1. RECF Library
  2. RECF Event Partner Resources
  3. Planning an RECF Robotics Competition
  4. Event Planning

Event Planning Checklist

Overview

This checklist is a general guide to assist you in planning your event. Each event and venue is unique, so this checklist will not cover every need for every event. We encourage you to both consult with your RECF Regional Support Manager (RSM) and use this checklist and the event partner section of the RECF Library while planning your event. 

Glossary

EP: Event Partner

RSM: Regional Support Manager

First Steps

  Review Becoming an Event Partner in the RECF Library
  Volunteer at events/shadow another EP to learn more about event planning and running an event
  Review the Commitment to Event Excellence
  Contact your RECF RSM
 
  • Discuss the needs for events in your region
 
  • Discuss the needed resources (staffing, equipment, venue)
  Complete the Event Partner Certification Course
  Create an account (if needed) and request EP access in RECFEvents
  Complete the Background Check in RECFEvents

Event Planning Stage

  Review the appropriate Event Planning section in the RECF Library
  Create an event budget
  Create an agenda: Sample Agendas
  Determine if you will have judging at your event and whether it will be in person/remote/hybrid; if you will have judging at your event:
 
 
  • Determine which judged awards you will hand out at your event - consult with your RSM
  Select and reserve the venue for event day and set up the day/night before
  Create a layout of your venue - consider traffic flow and crowd control when doing so. Be sure to include:
 
  • Scoring table, competition fields, solo match fields and queuing tables
 
  • Screens and/or projectors for field timers and audience display
 
  • Pit areas and practice fields
 
  • Check in table and inspection stations
 
  • Judges’ deliberation room
 
  • Volunteer hospitality room
 
  • Concession stands and accessible audience seating
 
  • Stanchions/rope to control access as needed
 
  • Methods to control traffic to and from the fields as appropriate
  Post your event on RECFEvents.org
  Determine if/how you will offer food and/or concessions
  Review the Student Policies (Student Centered Policy and Code of Conduct) 

Two to Three Months Before the Event

Event

  Confirm your reservation for the venue
  Review the layout plan with your RSM
  Create a detailed plan for the concession stand
  Promote your event with local media, school district, and social media outlets

Equipment

  Determine how many fields and game element sets you will need
  Make arrangements to secure fields and game elements (purchase and/or borrow)
  Secure electronics needed for the event. This includes, but is not limited to: 
 
  • Laptop or desktop computer with event software; additional computers may be required for larger events
 
  • Ethernet port switch
 
  • Wireless router
 
  • Printer to use at the scoring table, along with a connector cable, extra toner, and paper
 
  • Projector and/or screen for an audience display; additional displays may be required for larger events
 
  • Laptops or other devices for displays
 
  • Audio system for announcements and playing match sounds (connected to main computer)
 
  • Mobile devices for scoring
  Discuss additional equipment needs with your RSM
  For Achieve events, confirm you have the appropriate field control equipment for both the competition and solo match fields (not needed for Engage)
  Order trophies and banners
  Make arrangements to secure inspection sizing tools

RECFEvents.org

  Review event listing on RECFEvents.org with your RSM, confirm details are correct
Volunteers
  Invite special guests and sponsors to the event
  Recruit key volunteers and share volunteer resources and training certifications:
 
  • Certified judge advisor
 
  • Certified head referee
 
  • Emcee(s)
 
  • Volunteer coordinator
 
  • Concessions coordinator
  Begin recruiting additional volunteers and share volunteer resources; refer to the Volunteer Staffing Guide for a list of volunteers needed and where to find training resources
  Order volunteer shirts (optional)

Additional Items

 
 
 
 

One Month Before the Event

Event

  Reach out to your RSM and discuss any concerns or questions about your event
  Update/confirm your agenda to guide teams and volunteers through the event day
  Reserve 2-way radios or establish some other method for event-day staff communication
  Create a safety plan and share it with local emergency and/or security service providers
  Coordinate event-day custodial services to keep areas clean and well stocked with paper supplies
  If playing music, create a playlist that is appropriate for all ages and ensure you have the proper licenses to play selected music
  Arrange for event photography
  Promote your event and send out press release(s)

Volunteers

  Continue to recruit volunteers
  Ensure your head referee and judge advisor have completed their volunteer certifications
  Add your head referee and judge advisor to your RECFEvents.org event listing
  Encourage scorekeeper referees to read the game manual and complete certification (optional)
  Encourage judges to read the Guide to Judging and complete certification (optional)

Equipment

  Assemble field and game objects
  Confirm trophies
  Confirm all needed equipment (including fields, field elements, electronics, computers, projectors, PA system)

Additional Items

 
 
 
 

One to Two Weeks Before the Event

Event

  Reach out to your RSM and discuss any concerns or questions about your event
  Confirm all venue details with the venue coordinator
  Identify an emergency contact for the facility in case of emergency or miscommunication
  Confirm concession stand details

Volunteers

  Order food and beverages for your setup and event-day volunteers (well cared for volunteers like to volunteer again)
  Send event details to volunteers
  Confirm volunteers have reviewed the training documents needed for their role
  Create name tags for volunteers
  If volunteer t-shirts were ordered, confirm delivery and/or organize shirts

Administration

  Email registered teams with final event details and any last-minute instructions
  Purchase and organize supplies: 
 
  • Pens, self-stick notes, highlighters, paper, stapler, scissors, clipboards, and tape
 
  • Gaffers/wrestling tape is a great option for walls and floors as it doesn’t leave a residue
 
  • If using a wireless microphone, purchase extra batteries
  Create welcome packets for each team with pertinent information about the event’s agenda and procedure
  Print and make copies of judging materials from the Guide to Judging
 
  • Award Descriptions – 1 copy
 
  • Judge Sign in Sheet – 1 copy
 
  • Volunteer Field Note to Judge Advisor – several copies
 
  • Judge Note to Missed Teams – 1 for each 10 teams
 
  • Engineering Notebook Rubric and Team Interview Rubric – 1 per team
 
  • Team Interview Notes – 1 per judge
 
  • Initial Award Candidate Ranking Sheet – 1 per judge
 
  • Final Award Nominee Ranking Sheet – 1 copy
 
  • Interview Tips and Sample Questions – 1 per judge
 
  • Code of Conduct – 1 copy
 
  • Student Centered Policy – 1 copy
  Print and make copies of the following event documents; these can be found in the RECF Library - contact your RSM if you need assistance locating them
 
  • Current version of the current PDF version of the game manual – 1 copy for head referee and 1 copy for solo match area
 
  • Score sheets – if using tablets to score, you only need to print a few in case of connectivity issues; if you are using paper scoring, you’ll need to print enough for all matches including finals/elimination matches and solo matches
 
  • Event meeting announcements – 1 copy
 
  • Head referee anomaly log – 1 copy
 
  • Robot inspection sheet – 1 per team if using physical forms, a few in case of issues if you are doing digital inspections
 
  • Field reset diagram – 1-2 copies per field
  Create and make copies of the following:
 
  • Event signage
 
  • Photography and recording notices (if applicable)
 
  • List of registered volunteers, with cell phone numbers (1 or more copies)

Equipment

  Confirm equipment including fields, field elements, electronics, computers, projectors, PA system
  Assemble trophies 

RECFEvents.org / Tournament Software

  Ensure that all event registration fees are paid by reviewing the team registration report on RECFEvents.org and follow up with teams who haven’t paid
  Create a fake event in the event software to practice using the software and to finalize your event schedule (Note: Do not connect to your actual event for fake events; contact your RSM for any assistance with this critical step)
  If needed: Update software as needed on laptops and other devices

Additional Items

 
 
 
 

Day before the Event

Venue Set Up

  Team pit areas with tables, chairs, pit signs 
 
  • Label team pit tables or spaces in team number order to make pit areas easier to find
  Check-in desk with program fliers, team and volunteer registration lists, pens, containers to collect engineering notebooks
  Charging stations or power to each pit table
  Inspection area: blank inspection checklists, pens, sizing tools
  Queuing tables (typically one per field) 
  Judges room with judging materials
  Concession stand: items to sell and cash for providing change
  Make that sure all cords are safely secured and are set up outside of high-traffic areas; tape cords down for safety - gaffers or wrestling tape is great for this as it doesn’t stick to the floor
  Post signage, tape, and/or stanchions to direct safe and efficient flow of participants
  Make sure that the trophies are assembled and displayed in the event area and optional participation or recognition certificates are available for distribution

Volunteers

  Ensure that supplies are available for volunteers, such as clipboards and pens for referees, highlighters and clipboards for the queue crew, and pens, note pads as needed for judges
  Set up a volunteer break area including snacks and water

Equipment/TM

  Set up competition, solo match and practice fields
  Set up scoring table(s) for scoring computer(s), printer, projector, screen, and PA system
  Test all equipment to ensure that it works properly
  Print a test page on the printer to ensure the printer driver has been properly installed
  Make sure that printer paper and an extra toner cartridge are available
  Test the speakers to ensure match sounds play properly through the PA system or other speakers connected to the main computer
  Test all displays, wireless network, and mobile scoring devices
  Test connectivity between scoring computer and Achieve/Inspire game fields to ensure proper driver control and autonomous functions (not needed for Engage)
  Verify fields are set up correctly according to the game manual
  Test to ensure field elements are fastened to the field, if applicable
  Have backup game objects on hand 

RECFEvents.org / Event Software

  Ensure that all event registration fees are paid by reviewing the team registration report on RECFEvents.org
  Set up the event in event software, connecting to your event on RECFEvents.org
  Print field and pit signs 
  Print team lists for check-in table and judge advisor

Additional Items

 
 
 
 

Day of Event

Before the Event Begins

  Delegate many activities to key volunteers, you will be busy and you will need assistance
  Unlock the doors and turn on the lights and heating/air conditioning; plan for room temperatures to change as the space(s) fill with participants
  Open all restrooms, and make sure the restrooms are fully stocked with soap and paper supplies
  Ensure all parking areas are accessible and signage is posted to direct participants to event check-in
  Post all banners and event signage to direct participants to their proper event locations
  Set up snacks and beverages for volunteers to fuel their energy levels for the day
  Ensure that accessible seating is available
  Check that the game fields are set up properly
  Test all audio and visual equipment, such as projector(s), screens, displays and sounds, and the public-address system to ensure that they are working properly
  Achieve/Inspire - Test field controls to ensure they are operating correctly
  Distribute two-way radios, if used, or exchange cell phone numbers among key volunteers

When Teams and Volunteers Arrive

  Greet your volunteers and teams! Make sure they receive a warm welcome and are directed to the locations for check-in and training meetings. Provide support at the busy check-in tables
  Greet special guests, sponsors, and members of the media. Share your plan for the event day and direct them to volunteers who can share details about the program and participants.
  Share your event agenda with key volunteers
  Share the welcome and/or Event Meeting Announcements with presenters
  Share your safety plan with your key volunteers
  Ask experienced teams to check game fields to ensure that they are set up properly
  Collect engineering notebooks at check-in or inspection, and make sure each notebook has an easy to find team number
  Make sure that all participating teams are registered and have paid their registration fees

Before the Matches and Judging Begin

  Check with the team registration desk to ensure that all teams have checked in; try to contact teams that are not checked in
  Use the Team Check-In feature in event software to indicate teams that are checked in
  Once the schedule and list of participating teams is established, generate the match schedule in the event software
  Check that the volunteer coordinator is making adjustments, as needed, due to no-shows
  Ensure that lead volunteers coordinate any scheduled volunteer training meetings
  Make sure that all teams have passed or are prepared to pass robot inspection; ask veteran teams to support the efforts of other participating teams to pass inspection
  Print a copy of the announcer sheets for the emcee from event software
  Print match lists from tournament software for distribution to each team, queueing staff, referees, judging teams, and other volunteers as needed
  Conduct an event meeting prior to the start of the robot matches; use the topics outlined in the Event Meeting Announcements

During the Event

  Ensure snacks and beverages are available for all volunteers and lunch is provided for full-day volunteers; be sensitive to volunteer dietary restrictions and follow venue food/drink policies
  Walk around to proactively resolve any issues, answer questions, and provide support
  Ensure that trash containers are emptied and that the restrooms are clean and well stocked
  Have the event software operator periodically save a copy of your event file on a USB flash drive
  Check with the judge advisor to ensure that judging activities are on schedule; provide updated match and solo match rankings when appropriate (see the Guide to Judging for details)
  When judging is complete, work with the judge advisor to enter judged award winners in the event software
  Return engineering notebooks to teams after the judging team has completed their evaluations
  Have the tournament software operator enter the judged award winners and auto fill performance winners in the event software after the finals/elimination matches have been completed
  Encourage all teams, volunteers, and sponsors to participate in the awards ceremony, which celebrates the accomplishments of all teams and provides recognition for judged and performance-based awards
  Print award ceremony scripts
  Thank your volunteers, coaches, mentors, parents, and sponsors for their invaluable support

After the Event

  Verify the award winners and match scores have been entered correctly
  Create a backup copy of the event file on a USB flash drive
  Upload and finalize all results to RECFEvents.org; call your RSM if you experience any errors when uploading the results 
  Take down all equipment and materials for safe storage and clean the venue, as required
  Maintain all relevant competition materials until all results have been successfully uploaded
  Ensure that the judge advisor has collected the confidential judging materials and will destroy them
  Establish a plan and a place for participants to pick up lost and found items
  Send a follow-up message of appreciation to your volunteers
  Share photos and/or news from the event with the media and your community
  Reach out to teams and ask for feedback on their experience at your event
  Reach out to your RSM and share the results of the event
  Celebrate your accomplishments!