Team Finances & Transparency

Finances, 501(c)(3), and Fundraising

Money on a robotics team has to be handled in the open. Sponsors expect it, judges look for it, and the kids on the team should be the ones building the habits.

Here’s how we’re running the books.

Open Books, Posted Monthly

Every dollar in and every dollar out will be posted on this website at least once a month. We use a single bank account for everything, reconciled in Quicken.

Three transparency commitments: Single Bank Account, Quicken Reconciled, and Monthly Public Reports posted on this website

Producing the monthly report is itself a student leadership skill: students will learn to use Quicken to reconcile transactions and generate the reports we publish here. By the end of the season, our team treasurer will know how to run a small non-profit’s finances — an actual workforce-ready skill that goes on a résumé.

What We’ve Spent So Far — Approximately

Budget table showing approximately $2,975 spent to date on robot kits, parts, team registration, and website

Notable Upcoming Expenses

Four upcoming expenses: approximately $1,000 for robot parts, $1,200 for a test field, $400 for LLC and 501c3 filings, and travel costs TBD

~$1,000 — additional robot parts for the season.
~$1,200 — a test field: the set of mats, fences, and BIOBUZZ game elements required to practice the actual game.
$400 — Florida LLC incorporation + 501(c)(3) non-profit status filings.
Travel — League Meets, the League Tournament (likely with overnights in Niceville), and possibly State (Winter Haven) and Worlds (Houston) if we advance. We’ll publish actual numbers as they come.

Why We Have to Fundraise — For Real

FIRST has rigged the awards system so that fundraising and community engagement aren’t optional. A team that survives on a single parent’s checkbook gets zero points in the parts of judging that look at financial sustainability and community impact. The Inspire and Connect Awards in particular weight this heavily. Even the Rookie All-Star Award — which is our most realistic path to State — rewards teams that are pulling in real outside support.

That means fundraising isn’t just nice to have. It’s a scoring category. We have to do it, and we have to do it well, or we don’t advance. Period.

Why 501(c)(3) Status Matters

We’re registering as a Florida LLC and pursuing federal 501(c)(3) non-profit status for two concrete reasons:

Two reasons for 501c3 status: to accept corporate sponsorship and tax-deductible donations, and to obtain liability insurance required by competition venues

To accept corporate sponsorship and donations. Most companies will only sponsor an organization that can give them a tax-deductible receipt. No 501(c)(3), no corporate dollars. With it, the same conversation gets easier and the gifts get bigger.
To get liability insurance. Liability insurance is required by some competition venues and by some meeting locations (schools, libraries, community centers). Insurance is much easier to obtain — and to keep affordable — when we’re an actual registered non-profit rather than a private group of parents pooling money. Annual cost is reasonable, around $600/year through specialty providers.

💡 The $400 we’ll spend on incorporation and 501(c)(3) filings is one of the highest-ROI line items on our entire budget.

How You Can Help

Four ways to help: Sponsor Us, Donate Parts or Tools, Connect Us With Your Employer, Come to a Fundraiser

Sponsor us — once 501(c)(3) is in place, your contribution is tax-deductible. Email us about a sponsorship package.
Donate parts, tools, or services — in-kind donations count too.
Connect us with your employer — many companies have STEM grant programs and matching-gift programs.
Show up to a fundraiser — we’ll announce events here.

Get Involved

Reach us at team@fc-robotics.org. We’ll send you the current sponsor pack and a direct link to the latest financial report.

Email the Team