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The Event Partner Certification Course prepares new Event Partners to host REC Foundation VEX IQ Robotics Competition (VIQRC), VEX Robotics Competition (VRC), and/or VEX U events. Event Partners are required to complete this training and certification each season before their events will be approved.
This course takes an average of 8.5 hours to complete, and represents 8.5 hours of professional development and training when completed.
Need to reach us about a course or certification? Email us at volunteercerts@recf.org.
Unit 1: Getting Started as an Event Partner
Introduction
This unit describes who an Event Partner is and how to become an Event Partner.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Define who an Event Partner is and the necessary requirements
- Recall the process of becoming an Event Partner
- Explain what the role of an Event Partner is when hosting an event
- Identify how the REC Foundation supports Event Partners
- Determine the need for hosting an event
- Describe the Event Partner Background Check process
Getting Started as an Event Partner
Event Partners (EPs) are the core of the REC Foundation competition programs and we are very grateful for your interest in becoming an integral part of our community. EPs' passion and involvement grow and sustain events and, in many cases, grow and sustain the teams themselves.
Throughout this course, you will find links to external resources that include important information for Event Partners. Please take time to read the identified sections of each resource before moving on to the unit exam.
Read all 5 documents under the “Getting Started” tab in the REC Library, and the Commitment to Event Excellence.
- Learn how to become an Event Partner
- Review the Event Partner Background Check process
- Read the Event Partner FAQs
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 2: Event Planning
Introduction
This unit describes the initial event planning process and key decisions an Event Partner will make.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Define the different event types and formats
- Determine important budgetary factors
- Identify event planning resources
- Determine when to perform various tasks before an event
Event Planning
The key to a successful event is the preparation leading up to the event day. You want to make sure that you schedule your event as far in advance as possible. You want to make sure you spend the weeks leading up to the event getting as much done as possible so that the event planning process is less overwhelming, and you can address any issues ahead of time. Even the most experienced EP will run into unforeseen circumstances on the day of the event, so having as much planned out in advance makes it easier to adapt to the unexpected.
During an event, the EP should not have any specifically assigned volunteer role. The EP’s job is to make decisions and solve issues that arise, and this will be a full-time role.
Read the following REC Library documents under the “Planning” tab: Event Formats and Classifications, Event Planning, Event Budget, and Event Planning Checklist, as well as the article Signature Event Requirements for Event Partners.
- Learn the various event formats
- Review the Event Planning Checklist
- Familiarize yourself with planning for event expenses
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 3: Volunteers
Introduction
This unit describes the volunteer roles available at an event and the characteristics of each role.
Learning Outcomes
After completing this unit, an Event Partner should be able to:
- Define the different volunteer roles at an event
- Determine what are considered “Key Volunteer” roles
- Identify places to recruit volunteers
- Determine when and where to staff volunteers at an event
Event Volunteers
Event volunteers are the heart and soul of REC Foundation events. We rely on Referees to keep things fair, Emcees to keep things exciting, and Queuers to keep things on schedule! Volunteering at robotics events can be rewarding and fun. There are a variety of volunteer roles available. Many volunteer positions do not require technical skills or experience, only a desire to support engaging learning opportunities for students. Whatever your potential volunteers are interested in, help them identify the role that best suits them. As the EP, you are ultimately responsible for recruiting all of the volunteers at your event, but there are a number of tools and strategies available to make this task easier.
Read the following REC Library documents under the “Planning” tab: Volunteer Roles Available and Event Volunteers. Also browse through the RECF Volunteer Resources.
- Learn about the standard volunteer roles
- Review where volunteers are needed
- Read the requirements for each volunteer role
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 4: Using RobotEvents.com
Introduction
This unit describes how to use RobotEvents.com to create and manage events.
Learning Outcomes
After completing this unit, an Event Partner should be able to:
- Create an event in RobotEvents.com
- Manage an existing event
- Identify best practices when creating an event
Using RobotEvents.com
REC Foundation events are posted on RobotEvents.com to provide a method for teams to register for events and for EPs to manage their events. To post an event on RobotEvents.com, you must have an account on RobotEvents.com. Contact your EEM/RSM to add EP access to your account. EP access will authorize a new menu, called “Admin,” to appear on the RobotEvents.com home page, which will take you to your EP Dashboard. After your event has been approved, there are several features in RobotEvents.com available to you that will help you communicate to teams, order competition products, view event registration payments, and manage your event’s registered team list.
Read the following REC Library resources under the “Planning” tab: Posting an Event on RobotEvents.com and Managing an Event on RobotEvents.com.
- Learn the steps to create an event
- Review common management sections
- Read the descriptions of each field
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 5: Tournament Manager
Introduction
This unit describes how to use Tournament Manager before, during, and after an event.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Create an event in Tournament Manager
- Manage various software functions
- Identify common event management tools
Tournament Manager
VEX Tournament Manager is a custom software package designed to simplify and automate many of the tasks associated with running a VEX Robotics tournament. The program is flexible and modular and designed to work for small local tournaments as well as large international competitions and everything in between.
Read the resources in the Using Tournament Manager Software section in the “Running Events” tab, plus the Event Troubleshooting Guide.
- Learn the steps to create a tournament file
- Review common management tasks and their locations in the software
- Read the Reference Guides for software setup and use
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 6: Code of Conduct/Student Centered Policies
Introduction
This unit describes the REC Foundation Code of Conduct and Student Centered Policies.
Learning Outcomes
After completing this unit, an Event Partner should be able to:
- Describe the Code of Conduct policy
- Explain the Student Centered Policy
- Recall the proper course of action should violations occur
Code of Conduct/Student Centered Policies
The Robotics Education & Competition (REC) Foundation considers the positive, respectful, and ethical conduct of all students, teachers, mentors, parents, and other event attendees an important and essential component of all REC Foundation-sanctioned events.
Read the Code of Conduct, the Code of Conduct Reporting Tools article, and the Student-Centered Policy in the REC Library.
- Learn the Code of Conduct process
- Review the Violation Resolution Process
- Read the descriptions of student-centered vs. non student-centered
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 7: Judging
Introduction
This unit describes the responsibilities of the Event Partner that are specific to Judging at an event.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Recall the Principles of Judging
- Plan and oversee aspects of the event that support the judging process, including venue considerations, supplies, and required official REC Foundation judging documents and tools
- Know where to find the Guide to Judging and the required official judging materials that must be provided for judges
- Describe the attributes of a qualified Judge Advisor
- Recall that the Event Partner and the Judge Advisor roles cannot be filled by the same person
- Calculate the correct number of judge volunteers needed at an event
- Explain the different formats of Judging (in-person and remote)
- List the three (3) required Judged Awards to be offered at qualifying events that offer judging
- Describe the REC Foundation position on giving teams feedback from judges
Judging
Judging is an important part of REC Foundation programs. Through the judging process, students have opportunities to practice both written and verbal communication skills as well as demonstrate the values espoused in our Code of Conduct and Student Centered policies. Some awards may also qualify teams to higher levels of competition.
Read the RECF Resources on Judging, specifically the following documents:
- Guide to Judging: Judging Principles
- Guide to Judging: Judging Roles
- Guide to Judging: Event Preparation and Execution
- Guide to Judging: Awards
- Guide to Judging: Remote Judging:
- Also browse through the documents in the Judging Resources section
Some resources, such as rubrics, will need to be printed out for each team. Other resources are provided as tools to assist the Judge Advisor and Judges with the Judging process.
- Learn about the Principles of Judging
- Discover how to plan and oversee aspects of the event that support the judging process
- Review the attributes of a qualified Judge Advisor
- Learn how many judging volunteers are needed at an event
- Explore the different formats of Judging (in-person and remote)
- Discover the three (3) required Judged Awards to be offered at qualifying events that offer judging
- Learn the REC Foundation position on giving teams feedback from judges
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 8: Leagues
Introduction
This unit describes how to host and manage Leagues.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Describe the League format
- Explain the steps to host a League
- Review League requirements
- Recall how to create a League in Tournament Manager and RobotEvents.com
Leagues
Leagues provide multiple sessions for teams to participate in the VIQRC, VRC, VEX U, and Aerial Drones Competition programs. Leagues are events with three or more Ranking Sessions plus a Finals Session. Ranking Sessions are usually only a few hours long and are best scheduled several weeks apart to give teams an opportunity to improve their robot designs and game strategies. The Finals Session is the last session of the league and this is when Elimination matches (VRC, VEX U, and Aerial Drones) and Finals matches (VIQRC) are played and trophies are awarded.
Read the REC Library documents on Running Leagues and Tournament Manager for Leagues.
- Learn why Leagues are an important event format
- Review the League best practices
- Read the League support documents
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 9: VEX U
Introduction
This unit describes how to host VEX U events and facilitate VEX U teams recording skills scores at VRC events.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Describe the VEX U program
- Explain how a VEX U event is similar to and different from a VRC event
- Review VEX U requirements
- Know how to record VEX U skills scores at VRC events
VEX U
The REC Foundation’s VEX U program is for students engaged in post-secondary robotic programs. Many of these students have formerly competed in the VIQRC and VRC programs, and are a wealth of knowledge for EPs as well as teams. These students can serve as mentors, volunteers, and future EPs. You may want to solicit help from local VEX U teams for your VRC or VIQRC event. VEX U tournaments are typically held in areas that contain a higher density of VEX U teams. Your EEM/RSM can help you determine if a VEX U Event is appropriate for your region. VEX U tournaments are typically smaller than VRC events and are held using the same fields and game elements. VEX U EPs should follow the general guidelines for hosting a VRC event; however, there are some rule changes specific to VEX U.
Read the REC Library documents on Hosting a VEX U Event and Recording VEX U Skills Scores at VRC Events, and Appendix C: “VEX U” in the VRC game manual (note that VEX U rules for the 2023-24 game, Over Under, will not be released until June 13, 2023; EPs can use the 2022-23 VEX U rules for this course if needed).
- Learn how Event Partners and VEX U teams can help each other
- Review the process to submit VEX U skills scores
- Discover how the game rules typically change for VEX U teams
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
Unit 10: The Qualification Process
Introduction
This unit describes how the qualification process works for local and Championship level events.
Learning Outcomes
After completing this unit, an Event Partner should be able to:
- Describe the qualification process
- Explain how teams qualify for Championship events
- Review qualification requirements
- Know the recent updates to the Qualifying Criteria
The Qualification Process
The Qualifying Criteria is a document that states the requirements for official/qualifying events and how teams qualify for Championship level events such as VEX Worlds. Each team is assigned to a specific region. While some aspects of each region (e.g., event capacities, event venues, etc.) may vary from location to location, the Qualifying Criteria ensures that a consistent method of operation is achieved across all regions.
Read the RECF Resources on the Qualification Process and the Qualifying Criteria.
- Learn how the spot allocation process works
- Review the qualification process for local events and Event Region Championships
- Review the qualification process for the VEX World Championships
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
EP Final Exam
Congratulations! You've reached the end of the course, and are ready to assess your knowledge in the final exam. Click this link to proceed to the final exam. Note that to be an Event Partner, you must be at least 18 years old and pass the final exam with a score of 80% or better (at least 35 of 43 questions answered correctly).
Certificates for the 2023-2024 season certification courses are emailed approximately once per week, and are sent to the email address entered during the exam. You can confirm your status as a Certified Event Partner by contacting your REC Manager.
Need to reach us about a course or certification? Email us at volunteercerts@recf.org.