Exemption 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 granted an RTE, the team must abide by all the instructions provided by FIRST, including the crate construction guidelines and weight limitations. If the team does not comply, the RTE may be revoked, the team may not be eligible for an RTE next year, and/or the crate may be denied pickup.
  • If granted an RTE, the team will be granted (2) one-way transportation legs ONLY per season. That means if the team uses the (2) one-way transportation exemptions during the season, and qualifies for Championship, the team will be responsible for all shipping costs to Championship.
  • If a team applies for a Robot Transportation Exemption and is approved but discover later the team does not have a need for it, the team MUST notify FIRST HQ that they no longer require a Robot Transportation Exemption. This can be done by emailing frclogistics@firstinspires.org.
  • RTEs are not transferrable between teams or between seasons. 

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.

 

Approved Robot Transport Exemption Application Requests:

If a team has been approved for a Robot Transportation Exemption, they will receive instructions on shipping their robot to the drayage location for the Regional event a few weeks before their event. 

  • Only teams that have applied for and been granted a Robot Transportation Exemption will be able to make use of the drayage location for the Regional event. 
  • DO NOT SHIP ROBOTS DIRECTLY TO THE EVENT SITE!  All Robot Transportation Exemptions must use the drayage service that is provided by FIRST and must use the provided shipping documents. 
  • IMPORTANT: When granted a Robot Transportation Exemption, the team will receive a total of two (2) shipping documents to be used for the current FIRST Robotics Competition Season. This includes FIRST Championship. Each team may use the shipping documents to:
    • Ship robot crate to a Regional Event; AND
    • Ship robot crate home from a Regional Event OR Ship robot crate to a FIRST Championship. 
    • NOTE: It is important to distinguish that the Robot Transportation Exemption is not the FedEx shipping voucher given to teams that have qualified for Championship. 
    • NOTE: Due to the nature of COVID-19, there are additional logistic constraints to consider when shipping robots during the 2022 season. If an RTE team qualifies for Championship but would like their robot shipped home after their Regional event, they must plan to hand carry their robot to Championship as we will be unable to guarantee a timely arrival of the robot to Championship. 
  • If granted an RTE, the team must abide by all the instructions provided by FIRST, including the crate construction guidelines and weight limitations.  If the team does not comply, the RTE may be revoked, they may not be eligible for an RTE next year, and/or their crate may be denied pickup. 
  • If granted an RTE, the team must abide by the ship by date provided by FIRST.  If the team does not comply, FIRST is not responsible for the team’s robot not arriving in time to compete. Additionally, the RTE may be revoked, and the team may not be eligible for an RTE next year.

 

Denied Robot Transport Exemption Application Requests:

  • FIRST will NOT set up robot storage/drayage for a robot and will not provide shipping documents.
  • DO NOT CONTACT THE EVENT VENUERobot 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 Regional Director 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
United Pacific Phone#: 718-528-8889
R&L Carriers https://rlglobal.com
FedEx https://www.fedex.com/en-us/home.html
Expeditors https://www.expeditors.com/contact

 

 

Teams Shipping to FIRST Championship

Teams attending the 2022 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 28, 2022, for teams outside of the U.S. and Monday, April 4, 2022, 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 in the next few weeks.

Teams that choose to ship to FIRST Championship:

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.

  • Houston
    • Regional Competition Weeks 1-4:  Ship by April 1, 2022
    • Regional Competition Weeks 5: Ship by April 5, 2022
    • Regional Competition Week 6: Ship by April 12, 2022
    • Week 6 District Championships: Ship by April 12, 2022

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 that opt to manually transport their robot home with them may pre-approve their Load Out by filling out the Load Out Pre-Approval form before April 15.
    • 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 $150 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.