Section
6
ROBOT
TRANSPORTATION

TABLE OF CONTENTS
6 ROBOT TRANSPORTATION....................................................................................................3
6.1
OVERVIEW .............................................................................................................................................3
6.2
BATTERY PACKAGING........................................................................................................................3
6.3
CRATE INFORMATION.........................................................................................................................3
6.3.1
NEW: 2006 Building Restrictions/Laws Regarding Wood Materials...............................................4
6.3.2
Crate Specifications ..........................................................................................................................5
6.3.3
Crate Limit ........................................................................................................................................5
6.3.4
Crate Labeling...................................................................................................................................5
6.3.5
Required Crate Contents ...................................................................................................................5
6.3.6
Visual Depiction of Shipping and Drayage Process .........................................................................5
6.4
SHIPPING AND DRAYAGE DEFINITIONS.........................................................................................6
6.5
INTERNATIONAL SHIPMENTS AND CUSTOMS..............................................................................7
6.6
SHIPPING YOUR ROBOT......................................................................................................................7
6.6.1
Shipping to Your Initial Event ..........................................................................................................7
6.6.2
Mandatory Robot Shipment Verification Process.............................................................................8
6.6.3
Robots Must Ship from Event to Event ............................................................................................9
6.6.4
Back-to-Back Events.........................................................................................................................9
6.6.5
Delivery Deadlines............................................................................................................................9
6.7
FEDEXŽ FREIGHT SYSTEM (DONATED SHIPPING) .......................................................................9
6.7.1
The Benefit/Donation........................................................................................................................9
6.7.2
Weigh the Donation Value..............................................................................................................10
6.7.3
FedEx Important Notes ...................................................................................................................10
6.7.4
FedEx Weight Limit........................................................................................................................10
6.7.5
Shipment Insurance.........................................................................................................................10
6.7.6
International / Unusual Shipments..................................................................................................10
6.7.7
NEW: The PassKey System...........................................................................................................11
6.7.8
NEW: What to Do..........................................................................................................................11
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 1 of 15

6.8
YELLOW FREIGHT SYSTEM & DISCOUNT....................................................................................12
6.9
TRACK YOUR CRATE.........................................................................................................................12
6.10 DRAYAGE (MATERIAL HANDLING)...............................................................................................12
6.10.1
The Drayage Companies: Functions and Services.........................................................................12
6.10.2
Drayage Company Regulations ......................................................................................................12
6.10.3
Immediate On-site Crate Weight Complaint Resolution ................................................................13
6.10.4
Weight and Rates Structure.............................................................................................................13
6.10.5
Drayage Costs - FIRST ...................................................................................................................14
6.10.6
Drayage Costs - Teams ...................................................................................................................14
6.10.7
Outbound Shipments from the Drayage Warehouse.......................................................................14
6.10.8
Empty Crates...................................................................................................................................14
6.11 EARLY UNCRATING PROCEDURE AT EVENTS ...........................................................................14
6.12 NEW: WE QUALIFIED FOR THE CHAMPIONSHIP. WHAT DO WE DO?..................................15
6.12.1
Decision Deadline...........................................................................................................................15
6.12.2
Undecided? Temporary Crate Shipment "Hold, Then Ship" Process............................................15
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 2 of 15

6 ROBOT TRANSPORTATION
6.1 OVERVIEW
This section provides information regarding crate specs, shipping, the FedExŽ Freight shipping donation, and
the drayage companies. Please make sure those persons responsible for building and shipping your team's
robot crate understand and follow the guidelines for the processes.
Read the section below that describes the specific, federally regulated battery packaging method.
Also, read about the new regulations for wood packaging coming into the U.S.
6.2 BATTERY PACKAGING
Federal regulations require teams to follow the instructions below. If you do not adhere to them, your crate
may not make it to the event(s).
Each time you ship your robot:
1. You must ship the 12VDC batteries inside their original box or carton packaging
2. You must use the Styrofoam covering with protective caps covering the battery terminals.
3. Secure the boxed batteries inside the "inner battery box" section of the robot crate in an upright
position. The photograph below is a sample of an inner battery box built to comply with regulations.

5. ABSOLUTELY NO batteries are to remain mounted (connected or disconnected) on the robot!
6. The crate MUST be marked "NONSPILLABLE BATTERY" in 1" or larger letters on all four sides.
The inner battery box MUST be marked "NONSPILLABLE BATTERY" in 1" or larger letters on 2
sides of the battery box.
6.3 CRATE INFORMATION
Build your crate so it is sturdy and falls within height specifications and weight specifications when packed for
shipment. The Drayage Company determines if a crate meets the size and weight criteria and passes the
information to FIRST.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 3 of 15

If a crate exceeds specifications, FIRST will not guarantee its security or delivery to the site.
The Drayage Company will round up to the next hundredweight if a crate exceeds 400 pounds
and will charge accordingly. For specific information, refer to the website for EVENTS
http://www.usfirst.org/robotics/2006/rgevents.htm and choose your event, then "Site Info."

6.3.1 NEW: 2006 Building Restrictions/Laws Regarding Wood Materials
New Federal Rules apply to the crating and pallets you will use to ship robots across U.S. Borders to FRC
events. Please read the sections below.

6.3.1.1 Crate/Robot wood packaging laws/restrictions:
The following regulation applies to any team planning to ship its robot into the U.S. from another country.
Teams that do not comply risk having their robots detained at the U.S. border by U.S. Customs.
The U.S. Dept. of Agriculture has adopted new international guidelines to decrease the potential for the
introduction of certain plant pests that may accompany wood materials arriving from other countries. These
guidelines call for wood packing materials used in the construction of crates and pallets to be either heat
treated or fumigated with methyl bromide in accordance with applicable rules. These wood materials must be
marked with an approved international mark certifying that treatment. The final rule became effective in
September 2005, and affects all persons using wood packaging material in connection with importing goods
into the United States.

6.3.1.2 Exemptions
The following exemptions apply to the above wood packing material rules:
ˇ Pieces of wood less than 6 mm/0.24 inches in any dimension
ˇ Loose wood packing material such as shavings, excelsior, etc.
ˇ Wood packing material originating in Canada and made in Canada (an importer's statement may be
required to document the origin of the wood packing material)
ˇ Processed wood packing materials that have received more than primary processing, e.g., plywood,
corrugated board, fiberboard, veneer, whiskey and wine barrels, strand board, etc.

6.3.1.3 Rules Information
FIRST recommends that all international teams, or U.S. teams shipping out of the U.S. and then back into the
Country do the following:
ˇ Use only plywood or other exempted wood materials when construct their shipping crates
ˇ If using raw wood materials such as 2"x4"s, 1x boards, etc., obtain the materials from a lumber dealer
who sells compliant wood products
ˇ Be sure the wood is marked with the approved international mark
ˇ Make sure you use properly treated and labeled wood for the 4" X 4"s under your crate to
facilitate forklift use.
ˇ If you must use a pallet to ship your crate, make sure the pallet is either non-wood or a compliant
wood pallet. Compliant pallets are available from commercial pallet distributors.
ˇ Canadian teams should obtain an appropriate importer's statement as indicated.
ˇ Contact your local FedEx office for additional information and assistance. You can also find
information at: http://fedex.com/us/promo/woodpackaging.html

Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 4 of 15

6.3.2 Crate Specifications
When you build your crate, remember to consider the weight of your materials. For instance, if 3/8" or ˝"
plywood is sturdy enough, why use the much heavier ž" product? Build it with more than one shipment
and/or season in mind.

All Crates must:
ˇ NEW: Comply with the Wood Materials Regulations above if the crate ships into the U.S.
ˇ Weigh 400 pounds or less in order to avoid drayage overage charges
ˇ Be sturdily built to prevent damage to your equipment
ˇ Have plywood construction to ensure stacking capability during transport
ˇ "Sit" on 2 pieces of 4" by 4" lumber, spaced at least 28" apart so it can be moved by a forklift.
ˇ Have a footprint no greater than 4' by 4' and be no taller than 5'10" (70") high. This maximum
includes the 4" by 4" lumber mentioned above.
ˇ Be capable of being moved by a forklift

6.3.3 Crate Limit
FIRST asks that each team ship only one crate. Each team has equal pit station space, and the Pit gets crowded
when teams are loading and unloading their crates. Teams cannot have more than two crates at any
competition site. This keeps team costs down and keeps Pit aisles, entrances, and egresses clear and safe.
If you ship an extra crate, it must also meet the above specifications. Teams pay all shipping and drayage
costs for the additional crate.

6.3.4 Crate Labeling
ˇ Go to the website, Regional Event http://www.usfirst.org/robotics/2006/rgevents.htm or to the
Championship Event web area, and obtain the printable, mandatory drayage address label for your
event.
ˇ Fill in your team number on the address label; make three copies and attach one to each side of the
crate. Repeat this for each event you attend. This label helps the shipper. It also helps the drayage
company easily locate your crate at the warehouse and competition sites.
ˇ Print the battery label, make copies, and tape one to each side of the crate
ˇ Place a clear airbill sleeve on your crate and insert the shipping label.
ˇ Bring your outbound labels to the event for crate shipment.
ˇ Bring extra airbill sleeves in case yours get damaged during shipment

6.3.5 Required Crate Contents
Teams must include the robot and the two batteries. Carefully and completely follow all instructions above
listed in the "Battery Packaging" section.
(Non-North American teams cannot ship batteries with their robots. They must make arrangements with
FIRST to pick up a battery for competition at their initial event.)
FIRST will allow you to keep all of your robot controls (Operator Interface, OI power supply, joysticks, etc.)
and not ship them with your robot on Tuesday, 2/21/2006. This will allow you to continue to work on your
programming. If you decide not to ship controls with your robot, please remember to bring your controls to
your initial competition. FIRST does not have replacement controls.
NOTE: Do not pack all of he team's safety glasses in your crate. You will need some when you uncrate!

6.3.6 Visual Depiction of Shipping and Drayage Process
Please take a look at the figure below. It provides a visual of the flow of a team's crate shipment.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 5 of 15

6.4 SHIPPING AND DRAYAGE DEFINITIONS

Shipping In this case, the term "shipping" refers to the transportation of your crate:
a. To the Drayage (material handling) Company
b. From the Drayage Warehouse to the next event's Drayage Warehouse
c. Home after your last event
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 6 of 15

Bill of Lading This is a receipt your carrier issues, promising delivery of the merchandise /
(Material Handling Form) items listed.
Ship Deadline The robot crate must leave the team's possession, by delivering or shipping
to the drayage facility. This helps ensure teams have equal robot work time.
At Drayage Deadline Latest date and time you can have your robot delivered to drayage
warehouse.
Note: This deadline ensures machines arrive at drayage in time for
competition site delivery.
Drayage Companies Temporary warehousing companies. They take in, store, deliver, and
document movement of event materials. In our case, the Drayage Company
receives and documents team crate weight and arrival time, then stores them
until delivery to the event site Pit Stations on Wednesday before the event.
6.5 INTERNATIONAL SHIPMENTS AND CUSTOMS
ˇ Teams shipping to the Canadian Regional and international teams shipping into the U.S. and back should
research Customs requirements well in advance.
ˇ FIRST strongly recommends using a Customs Broker so your team knows exactly what paperwork it
needs to import and export your crate.
ˇ Comply with the 2006 Building Restrictions/Laws Regarding Wood Materials listed above.
6.6 SHIPPING YOUR ROBOT
Event sites do not accept or store team robots, crates, or toolboxes. So all teams must ship to a drayage
warehouse facility, which stores the robots and then transports them to the event site and back to the
warehouse.
If you ship two crates, both crates must adhere to specifications and deadlines. Teams are responsible for
paying for ALL shipping charges at the time of shipment.
Teams have two shipping carrier options from event to event:
1. Refer to the FedExŽ section below for specific information about free, donated shipping to ONE Regional
and the Championship.
2. If you do not ship with FedEx, you must ship with the drayage carrier, Yellow Freight. Refer to the
"Yellow Freight System & Discount" section below for specifics.

6.6.1 Shipping to Your Initial Event
ˇ Locate drayage information for your event(s) on the usfirst.org website, Event section and choose your
event.
ˇ Print, read, and save all sections relating to your events, especially the drayage sections.
ˇ Make shipping arrangements well before the ship deadline. You may choose any carrier or drive your
crate to the drayage warehouse for you initial event only. Read the stipulations below regarding the
delivery vehicle.
ˇ Obtain the best shipping rate from Yellow Freight to the drayage warehouse for your first event, if you
are not using the complimentary FedExŽ ship. Note: You will need the total weight and dimensions
of your crate and its contents for an accurate estimate.
ˇ NEW: Tell your chosen-shipping carrier if your crate pickup area does not have a loading dock so it
can send a truck with a lift gate.
ˇ Obtain a Bill of Lading from your carrier.

Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 7 of 15

6.6.1.1 Crate Shipment Deadline and Requirement
ALL team crates must leave the team's hands or be delivered to the team's initial event's drayage warehouse
by midnight local time February 21, 2006. This date applies whether you ship your crate(s) or drive it to the
drayage facility. Teams are responsible to work within the business hours of the shipper or drayage facility.
a. If you ship your robot, obtain written proof from your shipper that shows the date that the shipper took
possession of your crate. Read below for rules about the "Mandatory Shipment Verification Process."
b. If you drive your robot to the Drayage Facility, ask for written proof that shows the date you delivered
your crate(s). Read below for rules about the "Mandatory Shipment Verification Process."

6.6.1.2 Delivery Stipulations for Drayage Site and Delivery Vehicle
If your team decides to deliver its crate(s) to its initial event's drayage warehouse, the vehicle must
be tall enough for a commercial loading dock. Drayage personnel will not unload personal vehicles.
YOUR DELIVERY TRUCK MUST HAVE A FORTY-EIGHT INCH (48) BED HEIGHT.
You will be turned away at the warehouse if the vehicle requirement is not met!
NO EXCEPTIONS!
6.6.2 Mandatory Robot Shipment Verification Process
FIRST requires every team to document the shipment of its crate(s), initial event only. All crates must ship
from event to event thereafter. Teams will disqualify themselves from competition for failure to observe and
verify adherence to the rules and deadlines. Please follow the instructions below for your chosen method.
6.6.2.1 If You Use the FedEx PassKey System
1. The PassKey System will provide FIRST with tracking numbers and crate pickup dates.
2. Save a copy of the airbill for tracking purposes and your records.
6.6.2.2 If You Use an Alternate Shipper
a. Ensure that your receipt clearly shows the date and time the crate(s) left your team's hands.
b. Write your team number on the bill of lading/receipt.
c. Make a copy and retain for your records.
d. International teams will receive an e-mail instruction on how to get the shipping verification to
FIRST.
e. U.S. teams: Send it to FIRST right away, to arrive within 4 days. Address the envelope as below,
using all capital letters.
6.6.2.3 If You Drive Your Robot to the Drayage Facility
Refer above to the "Drayage Site Delivery Vehicle Stipulation" section. Your vehicle must have a 48"
bed height, no exceptions.
1. Have the drayage warehouse personnel put the time and date of drop off on an official receipt.
2. Write your team number on the receipt.
3. Make a copy and retain for your records.
4. Send it to FIRST so it arrives in 4 days. Address the envelope as below, using all capital letters.
6.6.2.4 Verification Mailing Address
YOUR TEAM #, YOUR INITIAL EVENT'S NAME
TEAM SUPPORT
FIRST ROBOTICS
200 BEDFORD STREET
MANCHESTER, NH 03101

Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 8 of 15

6.6.3 Robots Must Ship from Event to Event
Teams cannot take their robots home between events. Robots must ship from event to event, either:
a. Through Shepard Exposition Service (SES) and its designated carrier, Yellow Freight.
OR
b. Through the FedEx complimentary shipping. Bring the airbill with you on Saturday.
Remember to print/ bring shipping address labels to each event in which you compete.
Crates will return to the drayage facility and ship from its warehouse on Monday.
6.6.4 Back-to-Back Events
Contact the Drayage Company(s) well before both competitions to see if it can/will extend the crate arrival
deadline for your team. You must use the Shepard Exposition Services' designated shipper. You cannot use
FedEx in this case, because FedEx does not pick up at events on Saturdays and your robot will not make the
competition on time. You must make all arrangements early to have your robot ship and arrive on time.
6.6.5 Delivery Deadlines
Each event has an "at drayage" deadline. Refer above to "Definitions." Make sure your shipper is aware of
the deadline so you will meet it. Find the crate arrival deadline for each event by referring to the website
Events section.
6.7 FEDEXŽ FREIGHT SYSTEM (DONATED SHIPPING)
FedEx has again graciously agreed to partner with FIRST and donate some robot crate shipping, via the
FedEx Freight System. Remember, this is a generous donation. Be grateful.
NEW: The teams in the U.S. contiguous states will use the on-line FedEx PassKey System to generate
airbills.
6.7.1 The Benefit/Donation
Please familiarize yourself with the benefit options below. You cannot substitute. Use the airbills for the
following only:
1. FedEx Freight System will ship ONE crate to:
a. ONE Regional of your team's choice
b. The Championship
2. FedEx will also ship ONE crate back home:
a. After your final Regional if you are not competing in the Championship
OR
b. After the Championship if you compete in that event. If you need your robot soon after the
Championship, you may want to use the Shepard Exposition Services (SES) shipper. Because of the
crate volume of these donated shipments, it could take a month or so until you receive your crate.
6.7.1.1 NEW: PassKey Process - Teams in the 48 Contiguous U.S. States
As a part of the Kit of Parts, teams will receive instructions for printing on-line airbills. You will find the
directions in a large FedEx envelope. If you are registered for the Championship, your return airbill will be in
the registration envelope at the event.
6.7.1.2 Process - Teams in HI, AK, PR
FIRST will send a FedEx envelope with two (2) pre-printed airbills to your team's Shipping Contact. This will
most likely be in early February.
If you are registered for the Championship, your return airbill will be in the registration envelope at the event
6.7.1.3 Process International Teams Competing in the U.S.
FIRST will send a FedEx envelope with two (2) pre-printed airbills to your team's Shipping Contact. This will
most likely be in early February. Make sure you have all Customs papers in order for the shipment to and
from the U.S.
If you are registered for the Championship, your return airbill will be in the registration envelope at the event.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 9 of 15

6.7.2 Weigh the Donation Value
Which event will give your team the most value for this donation?
ˇ Back-to-Back Events: FedEx does not pick up on Saturday, so you cannot use the donation for back-
to-back events. There is not enough time to make it from one event to the next Drayage warehouse.
ˇ Initial Event is Close to Home: If you have the proper vehicle/bed height, is it wise to drive your
crate to the local event and save the donation for a more costly shipment?
ˇ Complimentary shipments do not get high priority, so make sure there is enough time for this method
of shipping, especially after the Championship.
6.7.3 FedEx Important Notes
FIRST cannot and will not replace lost airbills.
ˇ You cannot use airbills with hand-written account numbers for these donated shipments.
ˇ You cannot use FedEx when shipping to back-to-back events.
ˇ FedEx will pay for one Regional ship only. You cannot substitute a second Regional shipment for the
Championship shipping benefit or for the ship home.
ˇ Call for pickup. If your robot ships back to drayage for FedEx shipment, remember that you must
call FedEx for pick up. This does not happen automatically.
Refer below for International shipments and shipments from Hawaii, Alaska, Puerto Rico.
6.7.4 FedEx Weight Limit
Crates cannot exceed 600 pounds.
REMEMBER: FIRST pays drayage costs for one crate up to 400 pounds only. Teams pay the drayage cost
in excess of 400 pounds, rounded up to the next hundredweight.
6.7.5 Shipment
Insurance
FedEx does not insure complimentary shipments. If you want to insure your crate and its contents, obtain
insurance through a third party.
6.7.6 International / Unusual Shipments
Read NEW: 2006 Building Restrictions/Laws Regarding Wood Materials before building your crate. This
deals with regulations regarding required treated wood materials. Teams in the following locations may
receive e-mails as the season approaches. Remember, the "return from the Championship" airbill will be
enclosed in your Championship registration envelope.
Canada
Because FedEx Freight service is not offered within Canada, FedEx is not able
to provide the donation of shipments within Canada. FedEx does donate
shipments that cross the Canadian/U.S. border or those shipments within the
U.S.
Teams must use a FedEx International Airbill to ship across the Canadian/U.S.
borders. FIRST will mail them to your Shipping Contact in a FedEx packet in
February.
Remember to fill out required Customs papers.
If you will be shipping to the Championship, we will provide a domestic airbill.
Other International
Teams must use FedEx Freight International airbills to ship to the U.S. and from
the U.S. back home. These forms will be sent in a FedEx packet to your
Shipping Contact in February. If you will be shipping to the Championship, we
will provide a domestic airbill.
Fill out required Customs papers.
Alaska
FedEx Freight is not available in these areas. These shipments require 2nd Day
Hawaii
Air. Teams will receive airbills with the "Second Day Air" box checked..
Puerto Rico
Use the provided airbills for shipments within the continental U.S.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 10 of 15

6.7.7 NEW: The PassKey System
This is an on-line ship manager process that allows registered teams in the contiguous 48 U.S. states to print
their own airbills for one Regional event. Teams registered for the Championship may also print an airbill for
that event. Find the instructions in the FedEx envelope/packet in your Kit of Parts.
ˇ The Shipping Contact should become familiar with the instructions and retain this packet in a safe
place.
ˇ FIRST will send an invitation to the Shipping Contact, via e-mail, to register for the PassKey system.
The Shipping Contact will have five (5) days to register.
ˇ Once the registration is complete, he/she will be able to enter the system, choose the event, fill in a
limited amount of information and print out an airbill.
ˇ She/he should register within 3 days of requested pickup date.
The airbill for the return from the Championship will be in the team's Championship registration

6.7.8 NEW: What to Do
AirBills:
ˇ Print out or fill out your airbill and place it in a plastic sleeve and attach it on your crate. Make sure
you follow all crate labeling instructions. Refer above to "Crate Labeling" section.
ˇ Keep a copy of the airbill for tracking purposes, and put it in a safe place.
ˇ There will be NO airbill replacements. Airbills with a handwritten account number will not be
accepted for these free shipments.

Arrange Pickup: Call 24-48 hours in advance to schedule by calling
United States
Canada
Call FedEx Freight Services 800-332-0807
Use the Canadian Call Center: 866 744 7493
International teams, go to fedex.com, choose your country, and locate the appropriate phone number.

ˇ You will need the account number from the airbill.
ˇ Ask for Freight Services. Emphasize that it is a heavy weight shipment and provide the type of
shipment for the area you will be shipping to/from. See table below.
ˇ

Area Shipment
Type
Contiguous 48 states
F3
Alaska F2
Hawaii F2
Puerto Rico
F2
International International
Priority
Freight

ˇ If your pick-up/return site does not have a loading dock, be sure to tell the representative that you need
a truck with a lift gate. (This may apply to your initial shipment from your home base)
ˇ Provide your crate's dimensions and total weight.
ˇ Allow 3-5 days for shipment movements.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 11 of 15

6.8 YELLOW FREIGHT SYSTEM & DISCOUNT
If you do not ship with FedEx, you must ship from event to event with the Shepard Exposition Services
Carrier, Yellow Freight.
ˇ Quote: To obtain a freight quote for shipping crates to a drayage site, please contact Yellow
Transportation at (800) 610-6500.
ˇ Yes Discount:
1. Teams must ask for the "YES DISCOUNT" in order to receive a discounted rate.
2. Bill of Lading (BOL): The "Yes Discount" wording must also appear on the Bill of ladings
to receive the appropriate rate.
ˇ If your pick-up/return site does not have a loading dock, be sure to mention that you need a truck with
a lift gate. (This may apply to your initial shipment from and return to your home base).
6.9 TRACK YOUR CRATE
Track your crate to ensure on-time crate delivery to the event. Pleases do not call Shepard Exposition Services
(SES) to track your crate if you shipped FedEx.
FedEx Shipment Tracking
SES Yellow Freight Shipment Tracking
Use the FedEx Customer Service Center at
Call (800) 610-6500
www.fedex.com, or call (800) 463-3339.
Follow the telephone prompts for tracking
(800 Go FedEx)
Have your pro number available.
Have your twelve-digit tracking number available.
If you need assistance, call SES.
6.10 DRAYAGE (MATERIAL HANDLING)
Every team has to ship its competition crate(s) to the designated drayage warehouse for each event it attends.
You cannot, under any circumstances, drive or ship crates to competition sites.
Yellow Transportation c/o Shepard Exposition Services (SES) is the designated Drayage Company for all
events except the SBPLI Long Island Regional. Festo Corporation handles drayage for the Long Island event.
1. Label your crate properly. If it doesn't meet required specifications, the Yellow Transportation
terminal may refuse it.
2. Well ahead of shipping time, find drayage information and the Shepard Exposition Services rates
for overweight (overage) costs for all events in which your team will compete. Go to
http://www.usfirst.org/robotics/2006/rgevents.htm and click on your event.
3. Refer to all related sections below.
6.10.1 The Drayage Companies: Functions and Services
FIRST contracts with a drayage company for each event to provide the following services:
1. To
provide
FIRST with a system to monitor on-time crate arrival
2. To provide robot storage prior to the event
3. To ensure on-time crate delivery to team Pit stations at the competition sites
4. To Provide storage for empty crates at the venue
5. To provide a staging location for outbound shipments and protect staff and teams from crowded
load-in and load-out situations
6. To comply with venue contracts which prohibit the acceptance of shipments on site.
6.10.2 Drayage Company Regulations
Teams cannot take their robots home from any event. They must ship through SES (Yellow Freight) or use the
donated FedEx shipment. The material handlers are not allowed to, and will not, load your crate onto your
vehicle.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 12 of 15

ˇ All shipments must be prepaid: The Drayage Warehouse will not accept Cash on Delivery
(COD) shipments. Teams must take care of this with the carrier prior to sending a shipment to a
drayage site.
ˇ Freight Overage Payments: All teams must pay for drayage overage in advance, prior to the
competition. If a team refuses to pay for freight overages, the drayage companies will refuse delivery
of the team's crate until payment is reconciled at the drayage service desk. Upon payment receipt, it
will deliver the crate(s).
ˇ Accepted Payment Forms: SES will accept credit card payment for drayage overages.
(MasterCard, Visa, or American Express) If paying by school check, the check must arrive at the
drayage company before the team participates in the event.
ˇ Use Designated Shippers: Teams must use FedEx or the designated SES shipper (Yellow Freight
Transportation) for crates shipping from event to event.
* FedEx: Consider using your final FedEx Freight airbill to ship home from your last event if you
do not need your robot right away. Remember, these are donated shipments and the final return
can take a month or more, especially after the Championship.
* Shepard Exposition Services Carrier (Yellow Freight): When not using FedEx, teams must
make on-site arrangements through the SES desk and the Yellow Freight representative. Teams
shipping from the Long Island event must also use Yellow Freight or FedEx.
ˇ Freight Bills, Weight Receipts: Shipments received without freight bills or specified unit counts
on receipts will be delivered to team Pit Stations without guarantee of piece count or condition. When
receiving freight, the Yellow Freight Terminal or drayage warehouse requires that drivers submit a
certified weight receipt. The company reserves the right of refusal to unload shipments without it.
ˇ Bills of Lading: All shipments must have a Bill of Lading or delivery receipt showing:
1. Number of items, weight, and description of merchandise
2. All Items labeled per Regional/Championship event specifications
ˇ Damage: The Yellow Transportation terminal or drayage warehouses will not be responsible for
damage to uncrated materials, improperly packed materials, any concealed damages, loss, or theft of
materials after crates have been picked up for loading out of the competition site.
ˇ Weigh In: The Yellow Freight Terminal or drayage warehouse will weigh team crates as they arrive
at each facility. These weights will be certified, and any crates exceeding four hundred pounds will be
subject to drayage fees. If a team wants to dispute the weight of its crate, a forklift with weight scales
will be on site at each event for reweigh.
6.10.3 Immediate On-site Crate Weight Complaint Resolution
When the team members arrive at the Pit Station:
1. Refer to and read the label Shepard Exposition Services (SES) placed on your crate.
2. If you have any question as to the accuracy of the weight or information on the label, immediately find An
SES representative and resolve the problem. Please see the Pit Administration Supervisor if you cannot
find a representative.
3. Do not open the crate until you resolve the problem.
NOTE: If you open the crate, you relinquish any appeal rights.
6.10.4 Weight and Rates Structure
Rounding Up: Drayage Companies weigh by the hundredweight and round the weight up to the next
hundred. Make a real effort to keep weight down to well below the hundred marks to allow for scale
calibration differences.
Example: If your crate weighs 401 pounds, your charge will be based on five hundred pounds and you will
have to pay for a hundred pound overage for that crate.
Refer to the Events section of the website, click on your event and Site Information for material handling rates.
http://www.usfirst.org/robotics/2006/rgevents.htm
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 13 of 15

6.10.5 Drayage Costs - FIRST
FIRST will pay for the Material Handling (drayage) cost of ONE crate, within criteria limits: for each team,
each competition in which it competes.
Refer to Crate Information, Crate Size, and Weight Specifications section for specifics.
6.10.6 Drayage Costs - Teams
The following will cost teams money:
1. Crate exceeding measurement or weight specifications
2. Any additional crate. Teams pay entire drayage cost of additional crates
Note: Each team must pay for any additional material-handling charges by the end of each competition.
6.10.7 Outbound Shipments from the Drayage Warehouse
SES will bring crates back to its warehouse or a Yellow freight terminal on Saturday after the competition.
Crates will be available for outbound shipping from the warehouse on Monday, with the exception of shipping
from the Championship. Note: The crates from the Championship, shipping via FedEx, will ship at FedEx
convenience.
ˇ Teams must ship their robots. They cannot take robots or crates with them from an event.
ˇ Make sure your crate is still fit for travel.
ˇ Teams must pre-pay for all outbound shipping charges.
ˇ Fill out a Material Handling Form (Bill of Lading) for each event. These are available on Saturday of
each event. A SES representative will pass out an Outbound Bill of lading to each team at the event.
ˇ At the event, remove the old shipping label. Attach the shipping address and battery labels for the
next event, to all sides of the crate...at a readable level.
ˇ Make arrangements for the outbound shipment.
ˇ Attach your shipping label if you are using a FedEx. If you are using Yellow Freight, please turn in
your Outbound Bill of Lading to the Yellow Freight representative.
ˇ At SES events, the Yellow Freight Representative will review your information and will give you a
copy of the BOL with a Pro number assigned. Please retain this copy to track your shipment with
Yellow Freight.
6.10.8 Empty Crates
Teams that have a crate they no longer wish to keep/ship should notify the drayage representative about it
before it is time to deliver crates back to the pit stations on Saturday.
6.11 EARLY UNCRATING PROCEDURE AT EVENTS
For the teams' convenience and to help ensure safety in the Pit, three (3) persons from each team will be
allowed to uncrate early. At least one of the three must be an adult, and nobody can work on the robot at that
time. If any of the three team members exits the Pit area, they will not be re-admitted until general Pit
opening.
Regionals: Will be allowed to enter on Thursday, 7:45a.m.
The Championship: Will be allowed on Wednesday evening from 6 p.m. to 9 p.m. The adult team member
can also use this time to register at the Championship early to avoid the rush on Thursday morning.
The Drayage Manager will be on hand to help during this limited opening. Teams should:
ˇ Look for the SES label on your crate. This label will show if there are weight or crate damage
questions regarding your crate. Contact the Drayage Manager before opening the crate. Once the
team opens a crate, it cannot protest a weight issue.
ˇ Notify the SES Manager as soon as you have uncrated so SES can remove the empty crate(s). This
will help to ensure safety and by clearing the aisles.
Š FIRST 2006 FIRST Robotics Competition Manual: Section 6 Robot Transportation, Rev B Page 14 of 15

6.12 NEW: WE QUALIFIED FOR THE CHAMPIONSHIP. WHAT DO
WE DO?
6.12.1 Decision Deadline
If you are unsure whether your team can go to the Championship, you have until the Tuesday following your
qualifying event to inform FIRST whether you will attend and register for that event.
If this is your last event, you have until Tuesday to let the drayage company know whether you will be
shipping home or to the Championship. Follow instructions below.
6.12.2 Undecided? Temporary Crate Shipment "Hold, Then Ship" Process
If you are not sure your team can attend the Championship, read below for the "hold" process.
ˇ Make sure you talk with the SES/Yellow Freight representative at the event (or the Festo
Corporation representative if at the Long Island event). Explain your situation and make
temporary arrangements. Follow directions below in "Shipping Arrangements."
ˇ Put an 8 ˝" by 11" sign on your crate, near your shipping airbill. It should say:

Team will call.

Hold until Tuesday.

ˇ Fill in your donated FedEx airbill with the team's home shipping address OR the address for the
Championship drayage warehouse. (If shipping to the Championship, also place the drayage
warehouse address on each side of the crate.)
ˇ Consider shipping your tools also
ˇ Place the airbill on your crate.
ˇ You must inform SES of your shipping intentions by Tuesday.
ˇ If you find that you are not shipping to the address on your airbill, you must ship through the SES
carrier. Provide the new shipping address and prepay the shipment.
ˇ Track your shipment.
Because of possible liability, the drayage company will not fill out a FedEx airbill for your team

Š FIRST 2006