Dedicated trailers for competition support, containing all of the equipment needed to run a VRC, VEXU, VIQRC, or drone competition, can be an effective way for an Event Partner or competition region to support and manage events while sharing equipment costs. There are many ways a trailer can be set up and used within a region; this article will describe some common implementations from around the world.
Benefits of an Event Support Trailer
Having a shared trailer that is stocked with the equipment and materials needed to run VRC, VIQRC and/or competitions may allow a region’s Event Partners to run events without having to invest in all of the necessary equipment. This can work particularly well in smaller regions, and may allow Event Partners to distribute the cost of equipment across their organizations.
Having a set of centralized equipment can provide opportunities for shared training at a regional level.
Common Trailer Implementations
There’s no single “right way” to manage an event support trailer, and you’ll want to consider the size and needs of your region when deciding how yours will work. Fees for use of the trailer, equipment, and any support are typically offset by team registration fees for the event.
Pickup and Delivery
In this model, the trailer and equipment are delivered to the event site for use by the Event Partner and volunteers. After the event, the trailer is reloaded by the Event Partner and volunteers for pickup. Event Partners typically pay a fee for use of the equipment, and for its pickup and delivery. This model is common, and works best when the Event Partners in the region have been trained in proper use, setup, and re-loading of the equipment and trailer.
Reserve and Checkout
In this model, the trailer and equipment can be reserved for an event, but the Event Partner is required to coordinate transport before and after the event. This model is common in situations where ownership of the trailer and its contents is shared by a group of Event Partners or schools/organizations, and expenses are shared amongst the owners in lieu of rental fees. All of the users of the trailer and equipment are trained in proper transportation, use, setup, and re-loading of the equipment and trailer.
Full Service Rental
In this model, the owner of the trailer and equipment generally provides the equipment, event setup and teardown, and event support as a package deal. The trailer owner typically charges an hourly or per-event fee for their time and use of their equipment. This model requires a large time investment by the trailer owner or owners, and is becoming more and more uncommon.
Sample Trailer Inventory
The table below provides a sample inventory and tracking sheet for an event support trailer.
Trailer # VRC1
|Item & Condition||Quantity Loaded||Quantity Returned||Return Condition & Notes|
|VRC Field Perimeter Panel
(12 per field)
|VRC Field Control Post
(2 per field)
|Field Tile Bag (2 Bags = 1 Field) with 36 tiles per bag||8|
|Field Electronics Bag:
|Field Networking Bag:
|80” Projector Screen||1|
|Epson Projector Set:
|Sound System Set:
|Field Monitor Set:
|Brother Laser Printer Set
|Brother Multifunction Copier Set
|VEX Robot Sizing Tool||2|