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  4. Live Remote Skills

Event Partner Guide to Live Remote Skills

This Guide is intended to help an Event Partner host a Live Remote Skills-Only Event. This is not an exhaustive help guide and does not replace the Game Manual or Official Q&A.

Create a Live Remote Skills Only (LRS) Event

Create the event on RobotEvents.com with the proper verbiage and safety protocols. Example
events that REC FOUNDATION created/hosted from which you can copy/paste:

  • VRC “Event Name” Live Remote Skills Only (MS/HS)
  • VIQC “Event Name” Live Remote Skills Only (ES/MS)

LRS Registration Email Template

Here is a sample email that can be sent out in the Contact Information tab:

Welcome to the {EVENT NAME} Remote Event! Read below for the steps in getting your team competing. For starters, please go to {Link to Google Sheet} and sign up on {Enter Number of Skills Slots} time slot(s) for Skills Competition. At least one adult who is not a team member must initiate the call and remain visible on the screen during the interview.

  • Mandatory: All participants (In-person and Remote) must have a Participant Release Form on file. It is the responsibility of the Team’s Primary Contact to make sure this occurs.
  • Inspection: Two options (More details in the email leading up to the event.)
    • Preferred Inspection Time: {Date, Time, Time Zone}
    • Inspect during your Skills Session time slot. No additional time will be given to complete the Inspection.
  • Remote Skills: You need:
    • (VRC/VEX U Only) One Competition Switch, Field Controller setup with Tournament Manager, or an extra V5 Brain
    • Tool for sizing (VEX measuring tool or equivalent, measuring tape, etc.)
    • Webcam(s) with {Event Steaming Platform Name} capability. One webcam is permissible if it can view the whole field as well as move around the field via the Head Ref's instructions. Otherwise, additional webcams are needed to accomplish these tasks. Webcams need to log into the event at least 5 minutes before your time slot. Teams should carefully review the game manuals regarding team requirements for Remote Skills Matches.

LRS Event Logistics

  • Work with the Event Engagement Manager to get the event approved.
  • Recruit a certified Head Referee that is available to inspect and referee remotely.
  • Use tools to create your sign ups for Skills matches.
  • Create a webcam conferencing model using an online video conferencing program of your choice. Review the Game Manual and Judge Guide Addendum for requirements and guidelines.
    • The minimum event staff must include one (1) Event Partner and at least one (1) certified Head Referee.
    • At all times, there must be a minimum of (2) Adults over the age of 18 in the remote meeting environment before Students are allowed to connect. One of those Adults must be the Event Partner.
    • The Team’s Primary Contact, or another designated Adult Team contact (over the age of 18), must be present in the remote meeting environment throughout the duration of the scheduled time for that Team. The Team’s Primary Contact will be responsible for providing the Adult representative’s contact information to the Event Partner prior to the event.
    • EP has an approved Background Check on file. The EP is required to be present at all times students are present.
      • EP + Head Referee + Team + Team Adult for Robot Skills Runs
    • Best Practices:
      • Test all components and cameras.
      • Test the internet connection reliability.
      • Assign a student to assist with details.
      • Create a simple checklist.

LRS Event - Two Weeks Out

  • Test all electronics again.
  • Check the camera view.
  • Send an update message to confirm the team is attending.
  • Verify that the team has an assigned or selected time slot.
  • Remind all teams about the Time Zone considerations.
  • Send out a reminder to Coaches (Primary Contacts) that are registered for the event and not yet scheduled on the sign-up system.
  • Test your webcam conferencing system with a volunteer team. Consider taking this session as an opportunity to do a walkthrough with your volunteers.

Example email to send to teams:

Hello Teams, The event is almost here! We are excited to host you on {Insert Date}. Teams should carefully review the game manuals regarding requirements for Live Remote Skills Only events. Important Note: The Team’s Primary Contact, or another designated Adult Team contact (over the age of 18), must be present in the remote meeting environment throughout the duration of the scheduled Robot Skills time for that Team.

  • Webcam norms. The following webcam norms are required of all users of the event link. Failure to comply with the norms results in removal from the event.
    • Arrive at least 5-10 minutes before your scheduled session so that the Head Ref can immediately transition between teams.
    • All webcams and microphones are off until the Head Referee recognizes the start of your team’s session.
    • All webcams and microphones are on during your team’s session.
    • All webcams and microphones are turned back off immediately at the end of your team’s session.
    • Team coach (Primary Contact or other adult who is not a team member) is present throughout the entire Robot Skills session.
  • Chat norms.
    • Any event related questions should be addressed only to the event organizers.
    • Head Referees will not address rule related questions or clarifications in the chat. Teams should ask the Head Referee questions during their session time as they would at an in person event.
  • Event Link. The following link is not for public use {optional: and all audio/video for Robot Skills matches is recorded via this link}.
    • Please do not share the link outside of your team. This cuts down on total bandwidth.
    • Note: The event staff will log on and off throughout the day of the event to facilitate different items. Total attendance is expected to fluctuate.
    • Event Link: {Insert Link}
    • This meeting is locked with a password: {Insert Password}
  • Inspection – Two options • Inspection on {Insert Date, Time, Time Zone}. Teams are highly encouraged to get their robots inspected during this time so the teams can fully utilize the Skills Session for the six (6) skills runs.
    • Log in to {Insert Link} any time from {Insert Time} and a Head Ref can get your robot inspected.
    • Put your team number in the chat when you arrive. We will inspect using that list - First come, first inspected.
  • Inspect during your Session time slot.
  • For both options expect:
    • At the beginning of your inspection the Head Referee will go through the {VIQC Inspection Checklist or VRC Inspection Checklist or VEX U Inspection Checklist}.
    • Review this checklist prior to the event to ensure your robot will pass. This will give more time for conducting your Robot Skills matches.
    • Be prepared to demonstrate legal sizing using a {VIQC Sizing Tool or VRC Sizing Tool} or an equivalent method.
    • Your license plates will need to be attached during the inspection process.
  • Running Robot Skills Matches (VRC/VEX U Only)
    • Teams will be responsible for starting and stopping their Robot Skills matches. This can be done using the following methods:
      • VEXnet Competition Switch: Teams will plug their controller into one of the VEXnet Competition Switch ports and assign someone to enable and disable the robot during the match.
      • Field Controller setup with Tournament Manager: Organizations that are familiar with Tournament Manager and have the VEXnet Field Control Kit can start and stop matches using the Tournament Manager software.
      • Note: The teams will be using Tournament Manager rather than the EP or Head Referee to start and stop matches.
      • Using an extra V5 Brain: See this VEX Knowledge Base article on how to run a Robot Skills Match using a V5 Brain. This needs to be a separate V5 brain (not the one on the robot in the match).
      • Match Timer Display: A Stopwatch/Tournament Manager display that shows the match time must be on video the entire time during the match. Consider using the VRC Hub app on a mobile device for this activity.
  • Running Robot Skills Matches (VIQC)
    • Teams will be responsible for starting and stopping their Robot Skills matches similar to an in person event.
      • Match Timer Display: A Stopwatch/Tournament Manager display that shows the match time must be on video the entire time during the match. Consider using the {VIQC or VRC} Hub app on a mobile device for this activity.
    • Important Tip! Practice running this setup prior to the event day to ensure your teams are ready to compete and have the necessary equipment. If there are any concerns or questions about the equipment needed to participate, please contact us as soon as possible.

LRS Event - One Week Out

  • Open webcam conference system 15-30 minutes prior to the Interviews.
  • Confirm that the Event Partner or designated Event Administrator, who has passed their REC Foundation background check, is present during each Robot Skills match
  • Send out a reminder to Coaches that are registered for the event and not yet scheduled on the sign-up system.
  • Send out instructions for teams to include what to expect the day of the event and judging days. The email from Two Weeks Out (above) is a good template.
  • Review with your Head Referee the process for Inspection and running Robot Skills matches
  • Print active attendee lists.
  • Practice the webcam conference system.

LRS Event - Day of Event

  • Create the event in Tournament Manager (TM) exactly the same way as would be done for a tournament, except DO NOT create a match schedule. Be sure to enter the Event Code and TM code in the TM setup wizard.
  • Record skills scores in TM exactly the same way as would be done during a tournament.
  • Open webcam conference system 15-30 minutes prior to the Skills Only event..
  • Event Partner should be on Skills Runs Sessions to maintain pacing and ensure two adults are on the call at all times per the Game Manual guidelines*.
  • Tip: Have a volunteer designated to maintain appropriate language and to handle team questions regarding scheduling, the inspection process, etc. The EP needs to answer questions specific to the event. Any questions regarding the game rules should be asked by the student team members and addressed to the Head Referee during their session time or at an alternative time suggested by the Head Referee.
  • Head Referee to verify Skills scores and work with the EP to ensure they are entered into TM.
  • EP to enter final award winners into TM and upload/finalize results to RobotEvents.com.

LRS Event - Disclaimer

Student Safety Policy for Remote Events: Event Partners and organizations conducting remote events or workshops shall review applicable laws and regulations regarding the protection of student privacy and safety in an online environment. The REC Foundation requires a minimum of two (2) adults over the age of 18 in the online meeting environment before students are allowed to connect. One of these adults must be the EP and the other is the team’s Primary Contact or another designated team contact that is not a team member. Both shall be present in the online meeting environment throughout the duration of the scheduled time for that team.