Presents
VEX Robotics CompetitionEvent Partner Training
• 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 1 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 2 of 3
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….
http://content.vexrobotics.com/epdocs/VRC_EventPartner_GettingStarted-10122010.pdf
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.
REC FOUNDATIONwww.roboticseducation.org
No account required
ROBOT EVENTSwww.robotevents.com
Account required
VEX ROBOTICSwww.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
Primary Sources of Information
http://roboticseducation.org
http://robotevents.com/
http://vexrobotics.com
http://www.roboticseducation.org/vex-robotics-competitionvrc/game-day-running-an-event/
Creating a New Account in Robot Events
1
2
3
Select
Fill it out
Enter new log-in
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 athttp://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 CapabilitiesRegistration 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/account/
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 LookField and Volunteer Estimator
# of Teams
# of Competition
Fields
# of Practice Fields
# of Skills Fields
Total # of Fields (Green
highlight)# of
TeamsVolunteer
base count Judges
Volunteers due to
scale of event
TOTAL Volunteers
12 1 1 12 11 4 0 1513 1 1 13 11 4 0 1514 1 1 14 11 4 0 1515 1 1 15 11 6 0 1716 1 1 2 16 12 6 4 2217 1 1 2 17 12 6 4 2218 1 1 2 18 12 6 4 2219 1 1 2 19 12 6 4 2220 1 2 1 2 20 13 6 4 2321 1 2 1 2 21 13 6 4 2322 1 2 1 2 22 13 6 4 2323 1 2 1 2 23 13 6 4 2324 1 2 1 0 2 24 13 6 4 23
Resources Quick LookField Costs Retail Pricing
VEX ROBOTICS 2014 RETAIL PRICING
AVAILABLE COMPETITION FIELD COMPONENTS RETAIL
ITEM DESCRIPTION PART NUMBERUNIT COST QUANTITY TOTAL
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
Sub-Total $1,719.94
Resources Quick LookField Assistance for Event Partners
SMALL VEX EVENTS (16 to 23 teams)
COMPETITION FIELD
ITEM DESCRIPTION UNIT COST Discount TOTAL
VEX Field perimeter $799.99 $200.00 $599.99
VEX Field Tiles $189.99 $0.00 $189.99
VEXnet Field Control System $149.99 $0.00 $149.99
VRC Robot Sizing Tool $39.99 $0.00 $39.99
Field monitor stand $39.99 $0.00 $39.99
VRC Game Elements $499.99 $250.00 $249.99
Sub-Total $1,269.94
Resources Quick lookVolunteer 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 $12.00
Count
Planning Committee Shirt Food Other$ per person Total
6 $18.00 $15.00 0 $33.00 $198.00
Judges
insert # from estimator--> 6 $18.00 $15.00 0 $33.00 $198.00
Volunteers
insert # from estimator--> 17 $6.00 $12.00 0 $18.00 $306.00
Grand Total $702.00
Event Partner Support DiscountsCompetition Game Elements
Value $499.99Discount price $249.99
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 BannerScoring Table Banner
Event Partner Support KitStandard Trophy Pack
Value $249.99
Resources Quick look2014-15 Trophy Packs
AWARD NAMEStandard Trophy
PackJudge
ExpansionRobot
ExpansionTEAM AWARDS $249.99 $189.99 $169.99
Tournament Champions 12" (3)Excellence 12"Design 10”Sportsmanship/Volunteer 10”Judges 10” Amaze 10”Build 10”Create 10”Energy 10”Think 10”Innovate 10”Finalists 10" (3)Robot Skills 10”Programming Skills 10”
Resources Quick lookAward Certificates
Award certificates can be printed with Tournament Manager Software
Event Partner Support KitBanners
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 BannerScoring Table Banner
FREEF o r e v e n t s w
i t h
1 6 t e a m s o r
m o r e .
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 RequirementsA/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 RequirementsTypical Basketball Court
Bleachers
A B
screen
Backdrop
Pit Spaces withTables, chairs & power drops for each team
PF
Space RequirementsLayout 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
Timeline6 Month Period
6 month timeline
EventDay
Encourage team development and help get them registered
for your event
Order equipment
for your event
Make initial volunteer
assignments
Assemble Planning
Team
Begin Recruiting Key Volunteers
Create & Post Your
Event
Recruit remaining volunteers
Order shirts for
volunteers
Schedule all purchased
services
Timeline6 Week Period
6 week timeline
EventDay
Setup and test the field
Put training materials in the
hands of volunteers
Close registration?
Complete any follow-up items & set next
years dates!
Event setup Thank your
volunteers
Deadline to post event
results
Running a 2 hour scrimmage is a
great way to train the team
Order food
Timelines Combined
6 month timeline
6 week timeline
EventDay
EventDay
Encourage team development and help get them registered
for your event
Order equipment
for your event
Make initial volunteer
assignments
Assemble Planning
Team
Begin Recruiting Key Volunteers
Create & Post Your
Event
Recruit remaining volunteers
Setup and test the field
Order shirts for
volunteers
Put training materials in the
hands of volunteers
Close registration?
Complete any follow-up items & set next
years dates!
Event setup Thank your
volunteers
Deadline to post event
results
Schedule all purchased
services
Running a 2 hour scrimmage is a
great way to train the team
Order food
List of Awards
TEAM AWARDSAmaze InspireBuild JudgesCommunity SportsmanshipCooperate ServiceCreate TeamworkDesign ThinkEducate Tournament Champions
Energy Tournament Finalists
Excellence Programming Skills WinnerFuture Robot Skills WinnerInnovate
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-robotics-competitionvrc/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
http://content.vexrobotics.com/epdocs/Volunteer-Descriptions.pdf
VolunteersReference Document Available
VolunteersPlanning Committee Team
• Event Director– Facility Coordinator– Logistics Coordinator
• Volunteer Coordinator• Pit Coordinator• Competition Coordinator• Judge Coordinator
VolunteersField Positions
VolunteersField Positions
Field 1
FAFA
FTA
R R
A FC S
FM
R HR
Field 2
E E
Camera
FAFA
FTA
QM, QA, QA
VolunteersAssignments
VEX-Volunteer-Staffing-Sheet-Day-Event-.xls
VEX Robotics Competition Volunteer Staffing - Event Name, Date, Location
Volunteer Position Time Volunteer Name Sat Confirmed
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
Volunteers
• Solicit for position preference• Identify needed skill sets
– Field Technical Advisor– Field Control/Scorekeeper– Judges
• Make assignments 1-2 weeks in advance• Training
VolunteersField 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.
VEX Volunteer Training Document-Field Mgt.docx
Volunteer Training
Volunteers
VEX Volunteer Training Document-Field Mgt.docx
VolunteersScorekeepers 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
VolunteersPit Administration Booth
• Team Check-in• Volunteer Check-in• Information Handouts
– Schedules– Team Lists– Facility & Pit Maps (if needed)– Product Info
VolunteersOther 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 Budgetpage 1 of 2
Most line items are placeholders to make you think about things to consider. Few are required.
AREA ITEMCOST PER
ITEM NUMBERBUDGETED
COST
Site Logistics Tables & chairs, provided by school
Pipe & drape $300 1 $300
Facility rental 1 $0
Event insurance $200 1 $200
Janitorial services $250 1 $250
Vex Tournament Field Complete field set (with discounts) $1,080 1 $1,080
Shipping $150 1 $150
Video Cameras borrowed
Volunteer Recognition Shirts - Judges $20.00 8 $160
Shirts - Referees $20.00 3 $60
Shirts - Staff $20.00 6 $120
T-Shirts - Volunteers $6.00 24 $144
Meals $30.00 10 $300
Marketing & Music Program Books $2.00 125 $250
Photographer donated $0
Event DJ $400.00 1 $400
A Sample Budgetpage 2 of 2
Most line items are placeholders to make you think about things to consider. Few are required.
AREA ITEMCOST PER
ITEM NUMBERBUDGETED
COST
Team Recognition Standard Trophy Pack $249.99 1 free
Shipping & handling $50.00 1 $50.00
Award Certificates 12 x 10 0.75 $90.00
Miscellaneous Expenses Clipboards/Ink & paper $100.00
Folders and file containers $80.00
Budgeted expenses $3,734.00
INCOME Sponsors ($1,000 ea) 1000 2 $2,000.00
Team event registration fees 75 24 $1,800.00
Total Income $3,800.00
Total Expenses $3,734.00
Balance $66.00
Judging Options for YourVEX 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-robotics-competition.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