Agenda

Agend is subject to change.

February 27th – Team Mixer & Initial Events

4:00 PM – 7:00 PM

• 4:00 PM – Team Mixer
  Meet and greet for all team members

• 4:30 PM – Team Check-In and Robot Compliance
  Teams can check in and complete initial robot compliance inspections. This will help teams that want to get started with their skills started sooner. Due to the potential number of skills needed, teams will need to begin getting these completed as soon as they are inspected.

• 4:30 PM – All fields open for practice
  Teams who complete check-in and compliance inspections may begin working on the fields.

• 7:00 PM – Event Concludes for the Evening

February 28th – Competition Day

Given the number of participating teams, the event will start earlier to allow sufficient time for all teams to complete their skills runs.

7:00 AM – 4:00 PM

7:00 AM – Doors Open
Teams arrive and complete any remaining check-in and robot compliance.

8:30 AM – Check-In and Compliance Deadline
All teams must be checked in and robots inspected by this time.

8:30 AM – 8:45 AM – Introductions
Formal event kick-off with introductions of key volunteers, expectations and of the day's agenda.

8:45 AM – 9:00 AM – Driver’s Meeting
Important meeting for all drivers to go over competition rules, safety, and event structure.

9:30 AM – Matches Begin
Head-to-head competitions begin.

12:15 PM – 1:00 PM – Lunch Break

1:00 PM – 4:00 PM – Matches and Skills Rounds Resume

4:00 PM – Competition Ends
Final matches completed and teams gather for awards.

4:15 PM – 5:00 PM – Awards Ceremony
Recognition of team achievements and awards presentation.

Should the schedule move ahead of pace, awards may occur earlier than planned. Teams should be prepared to stay for the entire event.

Volunteer

We love having volunteers.  Most of the Volunteers for the competition must be a minimum of 16 and in some cases 18 or older. If you have anyone that would like to volunteer please contact us by filling in the form HERE

Here is a link to the list of Volunteer positions available and the age requirements. Some positions such as Judging and Head Refereeing require additional training. If that is something you are interested in, you can get started by going HERE.

The Judging roles will have training dates and once the volunteer form above is filled out we will reach out to you to make sure you are aware of those dates and times.

If you have questions please contact us [email protected]

Emergency/Bad Weather Policy

This event will take place rain or shine, as it will be held indoors. We understand that weather can sometimes make travel challenging, and we appreciate your understanding and commitment in joining us regardless of the forecast.

Refund and Payment Policies

Event Cancellation Policy

• If the Event Partner must cancel the event: All registration fees will be refunded, minus the $5.00 REC Foundation processing fee.

• If a Coach or Mentor withdraws after registering or chooses not to attend: Unfortunately, refunds are not available once registration is complete, as event resources and materials are allocated based on confirmed team participation.

Health and Safety Policies

R4Creating Robotics Event Health & Safety Policy

Purpose

The safety and well-being of all participants, mentors, volunteers, and guests are our highest priority. This policy outlines the health and safety expectations for all individuals attending the event to ensure a safe, inclusive, and enjoyable experience for everyone.

General Health Guidelines

• Stay Home if Sick: Participants, volunteers, and guests who are feeling ill, have a fever, or are experiencing contagious symptoms should not attend the event.

• Hand Hygiene: Participants are encouraged to wash or sanitize hands frequently, especially before and after handling robotics equipment.

• Food and Drink: Food and beverages should be consumed in designated areas only. Please help us keep the robotics areas clean and free of spills.

Event Safety Procedures

• Supervision: Elementary and middle school students must always be accompanied by a coach, mentor, or approved adult chaperone. Participants are expected to demonstrate responsible and professional behavior at all times as per the RECF code of conduct and 

• Equipment Use: Only trained individuals may operate tools, robots, or machinery. Teams should ensure that all equipment is handled safely and used as intended.

• Electrical & Battery Safety:

  • Charge batteries only in designated team areas.

• Emergency Exits: Familiarize yourself with emergency exit routes and meeting points. Event staff will review safety procedures during the opening session.

Injury or Incident Response

• Minor Injuries: For small injuries (such as cuts or scrapes), notify event staff or visit the First Aid Station for assistance.

• Serious Injuries: In the event of a serious injury, staff will contact emergency services immediately and notify the participant’s parent or guardian.

• Incident Reports: All injuries, accidents, or unsafe behavior must be reported to event staff using the official incident report form.

Allergy & Medical Needs

• Participants with known allergies or medical needs should inform their coach and event staff prior to the event.

• If an emergency medication (such as an EpiPen or inhaler) is required, it must be easily accessible to the participant or supervising adult.

• Food allergies should be clearly communicated to your team's staff ensure safety during meal or snack times.

Behavioral Expectations

• Treat all participants, mentors, and event staff with respect.

• Follow all safety instructions provided by coaches and staff.

• Report unsafe behavior immediately.

• Roughhousing, horseplay, or any unsafe conduct will not be tolerated.

• Plese follow the RECF Code of Conduct guidelines.  The Code of Conduct, Student-Centered Policy, and rules G1, G2, and G4 apply to everyone, not just students on the team.

Emergency Procedures

In the event of an emergency:

1. Remain calm and follow the directions of event staff.

2. Move quickly and safely to designated emergency exits if evacuation is required.

3. Gather at the assigned meeting area for attendance and further instructions.

4. Parents/guardians will be contacted as appropriate.

Acknowledgment

By participating in this event, all attendees agree to follow the above health and safety guidelines to ensure a positive experience for everyone.

Webcast

The webcast link for the State Competition will be shared as we get closer to the event date. Keep an eye out for updates so you can tune in and support your team live!

Judging Format

In Person Team Interviews: Team interviews will be conducted in-person at the event. A judge willl come to each table and will interview the team(s).

Digital Engineering Notebook Submissions. NoteBooks will only be accepted Digitally. To qualify for the Excellence, Design, and Judges Award, you must submit a notebook.

             Acceptance Deadline for Digital Notebook: February 17, 2026

              Engineering notebooks will be submitted digitally for evaluation  via a link found within the "My Account" panel of the team contact on RobotEvents. If you need help with submitting a digital notebook, please review the following information Submitting a Digital Notebook for VIQRC

VEX Digital Notebook Templates for VIQRC