Tips for Running a Hub on a Limited Budget (how to run a champagne hub on a beer budget) Jody Snow Cowtown BEST

The Statistics…. On average, each year’s BEST competition costs $1000 per team Contrary to popular belief, most hubs have a budget of $10,000 - $20,000 per year The average number of teams hosted is 16 How do we do it?

Tip #1: Tax Exempt Status Sales tax can represent 5 – 10% of your annual budget, depending on your local tax rate (mine is 8.25%). Most states require all services be taxable, as well, so not only are you paying sales tax on the goods, but you’re also paying on shipping. Many retailers have made it easy to shop with a tax exempt status. – Issue Shopper’s Card (Wal-Mart, Staples) – Registration of Tax ID Annually (Home Depot, Lowe’s) – Tax ID information is entered on the spot at the register (Target)

Tip #2: Shop the Sunday Ads Summer is an excellent time to buy kickoff supplies, especially folders, binders and paper. – In 2008, I got all 20 Kickoff Folders (3 prong, 2 pocket) for $0.20 at Staples because they were $0.01 each. Many grocers will have specials where you get a free 12 pack of soda or case of water as part of a grocery package deal.

Tip #3: Coupons Grocery Coupons are your friend, especially for buying snacks, sodas and water. Many retailers, such as Harbor Freight, are also offering discount coupons. – Last year, when lights were required from Harbor Freight, I used a 20% off coupon to buy each set of lights.

Tip #4: Barter with Other Hubs If geographically possible, bartering with other hubs can save money and fulfill both your needs. Where bartering is not possible, selling excess inventory to another needy hub can benefit both of you.

Tip #5: Repurchase Parts from Teams In the event of part shortage or emergency part needs, it can be beneficial to repurchase parts previously sold/awarded to a team. – Always inspect parts to ensure that they still meet spec before purchasing. – May save expedite fees, depending on where you are.

Tip #6: Chick-fil-a Chick-fil-a is very dedicated to giving back to their community. They are also located in most malls, so if you have Mall/Demo Day in an actual mall, forge a relationship with Chick- fil-a. – They donate my volunteer lunches every year on Mall Day.

Tip #7: Be Willing to Get Dirty Relationships are made or broken based on how you left the facility. Happy facility personnel are much more likely to work with you year after year. – Bring a vacuum cleaner to Mall Day. – If you are hosting a portion of the competition at one of the schools, offer to make a donation to the robotics club and have them clean up instead of paying the custodian overtime. – As painful as crawling on the floor and taping down carpet is, always, always, always do this, especially in school gyms.

Tip #8: Donations from Hub Personnel Some large employers will donate money to 501c3 organizations in honor of employees who volunteer in their community – Lockheed Martin will donate $250 for 250 hours of community service to qualifying organizations.

Tip #9: Print Your Own Materials Printing your own materials, especially if you have access to a duplex printer, will save money. – You can print in color for the cost of black & white copies (or less). Limit printing to the game specific rules, your hub’s awards & judging guidelines, hub contact information, and a list of FAQs. – Put all applicable files on CD for teams to print at their leisure

Tip #10: Buy in Bulk If possible and storage is not an issue, buy non-perishable items in bulk – CDs (package of 100 lasts 3-4 seasons) – Paper – Hardware

Tip #11: Embrace the Chef Invite team members to show off their culinary skills. Can be a way to engage a team member’s entire family by allowing them to showcase a gift that isn’t necessarily STEM. Last year, we fed 48 people for game weekend on $300 because a team member volunteered to actually cook for us.

Questions? Suggestions?