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