Nationals travel & logistics prep
Adults own logistics; students own deliverables (debrief).
Adult-owned (do not delegate to students)
| Task |
Notes |
| Flights & hotel |
Book early; share itinerary link |
| Insurance / waivers |
Waiver procedure; completion status in private roster only |
| Payment tracking |
Parent budgeting categories |
| Print-shop pickup |
Deadlines on calendar with named adult |
| Rehearsal calendar invites |
≥6 full run-throughs |
| Pit frame shipping / transport |
Garage dry-run ≥6 weeks before travel |
| Who has the binder |
Single authoritative list |
Student-owned
| Task |
Notes |
| Portfolio content |
Design + enterprise leads |
| Speeches & scripts |
Interview prep folder |
| Testing & specs data |
Manufacturing + design |
| Pit display content |
Graphics + enterprise; adults own hardware |
Communications
- [ ] One authoritative channel for dates (not scattered group chats)
- [ ] Team lead posts Freedcamp + calendar link on integrations
Money transparency
- [ ] Treasurer publishes named budget buckets before major spend
- [ ] Receipts to Drive same day — APEX-FIN-001
After nationals
- [ ] Sponsor thank-you emails within 2 weeks — sponsorship SOP
- [ ] Debrief actions → update runbooks within 30 days