Agenda

Event Agenda

8:00 AM – 8:30 AM | Team Check-In & Pit Area Setup

• Teams arrive

• Inspection forms collected

• Pits assigned

8:30 AM – 9:00 AM | Robot Inspection

• Size, safety, and field compliance checks

• Field practice allowed for teams already inspected

9:00 AM – 9:20 AM | Opening Ceremony

• Welcome Address

• Introduction of Officials & Volunteers

• Overview of game rules and event schedule

9:20 AM – 9:40 AM | Drivers’ Meeting

• Final rule clarifications

• Match procedures explained

• Q&A with referees

9:40 AM – 10:00 AM | Practice Matches

• Each team runs 1–2 practice matches

• Final adjustments allowed

10:00 AM – 12:00 PM | Qualification Matches

• Scheduled match rotations

• Rankings displayed

12:00 PM – 12:45 PM | Lunch Break

• Pits remain open

• Field closed

12:45 PM – 2:00 PM | Qualification Matches Continue (Round 4–6)

• Final ranking updates

• Judges begin interviews in pit areas

2:00 PM – 2:20 PM | Alliance Selection

• Top-ranked teams select their partners

• Final elimination alliances announced

2:20 PM – 3:30 PM | Elimination Rounds

• Quarterfinals

• Semifinals

• Finals

3:30 PM – 3:50 PM | Skills Challenge

• Robot Skills (Driving & Programming)

• Scores added to final rankings

3:50 PM – 4:10 PM | Awards Ceremony

• Tournament Champions

• Excellence Award

• Teamwork Champion (if VEX IQ)

• Skills Champion

• Judges Award

• Qualification announcements for Worlds

4:10 PM – 4:20 PM | Closing Remarks

• Appreciation speech

• Next steps for qualified teams

• Group photographs

4:20 PM – 5:00 PM | Pack-Up & Departure

Volunteer

Dear Volunteers,

Thank you for dedicating your time, energy, and passion to support the Ghana VEX World Qualifying Competition. This event would not be possible without your commitment, and we truly appreciate your willingness to help create an exciting and memorable experience for all participating students.

As a volunteer, you play a vital role in ensuring the competition runs smoothly, fairly, and safely. Your contribution directly supports STEM development in Ghana and helps inspire the next generation of innovators and problem-solvers.

Your Responsibilities May Include:

• Assisting with registration and team check-in

• Supporting robot inspection and pit management

• Guiding teams and maintaining order at the fields

• Helping referees and judges with match flow

• Managing equipment and ensuring safety protocols

• Providing general support wherever needed

Important Notes:

• Please arrive on time and report to the Volunteer Coordinator for role assignment.

• Maintain a positive, friendly, and supportive attitude with all teams.

• Ensure fairness, patience, and professionalism at all times.

• Don’t hesitate to ask questions if you need clarification on your duties.

Your service is deeply valued. Together, we will deliver a successful qualifying event and help empower Ghana’s young robotics champions to reach the world stage.

Thank you for being part of this impactful mission.

Emergency/Bad Weather Policy

In the event of severe weather or any emergency during the Ghana VEX World Qualifying Competition, the safety of all students, coaches, volunteers, and guests will remain our top priority. The organizing team will monitor updates from the Ghana Meteorological Agency and local authorities, and if conditions are unsafe, the event may be delayed, paused, or rescheduled. Any changes will be communicated promptly through WhatsApp, email, or phone. If an emergency occurs on-site, all participants will follow the instructions of event officials, move to designated safe areas, and remain there until it is safe to continue. Teams will not be penalized for weather-related absences, and coaches and parents are encouraged to prioritize safe transportation and remain reachable throughout the event.

Refund and Payment Policies

If the Event Partner cancels the event: There will be refund

If a Coach/Mentor completes registration for the event, then chooses to withdraw or not attend: No refund

Judging Format

Please review the following Judging Format options and keep the ones that apply to your event, and delete the others that do not apply. Please see the Remote Judging section of the Guide to Judging for more information.

• No Judging

• All In-Person Judging - The Team Interviews and Engineering Notebooks will be judged in-person the day of the event. Teams should bring a physical copy of their notebook to submit to the judges.

•  All Remote Judging - The Initial Team Interviews will be conducted remotely, and Engineering Notebooks will be submitted to judges digitally via a link found within the "My Account" panel of the team contact on RobotEvents.  Initial Interviews and Notebook submission deadlines may be scheduled ahead of the event date.

• Remote Initial Team Interviews / In-Person Engineering Notebooks: Initial Team Interviews will be conducted remotely, possibly before the date of the event. Engineering Notebooks will still be submitted in person the day of the event to be evaluated by judges.

•  Digital Engineering Notebook Submissions / In Person Team Interviews: Team interviews will be conducted in-person at the event. Engineering notebooks will be submitted digitally for evaluation  via a link found within the "My Account" panel of the team contact on RobotEvents. A submission deadline that may be scheduled ahead of the event date.