INTENT TO PARTICIPATE - DUE THURSDAY, JANUARY 31

2008 Math/Science Competition in Austin, Texas

Saturday, April 19th, 2008

Alliance coordinators are required to read this entire notice before filling out the Intent To Participate form at the bottom of this page.

1. There is typically a maximum of 20 middle school and 20 high school participants allowed per alliance.  However, this number may increase for the 2008 contest depending on the number of certified alliances that intend to participate.  Confirmation will be sent to you on or about February 1st.  Read the Contest Guidelines for chaperone requirements and related details.

2. No alliance, parent or student will be allowed inside on Saturday unless they have been registered as part of an alliance group. 

3. No cameras or cell phones with cameras are allowed inside the Lockheed Martin facility on Saturday.  They must not be brought onto the grounds and are to be left on the bus or in your vehicles.

4. There will be NO late admittance into the Lockheed Martin facility on Saturday.  You must arrive at your scheduled time or they will deny you access.

5. There will be NO children under age 10 allowed into the facility on Saturday.  No exceptions.

6. We expect you to provide accurate information about those you have attending.  Some minor changes are unavoidable, however anything over 10% attrition is unacceptable.  It is your responsibility as the Alliance Coordinator to ensure you plan accurately.  A fee may be assessed to any alliance whose numbers change by more than 10% less than 24 hours before the event.

7. The hotel information will be provided after you have submitted your registration form.  Rooms at area hotels are being held for us and will be available on a first-come, first-served basis.  ROOMS ARE LIMITED.  Once the rooms are accounted for at our main hotel, your group will be placed in our overflow hotel.

8. Room limits: an alliance bringing a full complement of 20 middle school students, 20 high school students, and seven chaperones will be given up to 10 student rooms (5 middle, 5 high) and 4 chaperone rooms.  Four students are expected to share a room unless male/female distribution does not permit such sharing. Two chaperones are expected to share a room wherever gender distribution allows.  If your alliance is bringing fewer than 20/20, contact the state office with your numbers to confirm your lodging requirements.  Note: One additional room for the bus driver will be provided for those alliances who have chartered a bus company.  If additional rooms are needed, they must be paid for directly upon check-in.

9. Guidelines for Chaperones:

   • Chaperones MUST monitor the behavior of all students from their alliance throughout the event.  Any group found to be acting irresponsibly, on the hotel premises or at the competition, will be disqualified, and their expenses will not be covered.  Please convey the importance of proper behavior.

   • The required ratio of adults to students is:

     ONE chaperone to every EIGHT high school students (total of 3 per 20 students)

     ONE chaperone to every SIX middle school students (total of 4 per 20 students)

   • Expenses for additional chaperones are the responsibility of the individual alliances.  

   • Your students will not be permitted to roam the hotel unattended.  This is your responsibility. 

10. Meals: Dinner on Friday evening will be provided between 7pm and 8:30pm.  See additional detail in #6.  Breakfast, lunch and dinner on Saturday will be provided.  Local alliances are responsible for meal, snack, or other expenses incurred while traveling to and from the competition. 

11. Registration will be open at our main hotel from 5pm-8pm on Friday, April 18^th.  Once you have registered at the main hotel, you will want to arrange for your group to travel to the Lockheed Martin Recreation Facility (about 10 miles away) where activities and dinner will be provided.  Dinner will be served from 7pm-8:30pm, and the recreation facility will be open for your groups' enjoyment from 6pm-10pm.  If you are not able to arrive in time for dinner, you will need to provide your group with other dining arrangements.

12. LATE REGISTRATION - You must request permission in advance via email from the TAME central office to arrange for late registration if you wish to be able to register at Lockheed Martin on Saturday morning. You will be sent a confirmation email with your pre-arranged registration time for Saturday am  If you have not pre-arranged a specific Saturday registration time you and your students will not be permitted to participate.  

13. The hotel requires a rooming list - all names in all rooms - you must turn in an electronic version of this list no later than Friday, April 11th.  The hotel will allow you to make any last minute changes upon your arrival, but a rooming list must be provided by the 11th in order for your rooms to be held.  The rooming list MUST be in excel and follow the template provided to you with your registration form.  (See registration info for checklist of items to be completed by your group coordinator and their deadlines.)

14. SENSR funds are limited to:

v    Reasonable cost for chartered buses.  Smaller groups who come by van or personal vehicle should contact the state office to discuss transportation reimbursement.  Smaller groups are also encouraged to share bus charters where possible.

v    Friday night hotel rooms (based on above).  Saturday night hotel rooms are only available to alliances located greater than 300 miles from Fort Worth.  A Saturday stay will be covered ONLY if prior written approval is obtained from the state office so necessary funding can be arranged.

v    Dinner on Friday evening (offered only at the times and location specified above); Breakfast, lunch and dinner on Saturday; additional funding may be available to cover breakfast on Sunday for those alliances who have been given permission to stay.

v    All reimbursable RFP's (with original receipts attached) must be submitted by the alliance treasurer to the TAME central office and postmarked no later than May 31st.  

REGISTRATION PROCESS:  Only one member of your alliance can be your alliance coordinator.  This person should complete the “intent to participate” form linked below NO LATER THAN THURSDAY, JANUARY 31st.

It is essential that everyone follow all guidelines set forth so that we can continue offering this popular event.  We have some exciting things planned, and we hope that you’ll bring a full group of enthusiastic students to participate!

By clicking below, I state that I am acting as this alliance's Alliance Coordinator, I have read and understand all of the above and I'm ready to complete the Intent to Participate form