This checklist can guide Event Partners when creating their events and adding them to RobotEvents.com. REC Foundation Regional Support Managers consider these areas when reviewing events, and considering these items will speed up the process of getting an event approved.
REC Foundation RobotEvents Event Approval Checklist (External)
Edit Event Information
- Event name includes program type (VIQRC, V5RC, VURC, etc,) event type, and grade level (HS Only, HS/MS, etc)
- Event Type is selected Tournament, League, Skills
- Scrimmage (if the event is a scrimmage, select Yes, otherwise, No)
- If Scrimmage, ensure “Scrimmage” is in the event title
- Note: If Scrimmage is selected, results will not populate to VEX Via
- Grade Level is Selected All, Elementary, Middle School, High School, College
- Minimum of 16 teams for V5RC/ VIQRC, 8 teams for VURC
- Max Registrations per Organization
- Must have at least 6 organizations registered -OR- No one organization may have 33% of total registered teams (does not apply for invitationals or leagues)
- Discuss with EP - If they have X teams and want all X to play, need to set the same limit for all orgs attending
- Event Format Selected: In-Person, Skills Only, Invitational
- If Invitational, ensure “Invitational” is in the event title
- Skills Challenge Selected: Yes (All qualifying events must offer Robot Skills Challenge Matches)
- Judging Format Selected: All In-Person, Remote Initial Interviews, Remote Engineering Notebooks, Remote Notebooks and Interviews, No Judging
- Field Control System Selected: V5RC/VURC/VAIRC events select what field control system will be used
- Is this a private/hidden event?: No, all events should be public unless prior approval was given
- Release date is set based on the specific Release Schedule for the Event Region
- RSM has to change these dates/times 95% or more of the time-please check!
- Events must be visible for at least 1 week prior to opening for registration
- Registration date is set to at least 8 weeks prior to the event per the Event Region Release Schedule
Event Partner Specific Blocks
- EP has recently passed the Event Partner Certification
- EP has passed the Background Check
- EP has completed the Commitment to Excellence agreement
- Contact Information includes a Primary and Secondary contact and an email that is sent upon registration
- Registration email should include all pertinent information for the coach of a registered team
- Documents and Image Uploads - review uploaded images to ensure EP adheres to branding guidelines
Content Blocks
- Event Dates/Venue
- Where is the event taking place? Actual location?
- Are the dates correct?
- If approving a League, ensure each meeting date is listed as a separate entry (minimum of 3 dates). Leagues can not be listed as a range of dates.
- General Info contains all important information for teams/coaches attending the event
- Note on Early Bird / Invitational - if invitational, explain who is invited
- Welcome - this is the public face of the event
- Where is parking?
- Will there be a concession stand / is there a food policy?
- Agenda is complete and includes sufficient time for Skills (check using the Skills calculator), Qualification Matches, and Finals/Eliminations- Skills must be offered (no TBD can be accepted but can add “Subject to Change”)
- Skills open and close times must be clear
- Skills must run through the end of Qualification Matches if running Qualification and Skills matches simultaneously
- Volunteer Information includes a contact email or link to a sign up sheet. A link to the REC Library article on Volunteers may be helpful.
- Emergency/Bad Weather Policy is clear and concise
- Refund Policy is clear and states what will occur in the case of EP canceling and Coach canceling
- If there is a deadline, include the Date, Time, Timezone, include information on how to request
- Note that refunds come from the Event Partner, not from The REC Foundation
- Include this information in Email to Teams under “Contact Information”
- A clear Payment Deadline (Date, Time, Timezone) is noted on a custom Payment Content Block that states if a team doesn’t pay by a specified deadline (Date, Time, Timezone), they will be moved to the waitlist
- Travel information includes hotel, airport, food options, and address information- Optional
- Webcast information includes a link to the webcast- Optional (This can be TBD, as links may not be set up until later)
- Judging Format indicates how Engineering Notebooks will be accepted and whether interviews will be remote or in person
- `This content matches the drop down selected in “Event Information”
Pricing
- Event pricing is clear
- Payment deadline is completed
Event Partner Payment Address
- Event Partner Payment address is filled out
Awards
- The following Awards will vary based on event type:
- **Excellence Award
- Teamwork/Tournament Champions
- **Design Award
- Robot Skills Champion
- **Innovate Award (new this season)
- Think Award
- Amaze Award
- Build Award
- Create Award
- **Judges Award
- Sportsmanship Award
** Required awards if judging takes place at an event
Event Administrators
- At least 1 person needs to be listed (max of 3)
Judge Advisor
- Must be filled out at least 3 weeks before the event
Head Referee
- Must be filled out at least 3 weeks before the event