LRT Event Initialization
Verify Team List
Prior to event setup, the EP must verify the accuracy of the team list on RobotEvents.com. If a team does not appear on the team list in RobotEvents.com, they will not receive notifications in remote.robotevents.com to join the inspection room or the actual event. Each team’s attendance should be verified as a part of inspection and confirmed the day of an event. Any teams that do not pass inspection should not be included in the team list for the event. Teams who are marked as having failed inspection in the LRT system will be automatically removed from the team list and will not appear in the match schedule. This will be discussed in detail in the inspection section below. Event Partners can remove teams from the team list by going to the admin portal on RobotEvents.com and transferring them to the waitlist using the "Add to Waitlist" button on the "Registered Teams" pane as shown below.
Logging into the Tournament
When you are ready to start your event, all event volunteers should go to remote.robotevents.com and click on “Login as an Event Partner” rather than specifying a team name. All volunteers should use this button to log into the event.
Note: If someone is both a volunteer and has a team in the event, they will need two separate computers, one to log in as a team, and the other to log in as an Event Partner/Volunteer.
Selecting Audio and Video Inputs
Once you have logged into remote.robotevents.com, you will be asked to connect your audio and video preferences. At this time, you will have to choose/connect an audio input such as a microphone (please be aware of your microphone and mute yourself unless you are talking to the teams) but can select “None” for video. All volunteers require a microphone in order to connect to the event. Note: The Match Controller and Head Referee roles do not need to appear on camera and do not need dedicated webcams.
Open the Tournament
Once you are logged in as the Event Partner, a list of LRT events that your account has access to will appear. Click “OPEN” on your event that will be running on that day. Note: If your event does not appear within the list, be sure to hit the “Refresh Events” button to pull in the most recent data from Robot Events. If your event still fails to appear, the EP should go back to the Event setup page and be sure you have event format as “Remote."
Set up Event Variables
Once the event has been Opened, the Event Partner should set up the event by selecting the time allotted between matches, the number of matches, and other event details as shown below.
Note: The event date in the LRT system must match the date on RobotEvents. If the event is postponed, the event date in RobotEvents must be changed prior to the start of the LRT. The date and time in this setup window correspond to the start time of the first practice match for the event. If the event does not have practice matches, the time corresponds to the start time of the first qualification match.
Note: The time is measured in seconds. The time between matches is not the same as the “match cycle time” used in Tournament Manager. Match cycle time can be calculated by adding the match duration and the time between matches. The Event Partner can select the number of practice and qualification matches each team will play in the event. Due to the nature of this format, it is recommended that Event Partners give teams at least one practice match. This will give teams the opportunity to troubleshoot potential technical issues before their qualification matches.
IMPORTANT: When scheduling the number of Alliances in your Live Remote Tournament, please keep in mind that due to the nature of this format, teams that lose connection will be unable to participate in the finals/elimination matches, hindering the progress of the event. As such, Event Partners should be conservative when configuring the number of teams that will move on to Finals/Eliminations, setting that number to fewer than the total number of teams in the event. The LRT system allows you to host an event spanning multiple days. This type of event can be configured in this setup window by checking the ‘Use custom time blocks?’ box. Custom time blocks allow you to configure multiple start times for their event, as shown below.
The example above shows an event which is configured to run over the course of two days. Block 1 starts on 9/1 and includes 1 practice match and 2 qualification matches for each team. Block 2 starts on 9/2 and includes 3 qualification matches for each team. This feature can also be used to build in breaks for one- day events, such as a lunch break.
Once all the settings have been configured, click ‘Save & Finalize Schedule,’ which will take you to the Setup Lobby. These settings can be modified in the setup lobby, but you should discuss these numbers with your Event Engagement Manager before moving on.
Event Setup Lobby
After finalizing the initial setup, you will be taken to the Setup Lobby. In the setup lobby, you can conduct inspections, generate match schedules, and edit the information from the initial setup.
The EP view of the setup lobby. The numbered items are described below.
- Begin Inspection: The begin inspection button will open the inspection lobby to teams and volunteers. Teams are not able to access the inspection rooms via remote.robotevents.com until this button is pressed.
- Go to Inspection: This button will take the EP to the inspection lobby.
- Generate New Schedule: This button will generate a match schedule for the event using the settings configured in the initial setup. This button can be pressed multiple times and will regenerate a new match schedule each time. Note: Teams who have not been marked as passed inspection within LRT will not show up in a generated match schedule. As such, EPs should ensure that all teams who should be are marked as passed inspection are marked before generating a match schedule.
- Start Division: This button will start the event. BE AWARE: Once this button is pressed, teams can no longer be inspected, the match schedule cannot be altered, initial settings cannot be changed, and teams cannot be added or removed from the event. EPs should ensure that all teams have passed inspection and appear in the match schedule, and all settings are configured properly BEFORE proceeding beyond this point.
- Additional Settings: These additional settings allow the user to enable best of 3 rounds for elimination matches, change the event start time, and change the number of practice or qualification matches each team plays. Best of 3 rounds for elimination matches can be enabled for any, all, or none of the elimination rounds.