Agenda

February 6 

7:00 AM–9:30 AM: Team check‑in & inspections (Notebooks not submitted after 9:30 will not be accepted (in addition to online submissions) 

8:00 AM–8:45 AM: Judges meeting 

8:45 AM–9:00 AM: Coaches & drivers meeting 

9:30 AM–9:45 AM: Opening ceremony 

9:45 AM–11:00 AM: Practice matches & skills open 

11:00 AM–11:40 PM: Qualification matches 

11:40–12:25 PM: Lunch Boxes for VEX IQ 

12:25 PM –4:30 PM: Qualification matches (Skills open) 

February 7 

7:00 AM–8:00 AM: Venue open 

Skill closes permanently at 11AM 

 8:00 AM–12:00 PM: Qualification matches  

12:00 PM–1:00 PM: Lunch 

1:00 PM–3:30 PM: Alliance selection & elimination matches 

 3:30 PM–4:30 PM: Awards presentations & closing ceremony 

This timing gives everyone 1 practice match and 8 qualifying matches 

Volunteer

We welcome volunteers for: Inspection, Field Reset, Queuing, Scorekeeper Referee, Pit Administration, Emcee, AV/Stream, Crowd and Safety, Check-in.
Shifts: Full-day or half-day. Please arrive 30 minutes before your shift for briefing.
Training: Prior VEX event experience is helpful but not required. We provide role-specific training and shadowing.
 

Emergency/Bad Weather Policy

The event runs indoors and will proceed under normal rain. We will delay, pause, or cancel only if there is a government safety advisory, campus closure, or conditions that make travel unsafe.
Decision times: For same-day disruptions, decisions are announced by 05:30 and updated as needed.
Communication: Updates will be posted on the RobotEvents page, emailed to coaches, and shared via [WeChat group/WhatsApp/email list].
Shelter and evacuation: Follow campus instructions. Staff will guide teams to safe areas.
Contingency: If a session is paused, we will resume the match cycle at the last completed match. If cancellation is required, see Refund and Payment Policies.

Refund and Payment Policies

If the Event Partner cancels the event: 

• Full refund if the host cancels the event and no reschedule is offered, excluding third-party processing fees.

If a Coach/Mentor completes registration for the event then chooses to withdraw or not attend:

Payment: Registration is confirmed only after payment through [RobotEvents / school transfer].
Refunds:
• No refunds within 13 days of the event or for no-shows.

Reschedule: If the event is rescheduled, registrations will transfer. Teams that cannot attend the new date may request a refund under the same schedule.
All refunds are processed to the original payer.

Account Name(户名):上海协和国际外籍人员子女学校
Account No. (账号):310066111018170251820
Bank (银行):交通银行上海新区支行

Health and Safety Policies

A nurse will be on campus for the duration of the VEX event. In any emergency, stop activity, alert the nearest volunteer or staff member, and follow posted first aid and evacuation procedures to the designated assembly areas. Do not attend if you have a fever or other contagious symptoms; anyone who becomes unwell on site will be asked to leave the large gathering.

Safety glasses are required in pits and near practice or competition fields, closed toe shoes are mandatory, long hair and loose clothing must be secured, and tools and batteries may be used only in designated areas under adult supervision. Report any hazard or injury immediately and follow all venue and REC Foundation rules.

Date: 6-Feb-2026 - 7-Feb-2026

Travel Info

Getting here: Concordia International School Shanghai, 345 Huangyang Road, Pudong, Shanghai 201206 (上海市浦东新区黄杨路345号, 近明月路). Nearest metro stops are Huangyang Road on Line 14 and Lantian Road on Lines 9 and 14, both within walking distance. From Pudong Airport, take the Maglev to Longyang Road, transfer to Metro Line 18 to Changyi Road, then Line 14 to Huangyang Road; or ride Metro Line 2 to Lujiazui, then Line 14 to Huangyang Road. From Hongqiao Airport or Hongqiao Railway Station, take Metro Line 2 east to Lujiazui and transfer to Line 14 to Huangyang Road. From Shanghai Railway Station, take Line 4 to Pudong Avenue and transfer to Line 14 to Huangyang Road. Taxis and ride-hailing are straightforward; the PVG to campus ride is about 25–35 minutes in normal traffic.

If you have secured a spot and prefer a pickup, inform the organizer and we can arrange paid transportation to and from the airport or railway station.

Suggested hotel:

Ramada Plaza Pudong Shanghai (10min walk to Concordia)

Booking code: Mention Concordia VEX

Address: Ramada Plaza Pudong Shanghai 上海浦东华美达大酒店 18. in Qiao Road, Pudong,

Shanghai 201206 上海浦东新金桥路18号 201206

King room is RMB 550/night - with 1 bf
Twin room is RMB 600/night- with 2 bf
Triple room is RMB 850/night with 3 bf（twin bed room with 1 extra bed

o Sales Manager Sharon Zhang

Email: [email protected]

Phone 电话 +86 (0)21 5055 4666 * 1443

OR

Marriott Pudong East (854m from Concordia; 15min walk)Booking code: Concordia VEX 
Deluxe king/twin room is RMB 700/night with 2 bf                                                                                                                            Marriott Pudong East上海金桥红枫万豪酒店15 Xin Jingiao Road, Pudong,
Shanghai201206 上海浦东新金桥路15号 201206
Sales Manager Ada Li([email protected])Phone 电话+86 60368810

Webcast

TBD

Judging Format

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. 

Submit all documentation by February 2nd 2026

IMPORATNT: For each event the team is registered for this season, the Event Partner and Judge Advisor will have access to the team's Digital Engineering Notebook link. Ensure the link is "open" and does not require a password or access rights.

The Digital Engineering Notebook must be accessible as a single link. That is, the entire notebook should be accessible by a single click on the single link provided. Multiple links for "volumes" of a single notebook are not acceptable.