The Event Partner Certification Course prepares new Event Partners to host REC Foundation VEX IQ Robotics Competition (VIQRC), VEX V5 Robotics Competition (V5RC), and/or VEX U Robotics Competition (VURC) events. Event Partners are required to complete this training and certification before their events will be approved. Note that this certification course is only the first step in becoming an Event Partner and running an event. Once you're certified, reach out to your REC Foundation Regional Support Manager to discuss next steps.
This course takes an average of 8.5 hours to complete, and represents 8.5 hours of professional development and training when completed. Event Partners are expected to recertify every two seasons.
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.
Read all 5 documents under the “Getting Started” category 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
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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 in the “Planning” section: Event Formats and Classifications, Event Planning, Event Budget, REC Foundation Refund Policy, 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
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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 in the “Planning” section: 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
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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 in the “Planning” section: 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
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Unit 5: Tournament Manager Software
Introduction
This unit describes how to use the Tournament Manager software before, during, and after an event.
Learning Outcomes
After completing this unit, an 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 sub-section of “Running Events”, 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
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Unit 6: Code of Conduct and the Student Centered Policy
Introduction
This unit describes the REC Foundation Code of Conduct and the Student Centered Policy.
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
- Identify participants in the Code of Conduct reporting process
Code of Conduct and the Student Centered Policy
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, Student-Centered Policy, and the article "Code of Conduct Reporting Tools" in the REC Library.
- Learn the expectations of the Code of Conduct
- Read the descriptions of student-centered vs. non student-centered
- Review the tools used when reporting a violation of the Code of Conduct or Student Centered Policy
- Discover the roles and responsibilities of the EP and KVs in the Code of Conduct reporting process
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
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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 four (4) 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 four (4) 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
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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, V5RC, VURC, and Aerial Drone 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 (V5RC, VURC, 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
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Unit 9: VEX U Robotics Competition
Introduction
This unit describes how to host VEX U Robotics Competition (VURC) events and facilitate VURC teams recording skills scores at V5RC events.
Learning Outcomes
After completing this unit, a Event Partner should be able to:
- Describe the VURC program
- Explain how a VURC event is similar to and different from a V5RC event
- Review VURC requirements
- Know how to record VURC skills scores at V5RC events
VEX U Robotics Competition
The REC Foundation’s VURC program is for students engaged in post-secondary robotic programs. Many of these students have formerly competed in the VIQRC and V5RC 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 VURC teams for your V5RC or VIQRC event. VURC tournaments are typically held in areas that contain a higher density of VURC teams. Your RSM can help you determine if a VURC event is appropriate for your region. VURC tournaments are typically smaller than V5RC events and are held using the same fields and game elements. VURC EPs should follow the general guidelines for hosting a V5RC event; however, there are some rule changes specific to VURC.
Read the REC Library documents on Hosting a VURC Event and Recording VURC Skills Scores at V5RC Events, and Section 6: “VEX U” in the V5RC game manual.
- Learn how Event Partners and VURC teams can help each other
- Review the process to submit VURC skills scores
- Discover how the game rules typically change for VURC teams
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
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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 the VEX Robotics World Championship. 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 Robotics World Championship
Once you’re done, return here to check your understanding of what you’ve learned.
Quiz
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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. To translate this exam into a language other than English, use the translation options built into your browser. 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 36 of 44 questions answered correctly). Also, this certification course is only the first step in becoming an Event Partner and running an event. Once you're certified, reach out to your REC Foundation Regional Support Manager to discuss next steps.
Certificates are emailed approximately once per week, and will be sent to the email address entered during the exam. You can confirm your status as a Certified Event Partner by contacting your REC Foundation Regional Support Manager.
Need to reach us about a course or certification? Email us at volunteercerts@recf.org.