How to organise a volunteer orientation for FIRST events

A well-run volunteer orientation gives every event helper the confidence to contribute safely, warmly and effectively. FIRST competitions depend on a wide mix of people, from experienced engineers and teachers to parents, university students and community members attending their first robotics event.

For an Australian audience, the same principles apply whether you are supporting a school scrimmage in Melbourne, a regional tournament near Newcastle or a large event in Brisbane. Volunteers need a clear picture of the day, practical training and a strong understanding of how their role supports students.

Orientation should feel useful rather than bureaucratic. People should leave knowing where to go, who to contact, what decisions they can make and how to respond when something unexpected happens. A short briefing supported by role-specific information is usually more effective than a long presentation full of general details.

The best planning starts several weeks before competition day. Confirm the event schedule, recruit enough people for each duty, prepare accessible resources and allow time for questions. A thoughtful induction helps create the calm, inclusive atmosphere that allows young teams to focus on engineering, programming and teamwork.

Orientation element	What volunteers should receive	Useful timing
Event overview	Schedule, venue map, team flow and key contacts	Two to three weeks before
Role briefing	Duties, boundaries, equipment and escalation process	One week before
Safety induction	Emergency procedures, accessibility and safeguarding	Before the event
Practical rehearsal	Walk-through of common situations	Orientation day
Event-day support	Check-in desk, radio or messaging channel and floaters	On arrival and throughout

Set clear goals for the briefing

Start by deciding what volunteers must know before they arrive. The goals may include understanding the competition format, welcoming teams, following child-safety expectations, using radios, managing queues and reporting problems. Keep the list focused on actions people will take at the venue.

A useful orientation should also explain the purpose of FIRST programs. Volunteers are there to help students learn through hands-on problem-solving, not to take over when a robot fails or a team feels under pressure. This distinction is especially important for mentors, judges and field-side helpers who may have technical knowledge.

Share the event’s values in practical language. Encourage volunteers to be positive, fair and curious. Explain that students may be excited, tired, nervous or disappointed during the day, and that a calm adult response can make a lasting difference.

Match people with suitable roles

Create a simple volunteer roster that connects each person’s skills, availability and interests with a defined position. Typical roles include registration, queueing, pit support, field reset, judging assistance, scoring, photography, catering and wayfinding. Give every role a named lead who can answer questions and make quick decisions.

Avoid relying on vague labels such as “general helper”. A volunteer is more comfortable when their assignment says where to report, what equipment they will use, who they support and when their shift ends. Build in floaters to cover breaks, late arrivals and unexpected gaps.

In Australia, school calendars, weekend sport and long travel distances can affect attendance. Confirm shifts around local realities such as public transport limitations outside inner Sydney or Melbourne, regional travel from places like Bendigo or Toowoomba, and the need for volunteers to manage family commitments. Send a roster with realistic arrival times rather than assuming everyone can stay all day.

Prepare accessible orientation materials

Send a short information pack before the session. Include the venue address, parking or public transport details, event timetable, dress guidance, contact numbers, role description and any required registration or screening information. A mobile-friendly version is helpful for volunteers checking details on the way to the venue.

Use plain English and explain specialist terms. Someone new to robotics may not know the difference between a pit, field reset, inspection, alliance or judging panel. A labelled venue map, a short glossary and photographs of key areas can make the event easier to understand.

Offer materials in formats that support different needs. Captions, readable fonts, translated safety information and a quiet way to ask questions can improve participation. If the event is working with a local community group, a youth organisation or a disability service, coordinate expectations early. Partnerships such as community partners can help organisers reach volunteers who bring valuable local knowledge.

Cover safety and youth protection

Safety information should be specific to the venue and the activities taking place. Explain emergency exits, first-aid locations, evacuation points, lost-child procedures, severe weather arrangements and who has authority to pause an activity. Demonstrate how to report an injury, damaged equipment or unsafe behaviour.

Because FIRST events involve children and teenagers, include clear safeguarding boundaries. Volunteers should avoid being alone with a young person in an isolated area, follow photography permissions, use approved communication channels and refer sensitive concerns to the nominated safeguarding lead. They should never promise secrecy when a child discloses something worrying.

Brief volunteers on respectful behaviour and accessibility as well. Explain how to support a student who is overwhelmed by noise, how to keep walkways clear for mobility aids and how to respond if someone needs a quiet space. Australian organisers should also account for heat, sun exposure and hydration, particularly at venues in Queensland, Western Australia or outdoor areas during warmer months.

Use practical role-play and demonstrations

A presentation can explain procedures, but practice builds confidence. Walk volunteers through check-in, team movement, pit questions, field reset and an emergency announcement. Let them handle the radios, scanners, score sheets or queue barriers they will use on the day.

Role-play common situations without turning the session into a test. For example, a team might arrive before registration opens, a parent may ask for restricted access, a robot could stop working beside the field or a student may become distressed. Ask volunteers to identify the correct next step and the person they should contact.

Keep technical demonstrations suitable for the audience. A field reset volunteer needs to know safe movement and equipment boundaries, while a judge needs guidance on observation and impartiality. Direct volunteers who want deeper information to the relevant resources for Maryland FIRST programs, while keeping the event briefing focused on their actual assignment.

Establish communication and escalation

Choose one primary communication method and explain it during orientation. Depending on venue size, this might be two-way radios, a volunteer messaging group, a help desk or a combination. State which channel handles urgent safety matters and which channel is reserved for routine questions.

Give volunteers a contact card or phone-screen image listing the event lead, safety officer, volunteer coordinator, venue contact and first-aid point. Make it clear when a volunteer should solve an issue independently and when they must escalate it. No one should feel they are causing trouble by reporting a safety concern or a problem affecting a student.

Use a short pre-event huddle on competition morning to confirm changes. Announce alterations to the timetable, room access, weather plans or staffing before volunteers move to their posts. During the day, hold brief check-ins rather than calling everyone away from their roles for a lengthy meeting.

Make the session welcoming and useful

Volunteer orientation is also an opportunity to build a team. Introduce people by name, invite experienced volunteers to share practical advice and pair newcomers with a buddy. A friendly welcome matters in Australian community settings, where a relaxed “no worries” attitude can help people feel included, provided important safety instructions remain clear.

Provide basics that support a long day: water, breaks, a place to store belongings and guidance on suitable footwear and sun protection. If catering is supplied, label allergens and include options for different dietary needs. Volunteers who feel looked after are more likely to stay attentive and return for future events.

End the session by checking understanding rather than simply asking whether there are questions. Use a quick scenario, a role recap or a request for each person to name their reporting contact. Collect attendance and note any outstanding training, screening or accessibility needs before competition day.

After the event, thank volunteers promptly and record what worked. Ask about unclear instructions, roster gaps, venue issues and moments when teams needed extra support. This feedback can improve the next regional competition and help build a dependable volunteer pool across local schools, clubs and community organisations.

A strong orientation turns goodwill into coordinated action. Prepare the briefing, appoint clear role leads and give every volunteer the information needed to make safe, respectful decisions. To support FIRST events in Maryland and connect young people with meaningful STEM experiences, register your interest as a volunteer, mentor or event helper through the organisation’s official channels and bring your practical skills to the next competition.