1. REC Library
  2. Event Partners
  3. Planning
  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 Regional Support Manager (RSM) and use this checklist and the Event Partner section of the REC Library while planning your event. 

Glossary

EP: Event Partner

RE: RobotEvents.com

RSM: Regional Support Manager

TM: Tournament Manager

First Steps

 

Review Becoming an Event Partner in the REC 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 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 ask your RSM to give you  EP access in RobotEvents
  Complete the Background Check in RobotEvents

Event Planning Stage

 

Review the Event Planning section in the REC 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 the 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, skill 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 RE - Posting an Event on RobotEvents.com
  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 TM 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 Raspberry Pis for displays
 
  • Audio system for announcements and playing match sounds (connected to main TM computer)
 
  • Mobile devices for scoring
  Discuss additional equipment needs with your RSM
  For V5RC/VAIRC/VURC events, confirm you have either VEXnet field controllers or Smart Field Controllers for both the competition and robot skills fields (not needed for VIQRC)
  Order trophies, trophy plates and banners
  Make arrangements to secure inspection sizing tools

RobotEvents.com
 

Review event listing on Robotevents.com 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 RE event listing
  Encourage Scorekeeper Referees to read the game manual and complete the Head Referee certification (optional)
  Encourage Judges to read the Guide to Judging and complete certification (optional)

Equipment
  Assemble Field Elements/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; these can be found in the Guide to Judging
 
  • Award Descriptions – 1 copy
 
  • Judge Sign in Sheet – 1 copy
 
  • Volunteer Field Note to Judges – several copies
 
  • Judge Note to missed teams – 1 for each 10 teams
 
  • Field Note to Judges – 1 copy for every 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 REC Library - contact your RSM if you need assistance locating them
 
  • Current Version of the Game Manual – 1 copy for Head Referee
 
  • Game Manual Robot Skills Section(s) – 1 copy for Robot Skills 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/Eliminations and Robot Skills matches
 
  • Robot license plate template for teams without official plates – 1 copy
 
  • Event Meeting Announcements – 1 copy
 
  • Head Referee Anomaly Log (report in TM software) – 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 

RobotEvents.com/TM
 

Ensure that all event registration fees are paid by reviewing the team registration report on RobotEvents.com and follow up with teams who haven’t paid
  Create a “dummy” event in TM to practice using the software and to finalize your event schedule (Note: Do not use your TM or RE codes for dummy events; contact your RSM for any assistance with this critical step)
  If needed: Update TM as needed on laptops and/or Raspberry Pis

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; pit signs can be printed from TM under Reports
 

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, Robot Skills 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 with TM
  Print a test page on the scoring 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 TM computer
  Test all displays, wireless network, and mobile scoring devices
  Use TM to test connectivity between scoring computer and V5RC game fields to ensure proper driver control and autonomous functions (not needed for VIQRC)
  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 

RobotEvents.com/TM
  Ensure that all event registration fees are paid by reviewing the team registration report on RobotEvents.com
  Set up the event in TM using your TM and RE Code found on RobotEvent.com
  Print field and pit signs from Tournament Manager (under reports tab)
  Print team lists from Tournament Manager (under reports tab) 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, Tournament Manager displays and sounds, and the public-address system to ensure that they are working properly
 

V5RC - 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 Robot 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 Tournament Manager to indicate teams that are checked in
 

Once the schedule and list of participating teams is established, regenerating Match Schedule in Tournament Manager, if necessary
 

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 TM Reports
 

Print Match Lists from TM Reports for distribution to each team, queueing staff, Scorekeeper/Head Referees, judging teams, and key volunteers
 

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 TM 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 skills rankings when appropriate (See Judge Guide)
 

When judging is complete, collect the list of award winners from the Judge Advisor
 

Return engineering notebooks to teams after the judging team has completed their evaluations
 

Have the TM Operator enter the Judged award winners and Auto Fill Winners in TM 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 reports located in TM Reports; develop presentation slides for the awards ceremony in TM Slides tab
 

Thank your volunteers, coaches, mentors, parents, and sponsors for their invaluable support

After the Event

 

Verify the Awards winners and Match scores have been entered into TM
 

Create a backup copy of the TM file on a USB flash drive
 

Upload and finalize all TM results to RobotEvents.com; 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 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!