Attendance

• @Georgia Westerlund

• @Daniel Puratich

• @Nathan Green

• @Emma Chan

• @Evan Janakievski

• @Camilo Artigas Alos

• @Meghan Dang

• @Ryan Scomazzon

• @Smile Khatri

• @Victoria Gee

• @Derek Tang

• @Roni Kant

Comp Roster Selection

• Details: AEAC 2025 Competition Roster Selection

  • We reviewed this doc in the meeting, but anyone following up and reading these minutes should go skim that doc.

  • There is no concerns over locking in directors now so that’s going to be the plan, if you have concerns and weren’t at the meeting, say so asap in discord!

• Participant interest form:Microsoft Forms

  • Form was announced on Monday

  • This should be pushed in all subteam meetings for the next few weeks

  • Let’s walk through the roster selection document

  • if you want to go to comp you NEED to fill this out

• Proposed timeline for this:

  • Form closes: Jan 31 @ 23:59

  • Roster selection: Feb 4 @ Leads Meeting

    • can take a lot of time so we’re tryna do it early and have proposals ready prior to the meeting itself

• Roster requirements:

  • Eight people minimum

  • Ten people maximum

    • enforced by comp organizers via email

    • due to limits in accommodations

    • last year they ended up upping this a bit so we need contingency plans

  • Wait list is a way to ensure contingency plans are in place if people limits change last minute

• During the roster selection meeting we will:

  • Align on what roles we’re taking to comp

  • get a

  • Discuss how we intend to select the roster so we get feedback quickly

  • Make the roster selection

Travel Plans

One positive of driving is it’s easy to bring a lot of tools. We won’t have that luxury when flying.

Flights

• Dates for the flights:

  • Thoughts on Thursday, May 8? Maybe in the morning so we have time to get there?

  • Comp opening is Friday morning. We should be there Thursday night.

  • Could we go in a day early and fly the system? Need to get hotels if we go this route

  • flying out monday morning/midday as we will be drinking sunday evening.

  • would probably need to be direct flights to save money

  • air canada “flex tickets” come with a check bag

    • everyone puts personal stuff in carry on and then check bag is all tools

    • Waterloo → Pearson, can do this via bus or the go train

    • Nathan might be able to get deals on flights/checkbags tooooooooo

      • nathan saying 90% chance can get 3 checked bags per person

    • listing tools to bring to comp early might be worth doin

      • 3d printer? (didn’t use it last comp)

• Transporting tools and aerial system

  • what are we bringing, what are we not bringing

  • we will need to transport everything in checked baggage

    • this is a massive packing challenge, it’s doable but in the past packing has been pre last minute

    • we need to start early on packing challenge so it’s doable

      • last year we started day before so like we need to step it up this year so like a week before ..

      • packing list can start now so we don’t forgor anything silly

    • some ppl are flying straight from cali (directors at least)

  • need a way to put drone into checkable bag

    • should be a mech task early to ensure this is achievable

  • tracking antenna we aligned on not bringing to comp

    • too large and not arch required

  • backup airframes

    • aligned on not bringing houstons and stuff

    • bringing peggy 1 is nice for spare parts if we could bring it

• Flying Origins

  • Directors are in cali

  • some other people could be in cali too over summer

  • hopefully enough people are leaving from loo to take stuff

• Showing up one day early?

  • doing this would give us a day to assemble the drone and fly it before competition

  • costs us time and we’d need to get our own hotel, move stuff between hotels

  • 10 ppl in a hotel is a lot

  • we wouldn’t (likely) be able to fly at comp area, so we’d be flying at random fields

  • we already get a free flight test window at comp on friday

  • we aligned on not showing up a day early.

Shipping Stuff

• batteries are small and light relative to the entire drone

• we can buy new batteries at comp too but batteries can’t go on plane so we gotta figure out how to get em there

• shipping takes a lot of time in advance prior to comp and is expensive for large things so shipping the entire drone seems like a bad idea

Car Rental

• We can get a the uni discount if we book through Sarah

  • Sarah can book us vehicles through enterprise

• Will need to pay extra fees since we’re all under 25

  • Need people that are over 21 to rent cars.

    • Nathan & Georgia cover this and makes sense

    • Alison & Daniel also count as over 21 but they’re not confirmed comp attendees yet

    • three vehicles for 12 people makes sense. two vehicles for 10 ppl should be ight.

  • no loopholes on the 25 age

Finances

• The team will cover flights + car rental + comp fees (from team funds)

• Team members will need to cover their individual food and additional travel expenses