Difference between revisions of "Space Challenge Playbook"

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Oct 2018 Research and Refine Challenge problem statement and requirements  
 
Oct 2018 Research and Refine Challenge problem statement and requirements  
  

Revision as of 17:42, 5 September 2019

***Work in Progress***

Contents

Introduction

Leveraging Incentive Prizes

Incentive prizes have been used throughout history for catalyzing industries and innovation. From the Longitude Prize that ushered accurate maritime navigation globally to the Orteig Prize that jump started the aerospace industry, prize competitions give birth to ideas, entrepreneurs and businesses. In addition, it is a platform that can also be used to educate, train and influence the general public towards understanding the many opportunities and benefits a space industry can provide to a country. It is also a platform to prototype different ways of incubating, mentoring and supporting space entrepreneurs and startups as they work towards leveraging space technologies to solve local problems while creating potential economic growth.

It is in this vein that SpaceBase has decided to run space competitions to create a nascent space ecosystem in New Zealand. It is an experiment that can be ported to other nations and regions who are interested in building their own space industry. Using competitions, SpaceBase has been able to deliver a single project while working towards all its higher level goals of education, entrepreneurship and community building essential to ecosystem building.

Purpose

It is important to get alignment on the challenge high level goals for each key partner. This is normally conducted through a series of brain storming, goals setting meetings to reach consensus among stakeholders before attempting to define the challenge problem statement.

High Level Goals

Challenge is used as a tool to catalyze a space ecosystem in a country or region.

Framing Challenge Benefits and Goals

  • Catalyzing ideas, projects, startups and businesses
  • Solving an inherent local problem
  • Platform for education and outreach
  • Build technology capabilities within the country or region
  • Showcase existing talent and capabilities
  • Catalyze collaboration and partnerships, and build relationships
  • Creates spin-offs from existing industries

Challenge Work Streams, Roles and Responsibilities

Project Plan

Major Timelines

Timeline Elements for a Challenge

  • Defining the Problem Statement
  • Launch
  • Incubator Application Deadline
  • Incubator Down Select
  • Incubator Teams Announcement
  • Virtual Incubator Period
  • Application Deadline
  • Finalist Down Select
  • Finalists Announcement
  • Demo Day
  • Pitchfest and Awards Ceremony
  • Post Challenge Incubation

Sample Timeline Schedule

Oct 2018 Research and Refine Challenge problem statement and requirements

Nov 2019 Problem space and rubric for judging requirements finalized

Feb 2019 Applications setup, marketing, promotion and regional partner outreach

April 2019 Partnership promotions, engagement and public outreach

May 2019 Kick-off & Application opens, Press release, Nationwide Campaign to recruit applicants

June-Sept 2019 Applicant support, mentorship, Incubation

Sept 2019 Application closes and judging begins

Oct 2019 Final Pitch and Awards Event/Week

Nov 2019 Post Challenge Incubation (at least 6 months)

Major Elements

Problem Definition and Scoping

Technology Leveraged

Problem Statement Elements

A well defined problem statement should have the following elements:

  • Clear definition of the problem being addressed (e.g. agriculture pollution detection)
  • Clear definition of expected solution (e.g. product, service)
  • In the case of a space/aerospace, specifically state which technology should be leveraged (e.g. space and UA technologies)

In addition:

  • Should focus on a specific industry or theme to narrow down the scope (e.g. agriculture industry)
  • Be clear in quantifying how the problem is being addressed and measureabel outcomes (e.g. measure, detect x)
  • Be clear on whether problem statement has the potential for commercialization vs. an academic exercise or research
  • Consider the benefits on a short and long term scale

Consider:

  • Solving a Problem vs. Idea Generation
  • Localized Issue vs. Global Implementation
  • Immediate Implementation vs. Incubation

Challenge Scoping

Note that a narrow problem area will drive highly specialized entries but fewer applications. Too broad and the submissions will be difficult to compare and may not offer useful solutions to the problem.

Defining the Challenge: Ideation of Problem Space

UN SDGs

Consider using the UN Sustainability Development Goals as an initial guideline for focusing on a problem area that has global impact and scale. A successful Challenge is also dependent on how relevant the problem area is to the local or national community it is being executed. The level of interest for both applicants and partners for the Challenge is largely dependent on the significance of the problem.

Determining the Industry Space

Determining the problem space is also largely dependent on its relevance to an existing industry. Consider the potential extent of support and interest when choosing the industry to focus on in the local region.

Here are examples of problem areas identified for the NZ Aerospace Challenge utilizing space and UA technologies:

New Zealand Industry and Policy Issues
  • Population Distribution
  • Water Supply/Distribution
  • Water Quality
  • Water differentiation (fresh/salt)
  • Drought Patterns
  • Road Development/Mapping
  • Forestry Mapping (logging, deforestation, fire risks)
  • Agriculture – livestock
  • Agriculture – crops
Disaster Preparation and Response
  • Seismic/earthquake monitoring
  • Tsunami/weather warnings
  • Disaster Response
  • Emergency localized communications (e.g. high altitude unmanned aerial vehicles)
Advanced Technologies
  • Internet of things (IoT)
  • Artificial Intelligence (AI) and machine learning - big data applications
Environment and Ecology
  • Bird Migrations
  • Fish Migrations
  • Invasive Species
  • Ocean health/coastal health
  • NZ flora and fauna - taxonomy and

  classification

Urban Air Mobility


Research and Interviews from the Industry Ecosystem

Once a specific industry focus is determined among key partners and stakeholders. The next step is to conduct an industry research on the current and most important challenges the industry is facing and understand the current solutions and state of the art technologies being implemented to date.

To assist in this exercise create:

  • a list of potential industry experts to interview
  • conduct one-on-one interviews with industry specialists and stakeholders to come up with the most popular themes
  • research similar or existing competitions elsewhere to compare and contrast what works


Identifying several theme problem focus areas

Choose several theme areas and draft 2-3 potential problem statements that focus on the theme areas. For the NZ challenges, we have given the key partners the option of choosing their top themes. In addition, we went back to the area experts and industry stakeholders to further validate the relevance of the top selected problem statements

Finalizing the Problem Statement

Sample Problem statements from past challenges:

"Develop a product or service that detects, monitors or measures water or soil pollution using the very latest satellite and unmanned aircraft (UA) technology data."

"Our challenge is to use new or current technologies or data, in space or on the ice, (a) find the best methods to identify hazards and map a path across the ice, and (b) design or prototype new sensor systems and algorithms to help vehicles navigate across the ice in Antarctica"

To finalize the problem statement, make sure that all key partners sign off to the final version. Make sure to always use the same version in all external facing information about the Challenge.

Challenge Mechanics

Some major considerations when putting together the Challenge mechanics

Design
  • Design for using space technologies
  • Design for extended development and work (6 months)
  • Design for follow-on support from local specialists
  • Design for level of requirements (proof of concept)
Process
Top level considerations
  • Challenge Timeframe – Make sure it leverages timing for maximum participation. E.g. Leverage academic scheduling to maximize applicants or make use of existing related programs that might incorporate the challenge within their regular academic programs.
  • Collaboration Process – Maximize national participation and ownership to incentivize regional participation and promotion for finding local talent and building capacity within regions.
  • Matching goals with Challenge Execution – The mechanics of the Challenge should match outcomes;  e.g. 3 month challenge vs. start-up weekend
  • Follow-on Support – needs to be build-in to the Challenge for birthing lasting projects and startups.
  • End-User Participation – Stakeholders that stand to benefit from Challenge solutions would be best incorporated during problem definition, prototyping of solutions for validation, and implementation to solve a problem.

Main elements

  • Proposal Application Period (2 months)
  • Incubator Programme (5 months)
  • Finalist Down Selection and Preparation (1 month)
  • Demo and Pitch Presentations (2 days)


Rubric

The judging criteria shoulde reflect the goals of the Challenge. Below is a sample of the judging criteria used for both the NZ Space and Aerospace Challenges

(10 points each)

  • Use of Space Technology - Leverage space technology to solve problem
  • Technical Feasibility and Rigor - Based on scientific principles and methods
  • Innovative Solution - Novel and new idea
  • Market Viability - Clear business case or plan for execution
  • Scalability - Plan for mass adoption
  • Ease of Implementation - Easily adoptable and implementable  
  • Environmental Impact - Benefit to society at scale

(5 points)

Team composition for execution

(20 points)

Prototype or demonstrable solution

Add points for: (2 pts each)

  • Evidence of impact within x years
  • Collaboration with multiple stakeholders
  • Creative integration (from other technologies, etc.)


Lessons Learned

  • NZ Space and Aerospace Challenges
  • Other Challenges


Partnership and Collaborations

Anchor Partners

It is important to have the anchor partners in place before undertaking a Challenge competition. This will help attract other partnerships and collaborators for the finer elements and needs of the competition.

This normally means having the major partners for the following in place:

  • challenge delivery (applications and judging)
  • incubator programme (during the challenge)
  • communications and marketing
  • events and logistics
  • sponsorship

Industry Partners

Depending on the focus industry for the Challenge per year, finding an industry partner would be critical to the success of the Challenge. The industry partner would be the gateway to finding specialists, judges and even funding sources for the Challenge. Involving them very early in the planning process, specially during the problem definition stage is very important.

In-kind Collaborators

  • For a national Challege to succeed, it is critical to be able to involve as many partners and collaborators across the country. These partners will help in the delivery of the challenge on several levels including:
  • help in recruitment through dessiminating challenge information in local and regional areas through social and online networks that would be harder to reach if centralized
  • hosting briefings and training sessions in the different regions across the country.
  • providing incubation, mentorship and entrepreneurial support for applicants and incubator teams in their region
  • providing testing facilities or expertise within region for local applicants and teams
  • help in recruitment of judges for evaluating across the regions
  • introductions to potential sponsors and partners within region
  • introductions to local media for Challenge coverage

In-kind supporters are normally incentivized to participate by recognizing their support through logos on the Challenge website and opportunity to present and market their goals and services during a Challenge event or briefing.

Action Items

  • Create a list of potential Partners and Collaborators. You will use this list for different needs throughout the challenge (e.g. juding, mentorship)
  • Have partners sign an LOI to officially document collaboration
  • Gather partner logos early in the process for showcasing on website or marketing materials
  • Include in communications plan periodic partner newsletters (.e.g. monthly) targeted at collaborators and partners throughout the Challenge competition


Funding and Sponsorship


Prize Structure

The following outlines the full potential benefits of an applicant/team who goes through all levels of the Challenge program.

First Round Benefits:  Challenge Incubator Program

Teams down selected to participate will receive the following benefits:

  • Mentorship support from local specialist. Ideally each team is assigned a mentor to consult with for the duration of the incubator
  • Access to relevant dataset to be used for prototyping solution
  • Assistance in flight testing prototypes at licensed fly
  • SpaceBase Collaboration platform with repository of resources for teams.  Communications with teams will be supported through this platform.
  • Bi-weekly or monthly video call check-ins for status and info updates
  • Incubator Webinars - ideas generation and prototyping (e.g. design thinking workshops, satellite data analysis from  from other partners)

Second Round Benefits:  Finalists Pitch and Demo Day

Teams down selected to Finalist will receive:

  • Invitation to pitch and demo their solution during the finals
  • Travel cost (2 nights + local NZ flight) for one team representative
  • Regional EDAs and local partners/sponsors to support and assist Finalist from their regions (optional)

Third Round Benefits:  Grand Prize Winner and Runner Ups

After the demo and pitch presentations, winners receive:

Grand Prize winner

  • Cash prize
  • Data vouchers
  • In-kind office space and mentorship in host city

Two Runner Ups :

  • Cash prize
  • Data vouchers
  • In-kind office space and mentorship in host city


Funding Plan Campaign

Objective

Challenge team needs to raise:

  • Cash Prize for the Grand Prize winner + 2x Runner Ups (e.g. for the NZ Aerospace Challenge 30K Grand Prize, 5kx2 Runner-ups)
  • Travel cost for finalists (e.g 10 team representatives) to travel (domestic fights + 2 nights) to finals for demo and pitch session
  • 6 months office/desk space and mentorship  for 3 final winners
  • In kind support from different service organizations such as law and accounting firms
Plan
  • Marketing Campaign to solicit partnerships from Economic Development Organizations, Local Government, and Industry Partners.  Sponsorships would be classified in tiers: Gold, Silver, Bronze with specific benefits.
  • Approach incubators in host city for in-kind 6 months incubation.  Alternatively, approach incubators across regions for incubator support or those that have remote participation programmes
  • Though it has not been fully implemented in the past and current challenge, it is worth seeking out an anchor sponsor from the industry sector the challenge is focused on. It might even be more effective to seek out the industry sponsor and collaborate to address that sector's most pressing tech challenge prior to defining the problem statement. This might be a more sustainable way of funding the Challenge in the long term on top of potential government funding support.


Sponsorship Categories and Benefits

Sponsorship tiers are normally set based on the level of cash or equivalent in-kind sponsorship. (e.g. Gold, Silver and Bronze corresponds to 10k, 5k, 2.5k equivalent)

Here are sample benefits that can be offered as part of the Challenge:

  • VIP Tickets to the Final Event (if not free)
  • Opportunity to join the judging panel
  • Specific mention in media and communications activity
  • Logos on website and marketing materials
  • Exclusive opportunity to network with applicant teams and finalists
  • Opportunity to speak at Challenge events and briefings
  • Opportunity to participate in an Expo to showcase their products and services


Action Items

  • Create a Sponsorship List - Start from regional Economic Development Organizations (EDAs), Local Government and Industry Partners
  • Draft Sponsorship Letter and One Pager Challenge Info -sponsorship letter should include the following elements:
    • Challenge Definition
    • Importance to the Specific Industry
    • General Challenge Mechanics and Prizes
    • Challenge Timeline
    • Call to Action -Sponsorship Tiers
  • Draft the LOI for Sponsors - once sponsor is identified and verbally confirmed, follow up with an LOI to formalize the sponsorship/partnership. Include specifics of what amount is being pledged and the corresponding benefits for the sponsorship.


Comms and Marketing

Communications Plan

  1. Website
  2. Challenge Info and Requirements
  3. FAQs
  4. Sponsor and Partner Logos
  5. News

Collaboration Platform

Videos

Interviews

Newsletter

Press Releases and Media Advisory

Collateral (Pics, Logos, Videos, Docs)


Recruitment

Sponsors and Partners

  1. Industry Stakeholders
  2. Local, Regional and National Government
  3. Economic Development Authorities

Applicants

  1. Challenge RoadShow
    • Briefings
    • Outreach Opportunities
  2. Targeted Campaigns
    • Academia
    • Incubators and Accelerators
    • Aerospace/Space Communities

Judges

  1. Criteria and Expertise
    • Technology Specialist
    • Business Commercialization
    • Industry Experts
    • User/Government Stakeholders
  1. Recruitment letter template

Incubator

  1. Delivery Partners
  2. Mentors
  3. Industry Specialists


Application Process

  • Requirements
  • Terms and Conditions Document
  • Timeline
  • Application Phases
  1. Phase 1: Incubation Team Selection
  2. Phase 2: Finalist Down Selection
  3. Phase 3: Final Demonstration and Pitch Presentation
  • Application Platform Setup
  • Creating Application Forms
  • Application Contacts
  • Acceptance and Announcements
  • Finalist Info Packs


Judging and Evaluations

There are three phases for evaluating applications for the Challenge:

  1. Phase 1: Selecting Incubator Team Participants - up to 20 teams but depends on the capacity fo the incubator programme
  2. Phase 2: Selecting Finalist - up to 10 teams who will compete in the Final demo and pitch session. Note: in retrospect, 5-6 teams would be easier to handle and better number for length of pitch session for the finals.
  3. Phase 3: Final judging to determine the Grand Prize Winner and Runner Ups

Phase 1 & 2 are normally done online through an evaluation platform (see below). However, if regional judging is desired as in the NZ Space Challenge 2018, Down selection for regional finalists can be done as a separate regional pitch event.

Judging Information Packet

Information packets are distributed to judges in the different phases prior to the evaluation period. This is often included in the recruitment email or letter. The information packet should include the following elements:

  • Application Requirements - list of all the application requirements of which each judge will base their evaluations from
  • Time and committment expectations
  • Judging Criteria (points)
  • Guidelines for the Platform
  • Timeline and Schedule for Judging

Evaluation Platform Setup and Access

There are many evaluation platforms online available for conducting Challenge judging. We have chosen to use Slideroom based on prior experience and its features. The important elements for choosing a good platform are:

  • Built in application forms builder with easy uploading of attachments and videos
  • Easy communication channels (eg. mass or individualized emails) to applicants and judges
  • Easy to implement customized evaluation criteria
  • Ability to invite and assign judges to applications
  • Ability to aggregate scores from eache application

Judges will be given access to the evaluation platform at least a week prior to the evaluation period. Judges get assigned applicants immediately after the deadline for applications.

Evaluation Timelines

Each judging phase has the following evaluation timeline:

  1. Phase 1: 2 weeks from proposal deadline and is all conducted online
  2. Phase 2: 2 weeks from full application deadline and is conducted online
  3. Phase 3: Evaluation is conducted during the day of demo and pitch presentations. Information about the finalists will be shared at least a week before the event to give judges time to familiarize themselves with the finalist candidates. It is advised that they make preliminary evaluations using the online platform and make final changes to their scorings during the presentations.

Alignment Sessions

To ensure that all judges understand the goals of the challenge, the definition of the criteria and the requirements for judging, alignment sessions are scheduled before the two week evaluatio period. Likewise, an alignment session is also scheduled just after the deadline for online evaluation for Phase 1 and 2 to make sure all judges agree with the final list prior to public announcement. During the finals, a short alignment session is scheduled at the end of all the pitch presentations to also confirm the results of the online scoring before announcing the winners.

Incubator

  • Program Timeline and Schedule
  • Incubator Info Pack
  • PR & Announcements
  • Team Needs
  • Webinar Setups
  • Collaboration Platform Setup
  • Background Resources
  • Check-ins


Post Challenge Support

For a successful Challenge to produce lasting outcomes and impact, the support does not end at the conclusion of the competition. It is critical to include post-challenge benefits and support to the winning teams so that they can continue to develop their solutions and commercialize them into products and services. As part of the prize winnings, a six months startup incubation support is included post challenge.

Co-working space

Providing working space or hot desking for six months in an already established incubator will help challenge teams grow and continue to innovate as they get immersed in an entrepreneurial environment. Depending on the challenge host requirements, this is best offered in the same city or region as the winning teams. This allows teams to remain in their current base and need not relocate. The alternative is an existing aerospace incubator focused on assisting space focused projects and entrepreneurs.

Startup Mentorship

Formal mentorship and guidance would be important to the challenge teams. This can be accomplished by offering winning teams the opporutnity to participate in existing incubator programs within region or better yet, programs that can be done remotely through online webinars and programming. Having specifically assigned mentors throughout the six month incubation period is desirable.

Other Services

In addition, other in-kind support from business services such as accounting and law firms who can offer services for business setup, commercializaton of IP or tax services is a huge plus.


Events Planning and Execution

There are two major events associated with the Challege - launch and finals. Both are orchestrated in collaboration with the comms team and the communications plan. The following section describes only the logistical elements of the events.

Launch

  1. Date - Considerations for choosing the date depends on a number of factors which could include the availability of a suitable venue and target keynot speakers that could draw the audience for the event. Take into consideration other events that might compete with attendance. A two hour allocation or less would be the right amount of time for some key speakers, announcement and mechanics of the event as well as some networking and refreshments. Lunch time or the end of the business day are good times during the work week. A display of local technology related to the Challenge industry or problem statement is also a desirable component for a launch event.
  2. Venue - will depend on the expected number of RSVPs. It is often desirable to have the event in an easily accessible venue specially during the work week. Theater style layout would be recommended. Full audiovisual systems (monitors or projectors and sound systems).
  3. Registration - Make sure to have 1-2 individuals in charge of registration and badging. Name badges should be printed ahead of time for easy access and flow. Make sure to record last minute attendees without premade badges for full attendance accounting.
  4. Catering - depending on the time of day, launch events normally come with a reception. FInger food and drinks to allow people to network and stay after official programming.
  5. Sponsors -Additional sponsors for the event including in-kind support for venue, catering or volunteers to work in registration is desirable and should be set up at least 3-4 months in advance. Encourage or invite key partners and sponsors to display their banners at the event.
  6. MC and Speakers - Identify a high level key note speaker to incentivize RSVPs, together with other relevant speakers who can speak to:
    • The Challenge Problem Statement or Focus Industry
    • Challenge Goals at a local or national level
    • Challenge Mechanics and Info
    • The Space Technology being leveraged and example success stories
  7. Public Relations and Comms - Make sure to allocate an area at the venue for before and after interviews from media representatives, Brochures about the Challenge and its mechanics should be available for distribution during the event. If at all possible, livestreaming the event to reach a bigger audience is desirable and should be set up. Hiring a videographer/photographer to capture images and video for future media collateral needs is essential.

Demo

  1. Date
  2. Venue
  3. Catering
  4. Sponsors
  5. MC and Speakers
  6. Public Relations and Comms
  7. Expo
  8. Awards

Final Pitches + Awards

  1. Date
  2. Venue
  3. Catering
  4. Sponsors
  5. MC and Speakers
  6. Public Relations and Comms
  7. Expo
  8. Awards

Sub Elements

Contacts and Databases

Challenge team will be generating a number of contact lists for the different work steams fo the Challenge. Most of these could be generated as Excell files or Google sheets that can be shared among teams. However for easy distribution of bulk emails and invitations, suggest using a proper CRM tool to centralize all contacts and leads. Some examples of simple to sophisticated cloud based CRMs are - Mail Chimp, HubSpot and Prosper Works.

Tools

  • Zoom Rooms (Meeting and Webinar) - Used for conducting webinars for the Incubator Program. We've used the Webinar Room (vs. the free Meeting Room format) to moderate presenter access better. We use the meeting room format for regular challenge team meetings and judges alignment/evaluation sessions.
  • Doodle - used for scheduling incubator team check-ins throughout the programme
  • Google Drive - a centralized repository of sharable documents is essential for organizing documentation and easy simultaneous editing of collateral and information
  • Slack - An intranet for easy communication without clogging email boxes for challenge team and extended collaborators. Also used for judges as a platform for Q&A and discussions during the evaluation period.

Platforms

  • SlideRoom (Recruitment Forms) - The online platform used for application and judging process. Off-the-shelf but customizable platform for application form submissions as well as a very intuitive and easy to use evaluatoin platform for assigning judges and scoring applicants.
  • SpaceBase Platform (Incubator Collaboration Platform) - The online platform used for the Incubator program. Features include a discussion forum and resources repository for easy access to the incubator teams. Each team can feature its own project page, metrics and updates.

Road Map, Milestones and Timeline

Sample Challenge RoadMap

NZAeroChallengeTimeline.jpg


Sample Impact

NZ Space Challenge 2018 Outcomes

NZ Space Challenge 2018 Outcomes (SpaceBase)


NZ Aerospace Challenge 2019 Outcomes


External Challenge Resources

"The craft of incentive prize design: Lessons from the public sector" | Deloitte Insights (2014)

Challenge Prizes: A Practical Guide | Nesta