VEX ROBOTICS COMPETITION EVENT PLANNING GUIDE

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1 Robotics Education & Competition Foundation Inspiring students, one robot at a time. VEX ROBOTICS COMPETITION EVENT PLANNING GUIDE Table of Contents Getting Started as an REC Foundation Event Partner. 2 Event Configuration.. 12 Sample Event Layouts. 13 Pre-Event Checklist Related Links VRC Event Documents Participant Consent Form Participant Consent Form (Spanish Version) Things I Wish I d Known Before Attending VEX Worlds 101 Things I wish I d Known Before My First VEX Tournament

2 Getting Started as an REC Foundation Event Partner (PDF) The Robotics Education & Competition Foundation The Robotics Education & Competition (REC) Foundation seeks to increase student interest and involvement in science, technology, engineering and mathematics (STEM) by engaging students in hands-on sustainable and affordable curriculum-based robotics engineering programs across the U.S. and internationally. The REC Foundation develops partnerships with K-12 education, higher education, government, industry, and the nonprofit community to achieve this goal. The REC Foundation s vision is to change the world by inspiring young people in all communities to pursue degrees and careers in STEM fields by providing access to high-quality programs. Currently, our regional staff utilizes our online resources, curriculum, and program offerings to support robotics and technology events and initiatives that aim to inspire and motivate students to excel in STEM education. In addition to operating and supporting the VEX IQ Challenge, VEX Robotics Competition, and VEX U programs, the foundation also provides program support and workshops focused on technology and professional development for educators. The REC Foundation is a US-registered 501(c)(3) non-profit educational organization. VEX Robotics, a subsidiary of Innovation First International, Inc., makes robot kits and distributes game components for various VEX programs. Parts can be purchased from VEX at Event Partners (EPs) use admin.robotevents.com to create and manage events. VEX Robotics and the REC Foundation share the which you can use for both technical support from VEX and for information regarding the VEX programs. The forum also hosts official Question and Answer resources for VEX teams. Getting the Access You Need for Online Resources Follow these steps for access to our online resources. Create a user ID at and ask your REC Foundation Regional Support Manager to grant you Event Partner access. Create a user ID at and ask your REC Foundation Regional Support Manager to grant you Event Partner access. Go to and create a user account. Send your user name to your REC Foundation Regional Support Manager and we will give you access to the closed Event Partner discussion forums. Field Components Log into and click the Event Partners option in the middle of the gray menu bar. You will need at least one field for your competition (prices are $US): Competition Field Perimeter Kit, p/n (normally $800, for EPs it is $600) Competition Field Tile Kit, p/n ($190) VEXnet Field Controller Kit, p/n ($150) The perimeter, field tiles, and controller are required. The following parts are optional: VEX Competition Field Monitor Stand, p/n ($40) You will also need a quick way to measure the size of robots. VRC Robot Sizing Tool, p/n ($40), is used to measure robots on a table, floor, or field without using a base plate. These field components will be used every year. VRC Event Planning Guide 2 4/17/2016

3 Game Components and Event Partner Supplies The VRC Event Partner Support Kit, p/n ($250): Tournament Manager Scoring Software Large Entry Vinyl Banner Scoring Table Vinyl Banner Competition Trophies, p/n ($250): (4) 12 VEX Trophies (3) 10 VEX Trophies (1) Trophy Plate Pack 1 includes (1) Excellence, (3) Tournament Champion, (1) Sportsmanship, (1) Judges Award, (1) Design Award, (1) Volunteer of the Year. Note: If your event is run with two-team alliances, we recommend the Design Award be given as a 12-inch trophy. Resources for Managing Your Event As we mentioned above, set up your personal account ID on RobotEvents.com, VexRobotics.com and the VEX forum. The VEX forum is the location of the official VRC program questions, game Q&A, Online Challenge Q&A, and Q&A. The Internet services you will log into at one time or another are: admin.robotevents.com Create and edit your own event, see who has registered for your event. This requires an administrator login (see below). Register your own team(s) for VRC, register for events, see game descriptions, access game documents (rules, animations, descriptions). Buy VEX parts and get product support. The online VRC user community and tech support forums. This site includes the official Q&A forums, so all Event Partners should read through them. Answers on the Official Q&A portion of the forum are binding, and may affect how you run your event. VRC Event Planning Guide 3 4/17/2016

4 Payments Teams pay a fee directly to the REC Foundation to register for the selected season. Event Partners do not pay a fee to the REC Foundation to use RobotEvents.com. After a team registers with REC Foundation they can then sign up for events. When you set up your event in RobotEvents.com, you can decide if you want the REC Foundation to collect payments or you can have teams pay you directly. If you use RobotEvents.com, the REC Foundation passes on a 3% processing fee charged by banks for all online credit card transactions collected. If you are not in the US, you should talk to your REC Foundation Regional Support Manager about whether it is possible to use RobotEvents.com to process your payments. The REC Foundation does not set the fees for local events. While you may charge any registration fee you want for your event, nearly all Event Partners charge $150 or less for a one-day event. Multi-day events and those in special locations may charge more. The most common charge is $50-75 per team for a one-day tournament, and most VRC leagues charge as if teams were playing in a tournament. Middle School and College/University Teams In some areas you may have enough interest to hold a middle school-only event, but in most areas the middle school teams compete with the high school teams. Talk to your REC Foundation representative about middle school-only events. There is a VEX Robotics College/University level competition (VEX U), with its own rules and events. VRC partners may choose to run VEX U events, but make sure to check on RobotEvents.com for the current rules. VEX U rules are NOT the same as VRC. College teams and high school teams do NOT participate in the same events, while middle and high school teams MAY. Restricted Events Generally speaking, VRC events are open to any registered VRC team, but there are some situations for which you might want to run an invitational event, only open to certain teams. Here are the REC Foundation guidelines for invitational events: 1. Any VEX Worlds qualifying event must be open to any registered VRC team. The only exception to this rule is for regional championships that require performance-based qualifications. For example, the US National Championship has entry criteria that require teams to win certain awards at other tournaments before registering for the event. Any restrictions on registration must be approved by the REC Foundation in advance, so please contact your REC Foundation Regional Support Manager. 2. Middle school tournaments may exclude high school teams. Generally, high school tournaments may not exclude middle school teams unless there are plenty of middle school events in a region. Consult your REC Foundation Regional Support Manager for help with this if you have any questions. 3. Leagues are generally open to all registered VRC teams in a particular area, but the league Event Partner may create rules for how many league sessions in which each team may participate. In other words, a league may have six sessions, but restrict each team to playing in only four sessions. Please refer to the League Play rules for more-detailed rules and procedures. 4. If you restrict an event for any reason other than those above, it may not be a VEX Worlds qualifying event. The REC Foundation reserves the right to evaluate your qualifying criteria for restricted events. 5. Non-VEX Worlds qualifying events may be restricted based on criteria set by the Event Partner. We encourage Event Partners to restrict events only in logical ways (such as within a school district, for a particular city, teams all sponsored by one source, or those teams part of a special program such as Scouts or 4H). VRC Event Planning Guide 4 4/17/2016

5 Getting Started with RobotEvents.com Administration Getting Admin Privileges the First Time Follow these directions if you do not have a valid RobotEvents.com user ID and password. If you have already set these up, you can skip to Logging in as an Event Partner. 1. Go to and click on Log In (top right-hand corner of the screen) 2. In the New Customers box, click on Create an Account. 3. Send your REC Foundation Regional Support Manager an with the address you used to register. If you do not know who your REC Foundation Regional Support Manager is, you can events@roboticseducation.org. 4. Your REC Foundation Regional Support Manager will go into the administrator section and enter your new ID as the event administrator for your tournament, and then let you know you can now get into the system as an administrator. Logging in as an Event Partner 1. To log into RobotEvents.com as an administrator, go to and login using your RobotEvents.com ID. 2. You will see a menu at the top of the screen. Click on Events to see your event(s). 3. To create a new event, click on Create an Event. Creating an Event in admin.robotevents.com The event page for each event has multiple tabs for entering different information about your event. These tabs are laid out the same way that teams will see them in RobotEvents.com. Don t be concerned, most events won t have much to enter in each tab, only big tournaments like VEX Worlds will use all the tabs and fields. This section will walk you through the steps for creating your event. DO NOT HIT THE SUBMIT" BUTTON until all of the various fields on each tab have been entered. Here s how to get started: 1. Log in to admin.robotevents.com with your RobotEvents.com ID and password. 2. If you do not see a list of events, click on Events at the top of the page. If you still do not see your event(s), contact your REC Foundation Regional Support Manager for help. 3. To edit an existing event, or just review an already-entered event, use the search feature to find it. 4. It s easy to edit an existing event that belongs to you just scroll down to your event and click Edit. 5. Event Code: This is a unique system-generated code for your event. 6. TM Code: Enter this in Tournament Manager to upload your tournament results when the event is over. 7. Below, all mandatory fields are in bold italics: VRC Event Planning Guide 5 4/17/2016

6 Event Info tab Event Type: Choose Tournament or League. Most tournaments are single-day or two-day events and most leagues are spread out over several weeks. Program/Season: Select the program that your event is part of, and the season. The default year is usually the correct choice. Grade Level: The appropriate grade level for the event (ALL is the default). Event Name: Your choice is how your event will appear in RobotEvents.com. Be creative. Try to sell your event. The three most commonly used designations for an event are Tournament, Challenge, or Competition, (ex: City VEX Robotics Challenge). If you wish to use the word Championship in your event name, please contact your REC Foundation Regional Support Manager for approval. Venue Information: Name, City, and Country are all required fields. Robot Skills and Programming Skills: Make sure you change the yes/no value of the Robot Skills and Programming Skills options if you are offering the Skills Challenges. VEXNet or Crystal, or Both: You need to choose which you will support. If your field control system does not support VEXnet, you should pick Crystals, otherwise choose Both. All fields sold since 2009 support both crystals and VEXnet. Only choose VEXnet if you want to prevent VEX PIC.5 equipped robots from competing. Invitation Code and Invitation Field ID: Normally, this will be blank. If you are running a restricted tournament you can events@roboticseducation.org with your event number, and we will generate an invitation code. You will then give this invitation code to the teams you are inviting. They will enter this code to register, and cannot register without it. Qualification Required: Is your event open to any registered team, or do they have to qualify somehow? This information will be used to configure the awards for your event. Body: The system can automatically generate a welcome to teams registering for your event. Enter your text here if you wish to generate this . Most Event Partners will leave the Register Button URL blank. The system will assign this. If you plan to use some external system for registration you can place the URL here, but that is unusual. Event Dates tab Release Date: the date when you want teams to see your event on RobotEvents.com. It s best to make this as early as possible most Event Partners make it the same as today. Registration Open is the first date you would like teams to start registering for your event. Registration Deadline is the last date you want teams to register. It s good not to make this too early as teams frequently register in the last 4-8 weeks before an event. Tournament Dates o Start Date and End Date will be the same for a one-day tournament. (If you are setting up VRC League Play, contact your REC Foundation Regional Support Manager for guidance.) League Play Dates and Locations o Each date and location must be filled in for your league. VRC Event Planning Guide 6 4/17/2016

7 Pricing & Capacity Tab Hide Price: Some partners want to announce pricing on their own site or other resource. This is an unusual choice and most partners will leave it set to no. Is Free: If you make the event free (Is Free is Yes), make sure the price is set to zero. Both options are presented for events where the price is not set yet: the Event Partner can let teams know the event isn t free (Is Free is No), but there is no price yet. We have the event field identified as USD and if you use the online payment system, all money will be in US Dollars, even if your event is completely outside the US (as in Canada, Mexico, or New Zealand). Price in USD: Entry fee for teams to participate in your event. Leave it 0 for a free event. Pricing Info: A free format box in case you have any special instructions for the cost of the event, enter it in Pricing Info (This is an excellent place to state your policy for refunds or cancellations.) Qty Left: This shows how many more teams can register for your event. Capacity: The total number of teams that can register for your event. If you have no Max Teams per School policy for your event, just leave this blank. Some Event Partners want to insure that the largest possible number of schools/clubs attend and set this to a limit value so that no one school has too many teams at the event. Partner Payment Name: Who to make the check out to when REC Foundation sends the fees collected via credit card, check or PO. Please note that 3% of fees collected are deducted to cover transaction and processing charges. Partner Payment Address: Where to send the payment. This will not appear on RobotEvents.com, but lets us know where to send the fees collected by the REC Foundation that will be sent back to you (or who you designate). Contact Info tab Contact Name: The name and contact information teams should communicate with if they have questions about the event. Contact Title: Optional title that can be added. Contact the address that you want to receive your communications at from teams that have questions. Contact Telephone: Optional phone number that you can list for teams to call you at. Additional Contact Info: Optional information that you may add in case there are other people that should be directly contacted. Body: If you wish to send an automatic reply to a team when they register, put the content here. General Info tab Description is used for the welcome and overall sales pitch for your event. Event Sponsors: A place to show any sponsor logo s for the event. General Title & Text: These five sections allow you to create areas of focus (Title and content) for additional information when promoting a large event. Most tournaments leave these blank. Other Information: One additional free format field available to you. VRC Event Planning Guide 7 4/17/2016

8 Agenda Tab Agenda: Use this field for the specific schedule for your event. Here is a sample: (Always try to list a basic agenda for the day, you can always say times are subject to change.) Agenda Title & Text: These five sections allow you to create areas of focus (title and content) for additional agenda content when promoting a large event. Most tournaments leave these blank. Travel Info Tab Hotel: Use this field to promote any hotels that are providing any discounted room rates for your event. 5:30 am 5:45 am Awards Please stick around for clean-up! Travel Title & Text: These 5 sections allow you to create areas of focus (Title and Text content) for additional travel content. Documents Tab Important Files: This field is for links to files online that you want your teams to see. Examples include required permission or release forms. Files Title & Text: These five sections allow you to create areas of focus (Title and Text content) for additional document content. Webcast Tab Webcast Link: If you are planning to Webcast your event, enter the URL here. There are also settings in Tournament Manager for broadcasting results (see the Tournament Manager documentation). Webcast Title & Text: These 5 sections allow you to create areas of focus (Title and Text content) for additional webcast content. Qualification Levels Tab Qualifications Required: This Yes/No question allows an Event Partner to indicate if qualification is required. Awards Finalization Tab Sample Event Schedule 7:30 am Doors open, registration open, pits open 8:00 am Inspection starts 8:00 am Volunteer training for Referees, Judges and field staff 8:45 am Practice matches 9:45 am Opening ceremonies and driver meeting 10:00 am Qualifications, Skills Challenges, and Judging 12:00 am Lunch 1:00 am Qualifications, Skills Challenges, and Judging 3:00 am Qualifications end, Skills Challenges end 3:15 am Alliance selection 3:45 am Eliminations With all information entered you may now select the Submit button located at the bottom of the tab that you finished on. Only select it one time and wait for it to create your new event. VRC Event Planning Guide 8 4/17/2016

9 EDITING EXISTING EVENTS These are the features found in the RobotEvents.com tournament listing that Event Partners can use to manage an event they have created. Edit Event Awards Click on Edit Event Awards. There are two parts to this screen. At the bottom, you can select an award you plan to give at your event: 1. Click the arrow to the right of Select an Award and then pick the award name. The Overall Excellence and Division Excellence awards will only be used at very large events. Very few (if any) local events will give these. Use the Excellence Award for nearly all tournaments and leagues. 2. Repeat step one for each award you plan to give at your event. 3. The list to the right are invitational events that teams qualify for by winning awards at other events. Please check with the qualifying criteria for different events before setting this up, and ask your REC Foundation representative if you have any questions. 4. Click submit. Award Winners After your event, use this selection to enter the award winners. Results of your event are NOT officially recorded until you fill them in here. Please note that it is possible for more than one team to win the same award. You will have more than one Tournament Champion, and it is not uncommon to have more than one Judges Award. Some events will give duplicate awards to the top high school and middle school team for Judges and Excellence. Add Teams to this Event Sometimes you need to manually add a team to an event. This may happen because a team shows up for an event without registering, or may want to register after the registration deadline. If you are charging a registration fee for your event, the team will have to pay you directly and not through RobotEvents.com. Registration Report This shows you all the teams registered for your event. It also does two other important things: 1. You can Download Registration Report as CSV for your own use in a spreadsheet. 2. Most importantly, click Download Tournament Manager Import Data to create a data file that you can import into the Tournament Manager at your event. This will save you from having to enter all the teams into Tournament Manager by hand. Setting Up a Qualified Event A Qualified Event is one that a team can only register for after winning some award at another event. After you make your event a qualified event, other Event Partners will need to configure their events to make their winners eligible to attend your event. Contact your REC Foundation Regional Support Manager for help with this. VRC Event Planning Guide 9 4/17/2016

10 Using the Team Survey Feature You may create a simple survey for your event that teams are asked to complete during registration. Just select Edit Team Survey at the top of the screen when editing your event to configure your questions. You might want to ask questions such as: 1. How many people in your group will be using our lunch services? 2. How many people do you have attending? 3. When will your team(s) arrive? 4. Where will you be staying while you attend our event? 5. Do you have anyone with your group that needs special accommodations? 6. How many of your teams will be bringing Engineering Notebooks for the Design Award judging? There are two types of questions you can configure: 1. Free text, where you ask a question and the respondent fills in whatever answer they want. 2. Drop-down list, where you provide a list of options and the respondent chooses one of them. You can make each question mandatory or optional, and the sort order option controls the order in which the respondent will see them. Once your event survey contains questions, the teams registered will see the notation TEAM INFO NEEDED! on their RobotEvents.com dashboard. Here is a sample of an event survey being setup in admin.robotevents.com/admin: VRC Event Planning Guide 10 4/17/2016

11 Here is a screen shot of the TEAM INFO NEEDED notation from the team s RobotEvents.com Dashboard (the team and order numbers have been blacked out): Here is the survey for the event RE-VRC It uses dropdowns and free-form text, plus some mandatory and some optional fields. After the user enters all the fields they click the save button. To see your survey responses, click on the Registration Report for your event, and select the Download Registration Report as CSV (will not import to Tournament Manager) option. The resulting file will include your survey results. Seeing the Team Profile When a team registers with RobotEvents.com, they can upload pictures of the team and its robot, and enter a variety of information about the team. To see this information in your event on admin.robotevents.com/events, just click on Registration Report and then on the PDF link on the far right. You will have to do this for each team at your event. It is easy to download all the teams PDF files so that you will have them for your Judges or other uses. VRC Event Planning Guide 11 4/17/2016

12 Guidelines Event Configuration (PDF) As you are posting events we would like to make a few suggestions and reminders to make your event listing better: 1. Add a refund policy under the Pricing Tab in the general space: All requests for refunds must be made 3 weeks prior to the event. Refunds if approved will be processed within 1 month following the event. 2. Event payments are expected when you register for the event and must be completed 3 weeks prior to the event date. Unpaid teams will be removed from the event to allow teams on my wait list to register. Please contact me if there are considerations to be made. 3. In case of bad weather conditions or possible cancellations please visit the event on RobotEvents.com where we will post updates about the event status as needed. Please feel free to contact me by phone if you are going to be late to the event. Match Lists will be generated as scheduled and cannot be re-run. 4. Registration deadline should be 2 or 3 weeks prior to your event. 5. In the general tab add: If this event is full please contact me regarding availability and to be added to a waitlist. 6. EVERY event needs an additional contact and additional phone number listed. 7. A reminder to have consent forms. Point them to: Please remember to bring your filled out participant release forms available at: 8. Teams that have not checked in 30 minutes prior to the beginning of the qualifying matches will be dropped from the roster so that the Match List may be run. Teams that are running late must contact the event partner prior to this cut off if they do not wish to be dropped. 9. All events MUST have an agenda to be approved. VRC Event Planning Guide 12 4/17/2016

13 Overview Sample Event Layouts (PDF) Congratulations on becoming an official VRC Event Partner! The Robotics Education & Competition Foundation is excited to assist you in planning your competition with many different resources. We have developed a standard set of event layouts and drawings that have been commonly used to host a successful and well organized VEX Robotics Competition events. How to Use These Layouts Congratulations on becoming an official VRC Event Partner! The Robotics Education & Competition Foundation is excited to assist you in planning your competition with many different resources. We have developed a standard set of event layouts and drawings that have been commonly used to host a successful and well organized VEX Robotics Competition events. As veteran VRC Event Partners know, we strive to make running and organizing VRC events as simple as possible. We know that every Event Partner has unique challenges that must be addressed to host a successful event. These event layouts exist to serve as an example as to how you can layout your event in your unique venue. Please consider the following when using this new resource: These layouts are just examples, please modify them to fit your needs! The key to a successful VRC event is to plan ahead to address all of your competition needs and remember the team experience is the most important thing. It is dedicated Event Partners, like you, that ensure VRC participants get the most out of their experience in the program. Thank you! Please remember to designate space for the key items in these layouts, including: o Welcome and Check-in o Inspection o Competition Area(s) o Practice Field(s) o Skills Challenge Field(s) o Scoring Table/Area o Team Queuing o Audience Seating o Team Pit Area o Electricity/Charging Stations o Audio/Video (such as projectors, TV Monitors, PA systems, etc.) VRC Event Planning Guide 13 4/17/2016

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48 Online Resources Pre-Event Checklist (PDF) Please use this checklist and the following online resources to assist you in planning and coordinating a successful VEX Robotics Competition (VRC) and/or VEX IQ Challenge event: VRC Event Documents: VEX IQ Event Documents: Tournament Manager Software Download: To contact your Regional Support Manager, please visit: Two-Three Months Before Event Reserve the venue, equipment, and services for event day and setup on the day before your event. Develop a layout for a team practice area, charging stations, check-in desk, Judge deliberations, volunteer and team lunch areas, awards ceremony, and accessible audience seating. For VEX IQ events, also plan space for adult chaperones and judging STEM Research Project presentations. Select a safety coordinator and create and share a safety plan with local emergency and/or security service providers and all participants. Provide a first aid kit for minor medical issues, extra safety glasses for only VRC participant use, and space for VRC teams to use small power tools. Reserve 2-way radios, use cell phones, or establish a method for event-day staff communications. Post complete event information on admin.robotevents.com/. Include your event agenda, travel details, food and lodging options, as well as your refund and event cancellation policy. Determine all awards to be offered and post the awards for your event on admin.robotevents.com. Order trophies from Check with your Regional Support Manager to determine if your event qualifies for an Event Partner discount code to support the purchase of trophies, as well as VRC field(s) and game objects. Secure the required VEX field(s) and game objects. Field electronics are required only for VRC fields. To purchase these products, please visit: Secure inspection equipment, including robot sizing tools and competition switches for VRC events. Invite special guests and sponsors to the event, including an optional Welcome Ceremony speaker. Recruit key volunteers, including a Head Judge, Head Referee, and Head Inspector. Share event details and training resources from the Event Documents site with your volunteer team, including: 3 Referees per VRC game field and/or 1 Referee per VEX IQ game field Judges, who visit each team for minutes to discuss robot design and, for VEX IQ only, the STEM Research Project. If judging in separate rooms, recruit more than 1 Judge per panel. Inspectors: 1 for every 6-8 VRC teams and/or 1 for every VEX IQ teams Scorekeeper and a backup to operate the Tournament Manager software (link included above) Volunteer coordinator and a lead for the check-in desk. Name tags, certificates from Tournament Manager Reports, and event shirts are optional ways to identify and recognize your volunteers. Queuing, field re-set, and dependable setup and take down volunteers. Recruit team support! Recruit more than the recommended number of volunteers to prepare for possible no-shows. Send frequent reminders to volunteers with training resources. For volunteer resources, visit: VRC: VEX IQ: VRC Event Planning Guide 48 4/17/2016

49 One Month Before Your Event Create an event script or detailed agenda to guide teams and volunteers through the event day. Share your event agenda, parking and food options, and venue policies with all participating teams. Food options may range from brown bag to offering concessions as a fundraiser. Review the team registration report on admin.robotevents.com to ensure that all event registration fees are paid prior to your event. Coordinate event-day custodial services to keep areas clean and well stocked with paper supplies. Secure one PC laptop, plus a backup, and a USB flash drive to save Tournament Manager data. Internet access is only required when uploading the event results to RobotEvents.com. Secure a printer to use at the scoring table, along with a connector cable, extra toner, and paper. A video projector, speakers, and public announcer system will also enhance the audience experience. Ensure that all music played at your event can be shared legally and is appropriate for all ages. Secure tools to assemble VRC fields: 5/32 Allen wrench, 7/16 open ended wrench, #2 Phillips head screwdriver, tie wraps, gaffers tape, floor tarps, if needed, and white, blue, and red tape. Promote your event by using the media templates available on the Event Documents site. Arrange for event photography. Share photos with your Support Manager and your community. One-Two Weeks Before Your Event Order food and beverages for your setup and event-day volunteers. Welcoming your volunteers with snacks and beverages and providing a nice lunch on event day demonstrates your appreciation of their volunteer service. Be sensitive to dietary restrictions. Local vendors may donate these supplies. Create a Dummy event in Tournament Manager to practice using the software and to finalize your event schedule. Do not upload your Tournament Manager or Event Codes or your practice results. Print the following event documents, plus extras as needed: Game Manual & Game Appendix (VRC and/or VEX IQ) At least 1 as reference for field volunteers Referee Guide & Score Sheets (VRC and/or VEX IQ) Score sheets for all matches plus 1 Guide Judges Guide, Awards Appendix (VRC and/or VEX IQ) 1 or more copies per judging team STEM Research Project document for Judges and 1 rubric per VEX IQ team (VEX IQ only) Design Award Rubric 1 rubric per VEX IQ team (VEX IQ only) Judges Deliberation Tool 1 for Head Judge Awards Scripts (VRC and/or VEX IQ) 1 for Head Judge Inspection Guide and Checklist (VRC and/or VEX IQ) 1 Guide for inspectors, 1 checklist per team Registered team list to support Team Check-In and Inspections 2 or more copies List of registered volunteers to support Volunteer Check-In 1 or more copies Drivers/Coaches meeting notes 1 copy Blank Participant Consent Forms extras for all student and adult team participants and volunteers Extra copies of the robot license plate template for teams who do not have official plates Event signage and photography and recording notices to post at your event Field and pits signage, reports, and certificates using Tournament Manager Reports functions Organize supplies: pens, highlighters, paper for Judges, stapler, scissors, clipboards, and tape. Assemble all trophies for display on a table in the event area. VRC Event Planning Guide 49 4/17/2016

50 One Day Before Your Event Download the list of registered teams and save to your scoring computer and a USB drive. Create your Tournament Manager file using your Event and Tournament Manager Codes from admin.robotevents.com. Your scorekeeper should maintain these codes for easy reference. Pre-assemble VRC field perimeter and game objects. For VRC field specifications, please visit: For the VEX IQ field, visit: Set up table(s) for scoring computer(s), printer, and optional projector, screen, and speakers. Test all equipment to ensure that it works properly with Tournament Manager. Tape all cords down for safety. Set up the team practice area with tables and chairs, as well as charging stations with power strips. Set up inspection stations with blank Inspection Checklists, pens, sizing tools, and competition switches for VRC teams. For VEX IQ, the game fields may be used for robot inspection. Set up the check-in desk with blank consent forms, program fliers, team and volunteer registration lists, containers to collect notebooks, and extra safety glasses for checkout to VRC participants. Post signage, tape, and/or stanchions to direct the safe and efficient traffic flow of all participants. Thank you for your invaluable support! Enjoy a fun, successful VEX Robotics event! VRC Event Planning Guide 50 4/17/2016

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