Robotics Trailer and STEM Support Reservation

This submission form is used to submit the rental papers for renting one or more of our robotics trailers as well as requesting optional STEM support specialist to help run the event (not guaranteed). The trailer rental includes support to set up and tear down the tournament. There will be a separate charge for support to help run the tournament on the event day.

The only option of payment is submitting a check (mailing instructions will follow).

Please download the required NOVA Equipment Assignment/Loan Form and fill out the required information. Please date and sign the rental form and submit online using this electronic form. You can download the form here: NOVA Form 105-005

Please address any questions you may have to amarthinussen@nvcc.edu
Trailer Content and Support Staff Responsibilities

This section outlines what equipment each trailer is outfitted with as well as what the staff are responsible for when each trailer is rented and when support is requested for additional time.
VRC Trailer - The VRC Trailer includes 6 fields and game sets, with typical set up of 2 competition fields, 2 skills field (mobile field with GPS strip) and 2 practice field, AV/electronics for the event, stanchions, pipe and drape, and 4 hours for our staff to off-load and assist in setting up the AV/electronics equipment on day of delivery. Staff assigned will also be in charge of picking up the trailer and assist your organization with tear down, packing and loading equipment into the trailer (4 hours).

VEX IQ Trailer - The VIQC Trailer includes 6 fields and game sets (usual set up is 2 competition fields, 2 skills fields and 2 practice fields), AV/electronics for the event, stanchions, pipe and drape, and 4 hours for our staff to off-load and assist in setting up the AV/electronics equipment on day of delivery. Staff assigned will also be in charge of picking up the trailer and assist your organization with tear down, packing and loading equipment into the trailer (4 hours).

Equipment set up/tear down - Our staff are not a substitute for volunteers, but are there to support set up and tear down/packing. Any work beyond the 4 hours for set up and 4 hours for clean up will incur additional cost to the organization at a rate of $25/hr. The trailer can be left overnight in an appropriate area deemed by NOVA SySTEMic staff during the event (locks will be provided for the trailer).

Support Staff for competition day – A STEM Support Specialist can be requested for an extra fee ($250 per day) to help facilitate the event on the day of the competition. Support staff normally help in managing the event as division managers or computer operators. Support staff are not to be used as Head Referees or Judge Advisors, as we do not require our staff to be certified and would not be qualified to serve in those positions. Support staff can be requested, but is not guaranteed as it is on a first come, first served basis.

Packing/broken equipment: Instructions for assembly and contents are placed in each box. If equipment is damaged or packing guides are not adhered to, there is the possibility of charging an extra sorting/replacement fee. If any damages incur during the event, a renter must list this on the form: Broken Item List (this needs to be sent to systemic@nvcc.edu).
Renters Information

Please provide information for the organization you are representing as well as contact information for at least one contact
Name of Organization*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Primary Contact Name*

First NameLast Name
Primary Contact E-mail*
Primary Contact Phone Number*

Area CodePhone Number
Day of event Phone Number*

Area CodePhone Number
Secondary Contact Name (optional)

First NameLast Name
Secondary Contact E-mail (optional)
Secondary Contact Phone Number (optional)

Area CodePhone Number
Event Information

Please enter information about your event and times for dropping off and picking up.
Event Name
Please enter the name of your event as listed on Robotevents
Event Date*

MonthDayYear
Date for your event
Trailer Drop off date*

MonthDayYear
Date for trailer drop off
Trailer Pick up date*

MonthDayYear
Date for trailer pick up
Event Site Info
Information where to drop trailer off, time for set up, etc.
Document Upload

Please upload the signed NOVA Equipment Loan form (105-005). You can download the form at the top of this page, as well as a Google aerial image of trailer drop off/parking location
Signed NOVA Equipment Assignment/Loan Form 105-005*

Upload a File

Cancelof
Google Aerial Map of trailer drop off/parking location

Upload a File

Cancelof
Payment

Please select which trailer(s) you will be renting as well as the option of STEM Support. Choose quantity in the drop down for each category, make note to the total amount box and follow the steps below for submitting the check for payment
VRC Trailer
$750 each (per weekend)
VEX IQ Trailer
$750 each (per weekend)
STEM Support Specialist (per day)
$250 each per day (ex. select 2 in the drop down for one staff for two days or for two staff for one day, etc.)
Total $*
Does not reflect any discounts
1. Please make check payable to Northern Virginia Community College
2. In the memo line please note "Robotics Competition Trailer" and indicate organization renting the equipment and date of event
3. Mail to:
  NOVA SySTEMic
  10374 Battleview Pkwy
  Manassas, VA 20109
Submission of rental agreement
By entering the date and your full name in the boxes below and clicking SUMBIT you agree to the following:
1. All packing and sorting guides will be adhered to
2. If any item is to break or become damaged during the course of the event it will be documented on the Broken Item List (link found further up in this form) and an email to systemic@nvcc.edu need to be sent with an explanation of the item that broke and how
3. If any of the procedures are not followed as listed above or it becomes obvious that there was disregard for maintaining the quality of the equipment a $200 sorting fee and/or replacement costs for the damaged equipment will be charged
4. Minor damage, wear and tear are expected and included in the rental fee.
5. I authorize the charge of the rental to be paid by check
6. I declare that all data given in this form and attachments are complete and true and I have the authority to legally bind my organization to this agreement and provide payment for such agreement
Date*

MonthDayYear
Signature*
Should be Empty:

Trailer Content and Support Staff Responsibilities

Renters Information

Event Information

Document Upload

Payment

Submission of rental agreement