How to Travel with a VRC robot Competition 2024
The most important thing when traveling with a robot is that it arrives at its destination safely. With the right case, the right packaging, and stuffing in the right places, your robot will arrive intact and ready to compete.
Considerations for VRC robots
- A size limit of 62 inches (length + width + height) means no oversized baggage fees on most airlines
- Use an airline or shipping hard case/box as they will stack with other containers.
- A case with casters that is useful during competitions
- The match may take place far away from the pit.
- Case can be used as a portable laptop/robot stand at practice ranges or in the pits
- For teams that travel by ground rather than by air, the Husky 37″ is a great choice.The Rolling Tool Box Utility Cart is an excellent choice for approximately $100. It fits the VEX VRC robot perfectly and leaves room on the side for storing a few tools and parts. Additionally, it’s durable, making it a perfect extra seat in the pit.
- DIY options: plywood boxes, tool boxes, cardboard boxes.Â
Readmore Travelling with a disability A step-by-step Travel Guide 2024
Standard VRC Robot Case Options (for 18″ robots)
RoboSource Robot Case ($200-$220; complies with airline size limits of 62 inches)
Casters for moving VRC robot cases
- Removable casters are recommended if the case is checked or shipped for air transport
- Substitutes: Folding pushcarts, trolleys, etc.
Container for controller, battery, etc.
- RoboSource V5 Battery Station Case
- A convenient alternative to packing electronics in a backpack or other carry-on luggage
- Safely transport your batteries, chargers, power strips, controllers, brains, radios, cables & books.
- Custom designed tool organizer with space for documents
- Most (but not all) airlines will allow it as carry-on luggage. Check with your airline for size before you travel.
- Customized tool tote for storage and/or use as a battery charging station
Robot Packing Tips
You need to safeguard your robot from harsh handling, including:
- Vibration & Shaking
- Dropped
- Falling sideways or upside down
- We take photos of the robot from all angles to help with repairs if the robot is damaged.
- Make sure the robot is not sitting on wheels inside the case as the shafts can bend during movement. Remove the wheels or mount the robot on a block of wood
- Remove the rubber band
- Secure moving parts in a fixed position (such as zip ties on the lift).
- Remove or protect fragile or sensitive mechanisms that may be damaged
- Remove all batteries
- Leave the brain, cables, sensors etc. in the robot unless they are in a vulnerable position and can be easily removed/replaced.
- Packing the robot into the case
- Please fix the robot so that it does not move inside the case.
- In some cases, teams screw or strap their robot into place inside the case, while others wrap the entire robot in plastic wrap or bubble wrap before placing it in the case.
- Ensure that the robot is well-supported if the case is turned on its side or upside down. Use foam blocks to fill any gaps and secure the robot. from all angles, and think about what will happen if both sides of the case suddenly “bottom out”
- Place padding under, around and over your robot (3-4 inches of closed cell foam, bubble wrap, memory foam pillow, etc. cut to fit your robot) and make it easy and intuitive to repack your stuffing, knowing that TSA may open the box.
- Include your team’s contact information and flight details in your case
- Fix and mark the robot case
- Use a TSA lock or zip ties to secure all latches or zippers to prevent your case from accidentally being opened. Keep extra zip ties and a note in your case in case it is opened for security.
- Mark the outside of the case with your team’s contact information and flight details.
- Consider adding unique markings or stickers to your case so you can distinguish it from other cases when you’re looking for it at baggage claim.
- Take a photo of the outside of the case so airline staff can identify it if necessary.
Robot Batteries
- V5 batteries are LiFePO4. IQ batteries are NiMH or Li-Ion
- All lithium batteries are prohibited from being carried in checked baggage
- Lithium batteries can be carried on board without any restrictions.
- Shipping the battery along with the robot via UPS or FedEx can be complicated
- We recommend traveling with the battery in your carry-on luggage
Robot Travel Q&As
Q: Can I ask airline baggage handlers to be careful with the robot?
A: Some teams have reported good results by calling airlines and letting them know that TLC will be bringing their favorite student robot along. There’s no guarantee that it will work, but it never hurts to try.
Q: Can I travel with the VRC Field Tile and Perimeter?
A: Yes, but keep in mind that everything you bring into the venue must fit within the 10′ x 10′ pit space. If you are bringing a VRC field, it may be best to set it up at your accommodation rather than at the convention center.
To prepare your VRC field tiles for air travel as checked baggage, wrap them securely in plastic, tape them, and label them with your contact details. You may duct tape a section around the perimeter of the field, label it, and check it off, but you must consider weight restrictions imposed by the airline for checked items.
Q: If I’m traveling by plane, where should I pack my gear?
A: Do not pack sharp tools in your carry-on luggage as they will be confiscated at security. Pack all tools in your checked luggage. If any tools contain lithium batteries, make sure you remove the batteries and pack them in your carry-on luggage. Pack any excess metal parts in your checked luggage as well.
Q: What should I do after I remove the removable casters from the robot case?
A: You should be able to quickly and easily find the removable wheels at baggage claim. When you remove the wheels at the check-in counter, follow your pre-made plan for where you want the wheels to go.
If you’re traveling with only one robot case, you can fly with the removable wheels in someone’s carry-on luggage. If you’re traveling with multiple robot cases, your collection of wheels will add weight. Consider bringing a separate bag to put them in so you can check it with your case.
Q: Between suitcases, robots, tools, and parts, we have a lot of checked baggage. Do you have any suggestions for minimizing baggage fees?
A: Pack for individuals and teams in an organized manner, distributing luggage among suitcases and other bags so that each piece of luggage is as close as possible to the maximum size & weight for your non-oversized bag category.
Different airlines charge different fees for size and weight, so check with your specific airline before traveling. If you’re able to travel with Southwest Airlines, each passenger is allowed to check two pieces of luggage for free (at least as of World Championships 2022).
Q: What are some tips for checking in at the airport with robots and students?
A: Using a full-service check-in line with robots and students is often more efficient than using a self-check-in option. Have adults at the front of the line who can explain to airline staff what is coming (students, robots, etc.), and other adults at the end of the line to make sure everyone is together.
Have an adult collect and keep all baggage claim slips in case they are needed at your destination. If you have the opportunity, take a photo of all checked luggage before handing it over to the airline. This helps airline staff track it later if necessary.
If you are not comfortable shipping or checking robots and gear, consider whether a coach, parent, or chaperone or two people can drive to the venue with the team’s equipment, and whether another adult can accompany the student from the airport to the venue.
Q: What information should be on the outside of the robot case?
A: Putting a label on the outside of your robot case will help TSA know what’s inside your robot case. Be sure to clearly state on the box that it contains an educational competition robot that will be traveling to an event.
Below is an example of a label for a Travel VRC robot moving inside a case with a zip-tie latch. Place a copy inside the box in a visible location, and if you would like TSA to replace the zip tie, tape the zip tie directly to the copy provided.
Q: Can I ship my robot instead of flying it?
A: There is always the option to ship your robot and other equipment to the convention center. Details will be provided on the VEX World Championships website well before the World Championships. Depending on your travel plans, shipping to the venue may be a cost-effective option.
When shipping your VRC robot with UPS, FedEx, or DHL, package it similarly to how you would for air transport. Travel If you do not have a hard-sized robot case, experienced instructors recommend the following: Wrap the robot in bubble wrap and pack it into a 20″ cube box,
