Event Proposals

Proposals for Organization of FIRA Events

Proposals for FIRA RoboWorld Cup and Summit Annual Event

Proposals for FIRA RoboWorld Cup Regional and Local Events

Terms and Conditions for Submitting a Proposal

The organizer(s) of the FIRA RobotWorld Cup must abide by the following conditions and terms as set down by the FIRA Executive Committee. The terms and conditions may change as and when warranted and the same shall be left to the discretion of the FIRA Executive committee.

1. The organizer(s) must submit a proposal in a prescribed format to the FIRA headquarters for approval.
2. Societies, committees or institutes must submit the proposal(s). The president, chairman or head of the relevant bodies associated must endorse the proposal(s).
3. The proposal must contain a tentative budget of the event being organized.
   
4. The local organizer(s) must raise funds locally through sponsorship.
5. The local organizer(s) must take efforts to make sure that reasonable accommodation for the participants is available.
6. All the necessary equipment/accessories for the event must be provided by the local organizer(s) (please see the attached list).
7. In case of the FIRA Robot World Cup a detailed account of the actual expenses incurred must be submitted to the FIRA headquarters within 2 months of the conclusion of the event.
8. The FIRA official Mascots and Logo must be included in the event posters, banners and other related materials.
9. FIRA shall have the right to advertise its activities, objectives and sponsoring companies/institutions at the competition site including the playgrounds. A booth must be made available at the competition venue free of charge, exclusively to propagate the objectives and activities of FIRA.
10. A master copy of the video recording of the FIRA games must be forwarded to the headquarters within one month after the completion of the event. The headquarters shall be entitled to produce its own videotape concerning the event. The local organizer(s) shall be allowed to produce videotapes locally.
11. The copyrights of the video recording of the games shall be shared equally by the Headquarters and the local organizer(s).
12. Equipment and accessories to be provided at the venue

• All Playgrounds (visit www.firaworldcup.org for details) provided by the local organizing committee must be rule compliant as certified by the competition chair of the corresponding competition.
• Video projection system.
• Working space for the participants and FIRA.
• Power supply for all working space and the fields.
• Posters, banners and an official web-site for competitions.

Proposals for FIRA RoboWorld Cup and Summit Annual Event

The Federation of International RoboSports Association (FIRA) invites members and organizations to submit bids to host any FIRA RoboWorld Cup and Summit editions to be held annually.

If your organization is interested in hosting the FIRA RoboWorld Cup annual events, please submit the proposal which should include all necessary information for the FIRA Executive Committee to judge the suitability and financial soundness of your proposal.

Each proposal must be submitted between May 31st, year N-3 and May 31st, year N-2. The proposals will be carefully evaluated and voted on by the FIRA HeadQuarters and Executive Committee.

Instructions for Submitting a Proposal

A proposer of FIRA RoboWorld Cup annual event shall prepare a proposal document that includes the following items:

1. Name(s) of the Society, Committee or Institute/University organizing the event

– Organizing committee

– Involved FIRA Regional Association(s)/Local Chapter(s) (if any)

2. Proposed dates for the event

– Rationale for the period and location

• which days and hours participants can enter the event site and venue?
• which days and hours visitors can enter the event site and venue?

– Concurrent event(s), conference(s) or activities

• major conferences, exhibitions, symposiums on robotics and artificial intelligence
• large sports or technological events (Olympics and World Cups, Expo) and Tech global events or festivals

3. Location/venue of the event (details)

– transportation

• ease of reaching the venue city
• plan to handle custom issues to transport robots
• plan to handle immigration of participants
• possible issues on visa

– accommodation

• list of hotels and dormitories (especially for youth and university students)

– tentative floor plans for leagues and summit

• enough site spaces?
• easy to transport among leagues

4. Preliminary budget for the event

– budget plan

• support from local and national governments
• certification letters.

5. Current and potential future sponsors

– list of sponsors

• confirmed
• candidates

6. Plans for:

– Registration fee

• travel support for summit keynote speakers, league chairs and HQ officials
• support for participants’ local accommodation

7. Any other relevant information

• Potential impact on region(s) in research and education

Proposals for FIRA RoboWorld Cup Regional and Local Events

FIRA RoboWorldCup Related Events are those organized by the FIRA Regional Chapters. The chapter must submit a proposal to FIRA HQs to be approved following the instructions below.

A proposer for a FIRA related event shall prepare a proposal document that includes, at least, the following items:

1. Name of the event
• History of the event (reports and photos from previous events)
2. Website
3. Venue
• Pavillion
• City
• Region/Country
4. Dates
   • Setup days
   • Competitions/Challenges
   • Optional Trainning for participantes
   • Optional Training for Teachers/Mentors
   • Other activities
   • Open to public
5. Organizing Chair (name / Institution)
• Contact: Email, Telephone, address
6. Organizing Committee
• List names for all tasks/leagues related with organization
7. FIRA Leagues in contest
• Pro Leagues
• Youth Leagues
• Other competitions
8. Participation and Fees
• Registration price Pro
• Registration price Youth
• Price for public
• Other pricing information (Hall, discounts, etc.)
9. Relation to FIRA Federation
• Shall the event be announced by the FIRA
• Support to/from FIRA
• Endorsement of the proposed event by any FIRA Regional Chapter that covers the location of the event.
10. Expected number of participants/Teams
• Participants in previous editions
11. Program schedule
• Dates/Activities
12. Setup of the Event
• minimum description of area for working areas, leagues competition, and other spaces
13. Transportation information
• By car
• By airplane
• By train
14. List of accommodation places (with different level of prices)
• Hotel
• Youths
15. Sponsors
• Co-Organizers
• Partners
• Golden Sponsors
• Sponsors
• Government Support
16. Potential impact on region(s) in research and education
• Number of participants
• Where they come from