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Presents
VEX Robotics Competition
Event Partner Training
CONTENTS Page 1 of 3
• Chapter 1 – Getting Started (Slides 4 - 34 )
• What is an Event Partner (EP)?
• Your Regional Support Manager (RSM)
• Getting Started document for EP’s
• Web based resource previews and bookmarks
• How to work in RobotEvents.com (admin site)
• Event Partner Capabilities
• VEX Robotics.com (Portal/VRC Event Partner)
CONTENTS Page 2 of 3
• Chapter 2 - Resources, a quick look (Slides 35 - 47)
• What do I need?
• Worksheets that help you identify scope for;
• Volunteers
• T-shirts and or polo’s
• Food
• Budget
• Event Partner Support Kits
• What is included?
• What are the qualifications?
• How do I get them?
CONTENTS Page 3 of 3
• Chapter 3 – Logistics Part 1 (Slides 48 - 61)
• Layout considerations and options
• Timeline
• Awards
• Qualification Criteria for the World Championship
• Communications tools
• Chapter 4 – Logistics Part 2 (Slides 62 - 86)
• Volunteers
• Budget
• Judging
• Typical days schedule
• Organization and other items
Event Partners
• An Event Partner (EP) is a person who takes leadership responsibility to
organize others to produce an event for one or more of the VEX Robotics
Competition programs.
• VEX IQ Challenge (elementary and/or middle school)
• VEX Robotics Competition (middle and/or high school)
• VEX U (college or university level)
• Expectations of an EP are;
• Schedule an appropriate event for your program of interest.
• Collaborate with other EP’s in your area. See that your event fits into
the bigger picture.
• Organize, plan and execute the event using tools provided.
• Become an important part of these programs and be a key member for
the benefit of the students in your community.
• Participate in surveys and meetings to provide needed feedback for
program development.
Regional Support Manager
• Your Regional Support Manager (RSM) is your personal point of
contact for the region you live in.
• Find your RSM by using the Robotics Education & Competition
Foundation (REC Foundation) web sites “Contact Us” page.
• Your RSM will talk to you about the VEX Robotics Competition
programs in your area and explain how your involvement will
help support the programs of your choice in these areas.
• Your RSM can introduce you to other Event Partners (EP’s) in
your area to develop collaborative relationships. You are not
alone, learn and share with others who have similar interests.
Regional Support Manager
Event Partner “Getting Started ”
• The “Getting Started as a VRC Event Partner” document
exists to explain the steps to begin as an Event Partner (EP),
keep this handy as a reference document.
• It details these key items
• Creating needed accounts
• How to Set up an event
• Using VEX Robotics Event Partner status to obtain
equipment for events.
• This document will be provided to you by your RSM. Here
is what the beginning looks like….
Once you have followed the instructions in this document and created
your accounts, you will have access to the features in these 3 main sites.
http://content.vexrobotics.com/epdocs/VRC_EventPartner_GettingStarted-10122010.pdf
Primary Sources of Information
REC FOUNDATION
ROBOT EVENTS
VEX ROBOTICS
www.roboticseducation.org
No account required
www.robotevents.com
Account required
www.vexrobotics.com
Account required
INFORMATION
PROGRAM
PRODUCTS
• Staff Contacts
• Program Specifics
• Game Elements
• Resources
• Create/Manage events
• Competition Fields
• Scholarships
• Communicate event details • Trophy Packs
• Sponsors & Partners
• Team Registration
• EP Support kits
• STEM Hall of Fame
• Post results of your event
• Technical Documents
• Team Grants
• On Line Challenges
• Forums
• VRC Event Documents
• Contact teams in state
• Team Equipment
http://roboticseducation.org
http://robotevents.com/
http://vexrobotics.com
http://www.roboticseducation.org/vex-roboticscompetitionvrc/game-day-running-an-event/
Creating a New Account in Robot Events
3
Enter new log-in
2
1
Select
Fill it out
CAUTION!
• When Creating an Event for the first time do not
select the “Submit” button at the page bottom…
…until you have gone through ALL of the Tabs.
Event Partner Capabilities
in Robot Events
•Create new events
•See the teams in your state
•See what teams are registered for your events
•Add/Delete/Mark as paid
•Reports
•Registration Report.csv
•Tournament Manager Software Import Report.csv
•Awards
•Edit Event Awards
•Award Winners (Post results after your event)
Event Partner Considerations
• Make your event listing as informative as possible to draw
teams to it.
• How can you differentiate your event from others?
• What can you do to build a reputation that makes teams
want to return? “Brand” your event.
• Get to know the other event partners in your region, talk
to them now about next years schedule. Avoid same or
adjacent dates. Work together and compromise to
develop an event schedule that benefits all and builds a
stronger program in a country, state or region.
To Create an Event, I log into my account at
http://admin.robotevents.com/
Begin on the home page.
1
2
Select the appropriate program
3
Fill information into the fields. An
asterisk designates a required field.
Event Partner Capabilities
“Creating an Event
Page 5 of the “Getting Started as a VRC Event Partner” document begins a
step by step guide describing every field entry and purpose.
Event Partner Capabilities
“Teams in Your State”
Event Partner Capabilities
“Teams Registered in Your Event”
Event Partner Capabilities
“Editing and Accounting”
When Editing an Event
• You may Add a team to the event
• You may Remove a team from the event
• You may mark a team as paid (once you do
this the team cannot pay on-line, they will
have to arrange to pay you directly)
• Obtain the Team’s “PDF” information sheet
Team’s “PDF” Information Sheet
Qualification Levels
Event Partner Capabilities
Registration Report.csv
Event Partner Capabilities
“Awards”
BEFORE the event - You can show what awards the
event you are running is likely to present.
AFTER the event – You can quickly and automatically
post all of the events award winners.
• Award winners who qualify for special events will
receive invitations as a result of these result postings.
You need to post ASAP. (Upload before shutdown)
•
The event date starts the clock for qualifiers to register for the WC. Do not take time away from the teams because of
your delay to post them.
Adding Awards
Editing Event Awards
Award Winners
Awards Finalization
If awards need to be edited, you must select
“No” to un-finalize the awards.
www.vexrobotics.com
https://www.vexrobotics.com/customer/ac
count/
http://www.vexrobotics.com/event-partners
Chapter 2 – Resources, a Quick Look
•
•
•
•
Field and Volunteer Estimator
Field Costs Retail Pricing
Field Assistance for Event Partners
Volunteer Cost Estimator
Resources Quick Look
Field and Volunteer Estimator
Total # of
# of
# of
# of Fields
# of
Competition Practice Skills (Green
Teams
Fields
Fields Fields highlight)
12
13
14
15
16
17
18
19
20
21
22
23
24
1
1
1
1
1
1
1
1
1
1
1
1
1
2
2
2
2
2
1
1
1
1
1
1
1
1
1
0
1
1
1
1
2
2
2
2
2
2
2
2
2
Volunteers
due to
# of Volunteer
scale of
TOTAL
Teams base count Judges
event
Volunteers
12
13
14
15
16
17
18
19
20
21
22
23
24
11
11
11
11
12
12
12
12
13
13
13
13
13
4
4
4
6
6
6
6
6
6
6
6
6
6
0
0
0
0
4
4
4
4
4
4
4
4
4
15
15
15
17
22
22
22
22
23
23
23
23
23
Resources Quick Look
Field Costs Retail Pricing
VEX ROBOTICS 2014 RETAIL PRICING
AVAILABLE COMPETITION FIELD COMPONENTS
ITEM DESCRIPTION
PART NUMBER
RETAIL
UNIT
COST QUANTITY
VEX Field perimeter
278-1501
$799.99
1
$799.99
VEX Field Tiles
278-1502
$189.99
1
$189.99
VEXnet Field Control System
275-1401
$149.99
1
$149.99
VRC Game Elements
276-2274
$499.99
1
$499.99
VRC Robot Sizing Tool
276-2086
$39.99
1
$39.99
Field Monitor Stand
276-1572
$39.99
1
$39.99
TOTAL
SubTotal $1,719.94
Resources Quick Look
Field Assistance for Event Partners
SMALL VEX EVENTS (16 to 23 teams)
COMPETITION FIELD
ITEM DESCRIPTION
VEX Field perimeter
VEX Field Tiles
VEXnet Field Control System
VRC Robot Sizing Tool
Field monitor stand
VRC Game Elements
UNIT COST
$799.99
$189.99
$149.99
$39.99
$39.99
Discount
$200.00
$0.00
$0.00
$0.00
$0.00
TOTAL
$599.99
$189.99
$149.99
$39.99
$39.99
$499.99
$250.00
Sub-Total
$249.99
$1,269.94
Resources Quick look
Volunteer Cost Estimate
VOLUNTEER COST ESTIMATOR
(this illustration is based on a 24 team event)
Insert the price you expect to pay for a Polo shirt with colar
$18.00
Insert the price you expect to pay for a volunteer T-shirt
$6.00
Insert the amount you expect to spend for food on PC members, Judges and VIP's
$15.00
Insert the amount you expect to spend for food on other Volunteers
$12.00
Count
Planning Committee
6
Shirt
$18.00
Food
$15.00
Other $ per person
Total
0
$33.00
$198.00
insert # from
estimator-->
6
$18.00
$15.00
0
$33.00
$198.00
insert # from
estimator-->
17
$6.00
$12.00
0
$18.00
$306.00
Judges
Volunteers
Grand Total
$702.00
Event Partner Support Discounts
Competition Game Elements
Value $499.99
Event Partner Support Kit
Standard Trophy Pack
(4) VRC-TROPHY-12-10
(3) VRC-TROPHY-10-10
(1) VRC-PLATE-PK1
Scoring Software (downloadable)
Large Entry Banner
Scoring Table Banner
Event Partner Support Kit
Standard Trophy Pack
Value $249.99
Resources Quick look
2014-15 Trophy Packs
AWARD NAME
TEAM AWARDS
Tournament Champions
Excellence
Design
Sportsmanship/Volunteer
Judges
Amaze
Build
Create
Energy
Think
Innovate
Finalists
Robot Skills
Programming Skills
Standard Trophy
Pack
$249.99
12" (3)
12"
10”
10”
10”
Judge
Expansion
$189.99
Robot
Expansion
$169.99
10”
10”
10”
10”
10”
10”
10" (3)
10”
10”
Resources Quick look
Award Certificates
Award certificates can be printed with Tournament Manager Software
Event Partner Support Kit
Banners
Value $200.00
Event Partner Support Kit
Base Trophy Pack
(4) VRC-TROPHY-12-10
(2) VRC-TROPHY-10-10
(1) VRC-PLATE-PK1
Scoring Software (downloadable)
Large Entry Banner
Scoring Table Banner
To Get Your EP Support Kit
•
•
•
•
Register your event in Robot Events
Encourage teams to sign up for the event
Notify your RSM when registrations reach 16
Your RSM will provide you with a code # and
instructions to redeem it.
• Order your kits within 2 weeks of requesting it
Chapter 3 – Logistics Issues
For a small 16 to 24 team event.
• Logistics (Slides 48 - )
• Layout considerations and options
• Timeline
• Awards and Judging
• Communications tools
Space Requirements
For a small 16 to 24 team event.
• Designate a “Pit” space (table and 2 chairs) for each team
attending, also provide a power source within 15 feet of
each team. Save on extension cords and tell every team in
advance to bring a 25’ cord and power strip in case they
need them. Rule of thumb 200sq ft per team will provide
ample space for teams, aisles and practice fields in an area.
• A set of competition fields needs a target of 1,500sq ft in
addition (min 1,000).
• Try to keep all teams in the same area, if teams are split up
make sure you can communicate with all of them at the
same time through a PA system.
Space Requirements
A/V and Emcee Tips
For a small 16 to 24 team event.
• Competition fields need to be near public seating. Small events
can rely on “line-of-sight” viewing, but consider video screens to
enhance the spectator experience.
• Larger sites should use video to help the spectators see more of
the action. Camera operators need not do too much “close-up”
work.
• Don’t forget audio system as people need to hear the emcee
and all announcements. DJ should also be able to adjust the
music volume independent of the emcee. These two people
need to work together.
• Emcee’s have a document to assist them titled “Emcee
Guidelines”. TMS can print an “Announcers list”.
Space Requirements
Typical Basketball Court
Pit Spaces with
Tables, chairs &
power drops for
each team
PF
Backdrop
screen
Bleachers
Space Requirements
Layout Options for Consideration
• A document named “Sample Event Layouts” found in the VRC
Event Documents window of the web provides a range of
options to consider depending on the types of space available
for consideration.
Layout Resources
Timeline
6 Month Period
Create &
Post Your
Event
Order
equipment
for your
event
Encourage team development
and help get them registered
for your event
Make initial
volunteer
assignments
6 month timeline
Assemble
Planning
Team
Schedule all
purchased
services
Begin Recruiting
Key Volunteers
Recruit
remaining
volunteers
Order
shirts for
volunteers
Event
Day
Timeline
6 Week Period
Close
registration?
Setup
and test
the field
Order
food
Event
setup
Thank your
volunteers
Deadline to
post event
results
6 week timeline
Put training
materials in the
hands of
volunteers
Running a 2 hour
scrimmage is a
great way to
train the team
Event
Day
Complete any followup items & set next
years dates!
Timelines Combined
Create &
Post Your
Event
Order
equipment
for your
event
Encourage team development
and help get them registered
for your event
Make initial
volunteer
assignments
6 month timeline
Assemble
Planning
Team
Schedule all
purchased
services
Close
registration?
Begin Recruiting
Key Volunteers
Setup
and test
the field
Recruit
remaining
volunteers
Order
food
Event
setup
Order
shirts for
volunteers
Thank your
volunteers
Event
Day
Deadline to
post event
results
6 week timeline
Put training
materials in the
hands of
volunteers
Running a 2 hour
scrimmage is a
great way to
train the team
Event
Day
Complete any followup items & set next
years dates!
List of Awards
Amaze
Build
Community
Cooperate
Create
Design
Educate
Energy
Excellence
Future
Innovate
TEAM AWARDS
Inspire
Judges
Sportsmanship
Service
Teamwork
Think
Tournament Champions
Tournament Finalists
Programming Skills Winner
Robot Skills Winner
List of Awards
INDIVIDUAL AWARDS
Mentor of the Year
Partner of the Year
Teacher of the Year
Volunteer of the Year
World Championship Qualifying Criteria
There are documents that guide the setup of all events. In 2014-15 the qualification
spots are also broken down by program and in most cases, age divisions. For many
states, provinces or countries there are now 3 “levels” that events take place for.
These are;
• Teams playing the game at a local level to qualify for a state, province or country
championship event.
• Teams playing the game at a state, province or country event who are qualifying
for the world championship. (It is becoming increasingly rare for a team to qualify
directly to the world championship from a single or local event.)
• The World Championship.
2015 VRC World Championship qualifying spots:
There are three ways teams can qualify for the 2015 VRC World Championship:
• Official Qualifying Tournaments
• Skills Challenges
• Official Qualifying Leagues.
World Championship Qualifying Criteria
Communications Tools
• Event Partner documents
•http://www.roboticseducation.org/vex-roboticscompetitionvrc/game-day-running-an-event/
•Event Partner “blasts” (more frequent during Aug thru March)
•Sent to email address provided by EP at sign-up
•Email Archives of past EP Blasts are found at VEX Forums/VRC
Event Partners
• On-line Forum tools for Event Partners
• Official VRC Skyrise Q&A (Open to public)
•Public Relations and Media Resources
Volunteers
Reference Document Available
http://content.vexrobotics.com/epdocs/Volunteer-Descriptions.pdf
Volunteers
Planning Committee Team
• Event Director
– Facility Coordinator
– Logistics Coordinator
•
•
•
•
Volunteer Coordinator
Pit Coordinator
Competition Coordinator
Judge Coordinator
Volunteers
Field Positions
Volunteers
Field Positions
QM, QA, QA
R
FA
FA
FTA
Field 1
A
FC
FM
R
HR
E
E
Camera
S
FA
FA
FTA
Field 2
R
Volunteers
Assignments
VEX Robotics Competition Volunteer Staffing - Event Name, Date, Location
Volunteer Position
Time Volunteer Name
Event Director
Facilities Coordinator
Logistics Coordinator
VOLUNTEER COORDINATOR
Volunteer Coordinator Assistant
Volunteer "Food" Assistant
Registration/Check In Table
Welcome/Information Table
PIT COORDINATOR
Pit Manager
Pit Assistant
Pit Runner
VEX-Volunteer-Staffing-Sheet-Day-Event-.xls
Sat Confirmed
Volunteers
• Solicit for position preference
• Identify needed skill sets
– Field Technical Advisor
– Field Control/Scorekeeper
– Judges
• Make assignments 1-2 weeks in advance
• Training
Volunteers
Field Technical Advisor
• A key technical role that needs to be developed
locally to support the teams at your events.
• Helps troubleshoot robots that don’t work.
• Needs to understand proper programming
requirements for easyC and RobotC software.
• Can also help troubleshoot any potential “field
control system” issues.
Volunteer Training
VEX Volunteer Training Document-Field Mgt.docx
Volunteers
VEX Volunteer Training Document-Field Mgt.docx
Volunteers
Scorekeepers Duties
• Update and certify team registration list is
correct.
• Setup tournament and create schedule blocks
• Generate schedules
• Test field controls
• Run matches
• Post scores
• Capture all results and back-up data files
Volunteers
Pit Administration Booth
• Team Check-in
• Volunteer Check-in
• Information Handouts
– Schedules
– Team Lists
– Facility & Pit Maps (if needed)
– Product Info
Volunteers
Other Volunteer Support Documents
•
•
•
•
•
•
•
Inspection Checklist
Inspector's Guide
easyC Software Inspection – Crystals
easyC Software Inspection – VEXnet
Referee's Guide
Referee Score Sheet
VRC Q&A Forum Export
http://www.vexrobotics.com/vrc_epdocs
Budget Considerations
•
•
•
•
•
•
•
Facility
Field Equipment
Production A/V & Music
Volunteer Food & Shirts
Programs & Advertising
Awards
Branding your event
A Sample Budget
page 1 of 2
Most line items are placeholders to make you think about things to consider. Few are required.
AREA
Site Logistics
ITEM
Tables & chairs, provided by school
Pipe & drape
Facility rental
Event insurance
Janitorial services
COST PER
BUDGETED
ITEM
NUMBER
COST
$300
1
1
1
1
$300
$0
$200
$250
$1,080
$150
borrowed
1
1
$1,080
$150
$200
$250
Vex Tournament Field
Complete field set (with discounts)
Shipping
Video Cameras
Volunteer Recognition
Shirts - Judges
Shirts - Referees
Shirts - Staff
T-Shirts - Volunteers
Meals
$20.00
$20.00
$20.00
$6.00
$30.00
8
3
6
24
10
$160
$60
$120
$144
$300
Marketing & Music
Program Books
Photographer
Event DJ
$2.00
donated
$400.00
125
$250
$0
$400
1
A Sample Budget
page 2 of 2
Most line items are placeholders to make you think about things to consider. Few are required.
AREA
Team Recognition
Miscellaneous Expenses
ITEM
COST PER
BUDGETED
ITEM
NUMBER
COST
Standard Trophy Pack
$249.99
1
free
Shipping & handling
$50.00
1
$50.00
Award Certificates
12 x 10
0.75
$90.00
Clipboards/Ink & paper
$100.00
Folders and file containers
$80.00
Budgeted expenses
INCOME
Sponsors ($1,000 ea)
Team event registration fees
$3,734.00
1000
2
$2,000.00
75
24
$1,800.00
Total Income
$3,800.00
Total Expenses
$3,734.00
Balance
$66.00
Judging Options for Your
VEX Robotics Competition Event
Judging Process Options
In the Pits
AM Scheduled Interviews
Judges seek out teams one at a time
15 minute interview blocks (10/5)
2 judges for every 8-12 teams
2 judges for every 6 teams
Unequal participation
All teams get the same chance
Discussions in the pits
A classroom or space for every 6 teams
Ok for fewer awards
Supports more award decisions
Judging Materials
• Judges Handbook
– http://www.roboticseducation.org/documents/20
14/06/local-judges-guide-vex-roboticscompetition.pdf
• Awards Appendix
– http://www.roboticseducation.org/documents/20
14/06/skyrise-appendix-d-awards.pdf
• Schedule Template
– Schedule-morning interviews template.xlsx
Event Considerations
• Create a quality play experience for teams
• Provide teams with a minimum of 6 qualification
matches but shoot for 7 or even 8. (Don’t cycle teams
faster then 1 match per 30 minutes on average.)
• Make judges visible at your event, show teams that
there are other ways to be acknowledged at an event
besides robot performance.
• Make an effort to offer skills challenges to all teams.
This increases qualification opportunities.
• Organize your staff to run the event on schedule.
• Get a good emcee and music to create an energetic
atmosphere. Have the emcee educate the audience.
Typical Full Day Schedule
•
•
•
•
•
•
•
•
•
7:30 AM Doors Open
8:00 AM Check-In, Inspections, Interviews?
8:30 AM Practice Fields Open
9:45 AM Team Meeting, Distribute Schedules
10:00 AM Official Opening Ceremony
10:15 AM Qualification Rounds Begin
3:00 PM Elimination Matches Begin
5:00 PM Awards Ceremony
5:30 PM Venue Closed
Schedule Considerations
• Most events are single day events of 8-9 hours.
• Starting and stopping matches for breaks can cause delays
in your day if you are not diligent about managing time.
• During qualification rounds the schedule should target to
get teams an ideal of 8 matches, a target of 7 and if there
are many teams a minimum of 6.
• Can you relieve volunteers for breaks instead of shutting
the whole process down?
• A lunch shutdown puts a huge surge on the food service
you are using, be sure they can handle the rush.
• If minimizing time for awards is important, plan to integrate
awards distribution with robot matches as you reach the
semi-finals and finals.
Game Rules
Forum Updates
League Play
Event Management-Helpful Files
•
•
•
•
•
•
Release Form
Inspection instructions and forms
Team Meeting Notes
Link to VEXnet Documentation
Robot Start Up Sequence
2015 WC Qualifying Criteria
Organizing Documentation
“Keep one set handy”
• Purchase two 1-1/2” binders
– One for game rules & Forum Q&A
– One for event organization
•
•
•
•
OR put it all on an iPad!
Judges Handbooks
Referee & Inspection Guides
Scorekeepers Manual w/TMS guides