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  5. Planning an Event Region Championship

Event Region Championship Requirements

Introduction

REC Foundation Event Region Championships are the highest level of competition within an Event Region. Teams can qualify from local qualifying events into their Event Region Championship. This event is sometimes referred to as a State, Provincial, or National Championship depending on the Event Region. Teams from all over the Event Region compete for a chance to qualify for the World Championship.

Requirements

In order for an Event Region Championship application to be recommended for approval for the 2023-2024 season, the following requirements must be agreed to and met by the Event Partner. 

Event

  • All Event Region Championships must abide by the standards included in the following:
  • Participating teams must be from that specific Event Region
  • Ensure sufficient time for all teams to run skills matches
    • If the event has more than 48 teams, Robot Skills Challenge Matches must be available to teams for a minimum of 2 days
    • Teams must be given the opportunity to run no more than three (3) Driving Skills Matches and three (3) Autonomous Coding Skills Matches
    • Robot Skills must remain open until the final qualification match has completed
  • Includes the following required ceremonies and meetings:
    • An Event Meeting where the Head Referee and Event Partner go over the event logistics with participants, including how to queue for matches, the game rules, and a brief Q & A session
    • An Opening Ceremony that welcomes the teams, spectators, volunteers and invited guests 
    • An Award Ceremony that concludes the event; while some awards may be given out before the final match, the Tournament or Teamwork Champions and Excellence Award are recognized after the final match
    • All skills and practice fields must be closed during all Event Meetings and Ceremonies
  • All teams must be given the opportunity to be judged and judging must follow the standard judging process as outlined in the Judges Guide
  • A clear Refund Policy that states what happens:
    • If the Event Partner cancels the event
    • If a team registers and chooses not to attend
  • A clear Payment Deadline that states if a team doesn't pay by a specified deadline, they will be moved to the Waitlist

Fields

  • Raised competition fields for Qualifying Matches and Finals Matches are recommended, with a height between ten (10) and 24 inches
  • A sufficient number of fields for Qualifying Matches, Skills Challenges, and Practice Areas must be provided; all fields for a VRC/VEX U match type must use the same perimeter type per the Game Manual
    • VRC/VEX U/JROTC Invitational
      • At least 2-3 Competition Fields per Division 
      • At least eight (8) Qualifying Matches per team
      • At least one (1) Skills field for every 32 teams
      • At least one (1) Practice field for every 16 teams
      • VRC events will use the anti-static tiles for the Competition and Skills fields
    • VIQRC
      • At least 2-3 Competition Fields per Division
      • At least eight (8) Qualifying Matches per team
      • At least one (1) Skills field for every 25 teams
      • A least one (1) Practice field for every 15 teams

Staff

Division Manager

  • The Division Manager oversees the running of Tournament Manager, field operation, and queuing in each Division

Field Staff

  • There must be at least two (2) Certified Head Referees for each Division that have the final authority on all rulings
    • At least 1 Certified Head Referee should have experience in that same role at a VEX World Championship, Signature Event, or Event Region Championship in the current or previous season, or have experience in that role at 2 or more qualifying events that season
    • Each competition match must have a Head Referee watch the entire duration of the match
    • Best Practice: Have 1 Certified Referee for each competition field and 1 overall Certified Division Head Referee that monitors all matches
  • At least two (2) Scorekeeper Referees for every VRC competition field and at least one (1) Scorekeeper Referee for every VIQRC competition field 
    • Scorekeeper Referees are required to have read the game manual and referee guide before the event
  • Every Robot Skills Challenge field should have at least one (1) Scorekeeper Referee
  • An experienced VEX Tournament Manager Operator for every Field Set
  • At least one (1) Emcee per Division
  • A Field Reset crew for each Division
  • A designated Field Technician is strongly recommended

Judging

  • There must be a minimum of one (1) Certified Judge Advisor for the event
    • A Certified Judge Advisor should have experience in that same role at a VEX World Championship, Signature Event, or Event Region Championship in the current or previous season, or have experience in that role at 2 or more qualifying events that season
    • The Certified Judge Advisor has read and agreed to follow the Judges Guide and official REC Foundation judging processes
  • A minimum of one (1) pair of Judges (2) for every eight (8) teams

General

  • There is at least one (1) Lead Robot Inspector, who should be a Head Referee
  • At least one (1) Robot Inspector for every twelve (12) teams
  • A minimum of one (1) Queuer for every Qualifying and Finals Match field
  • A minimum of one (1) Practice Field attendant for each practice field area
  • A check-in table with one (1) staff member per 24 teams

Pit Areas

Each team attending is given adequate space and resources in the Pit area.

  • Dedicated power supply at each pit table/booth or adequate charging stations for all teams.
  • 10’ x 10’ pipe and drape booths are preferred; however, the following can be substituted if space is unavailable:
    • VRC Teams provided a pit table that is at least six (6) feet in length
      • At least 2 chairs per table is recommended
    • VIQRC teams provided a pit table that is no less than four (4) feet in length; note: This may be an eight (8) foot table shared between two teams
    • VEX U teams provided a table that is no less than eight (8) feet in length or two (2) tables that are no less than six (6) feet in length each

Communications

  • The event broadcasts to VEX Via live during the event
  • A live stream of the event is strongly preferred 
    • If playing music over a live stream, it is the Event Partner’s responsibility to ensure proper licensing is in place and no copyright laws are violated
  • Clear, audible sound system is used at the venue
  • If using cameras, the event uses video overlay on the competition fields during Qualifying and Finals Matches
  • If not using cameras, at least one (1) Audience Display is visible to the audience
  • All custom artwork using VEX or RECF logos must be approved by RECF Marketing before printing
  • Event setup and decoration will be completed before the scheduled team check in with competition fields set up properly for matches
  • The event utilizes the appropriate displays in Tournament Manager
  • There is a Field Queue monitor on each competition field
  • Pit Displays are visible throughout the venue
  • If the REC Foundation secures a sponsor to provide support for the event, the Event Partner will follow deliverable guidelines when possible

Awards

  • Award banners handed out must be the standard banners from USA Image
  • Any award that qualifies for the World Championship must have a trophy
    • Event Partners are encouraged to hand out as many awards as possible
  • The following awards, if Worlds qualifying, must have a banner in addition to a trophy:
    • Excellence Award
    • Teamwork/Tournament Champions
    • Design Award
    • Robot Skills Champion

2023-2024 Dates and Deadlines

  • The deadline to host an Event Region Championship outside of the United States is March 3, 2024
  • The deadline to host an Event Region Championship within the United States is March 10, 2024
  • Teams that qualify for an Event Region Championship on or before January 31, 2024, will have two weeks to register and pay by credit card, check or purchase order
  • Teams that qualify for an Event Region Championship on or after February 1, 2024, will have one week to register and pay by credit card, check or purchase order
  • Note: From time to time, the Robotics Education & Competition (REC) Foundation may make an exception to one of these criteria to better support a growing State/Province/Region/Nation; for more information, please contact your REC Foundation Manager here

Event Region Championship Application Process

The deadline to submit an application and the notification of selection date is determined by the Event Engagement Manager/Regional Support Manager for that specific Event Region. To host an Event Region Championship, you must plan to host at least 1 qualifying event in the same season.

If you have questions about Event Region Championships, please contact  your Event Engagement Manager/Regional Support Manager. 

Best Practices

In addition to the suggestions provided in the REC Library article on Hosting Championship Events Best Practices:

  • Create a planning team
  • Attend another Event Region Championship or Signature Event and shadow the Event Partner
  • Visit the desired venue multiple times to plan how the event could be set up
  • Test out an event idea on a smaller scale at a different venue first before moving it to a larger venue