Agenda

Event Schedule

• 7:00 AM - 8:30 AM: Team Check-In and Robot Inspection
• 8:30 AM - 9:00 AM: Opening Ceremony
• 9:00 AM - 10:00 AM Skills Runs
• 10:00 AM - 12:00 PM: Qualification Matches Start
• 12:00 PM - 1:00 PM: Lunch Break
• 1:00 PM - 3:00 PM: Qualification Matches Continue
• 3:00 PM - 4:30 PM: Alliance Selections and Elimination Rounds
• 4:30 PM - 5:00 PM: Awards Ceremony
• 5:00 PM: Event Conclusion
  
  Skills will be held from:
•  8:00 am to 8:30 am
• 9:00 AM - Qualification matches stop. 

Please note that the schedule is subject to change. Teams will be notified of any adjustments in advance.

Volunteer

1. Field Reset

• Role: Ensure that the competition fields are reset to the correct starting configuration after each match.
• Requirements: Be able to move quickly to reset the field for the next match. Siblings of competitors encouraged to help!

2. Scorekeeper

• Role: Record scores during matches and input them into the scoring system.
• Requirements: Familiarity with the scoring system (training provided) and accuracy in data entry.

3. Pit Administration

• Role: Assist teams with any questions, direct them to their assigned pits, and help with check-in.
• Requirements: Strong communication skills and a helpful attitude.

4. Queuing

• Role: Organize and line up teams for their matches, ensuring timely transitions.
• Requirements: Good organizational skills and the ability to manage multiple teams.

5. Judging

• Role: Evaluate teams based on their engineering notebooks, interviews, and robot design.
• Requirements: Technical knowledge of robotics, VEX judging guidelines (training online and certification needed), and impartiality.

6. Refereeing

• Role: Officiate matches by enforcing game rules and ensuring fair play.
• Requirements: In-depth knowledge of the game rules (training provided) and strong decision-making skills.

Volunteer Schedule

• 7:00 AM - 7:30 AM: Volunteer Check-In & Training
• 7:30 AM - 8:00 AM: Orientation & Role Assignments
• 8:00 AM - 9:00 AM: Team Check-In Assistance
• 9:00 AM - 12:00 PM: Morning Shift (Various Roles)
• 12:00 PM - 1:00 PM: Lunch Break (Lunch Provided)
• 1:00 PM - 4:00 PM: Afternoon Shift (Various Roles)
• 4:00 PM - 5:00 PM: Assist with Event Breakdown & Cleanup
• 5:00 PM: Volunteer Thank You & Departure

What to Bring

• Comfortable Clothing: Wear comfortable clothes and shoes as you may be standing or moving around for extended periods.
• Water Bottle: Stay hydrated throughout the day. Water stations will be available.
• Positive Attitude: Your enthusiasm and energy help create a welcoming and supportive environment for all participants!

Training & Orientation

All volunteers will receive a brief training session at the start of the event to ensure everyone is comfortable with their roles. If you’re new to volunteering at a VEX event, this will be a great opportunity to ask questions and learn the ropes.

• Orientation Time: [7:45 am]

Volunteer Perks

As a thank you for your time and effort, all volunteers will receive:

• Some complimentary Lunch & Snacks
• Having a great time!!!
  
  Venue Information

• Parking: [Park where you can]
• Volunteer Check-In Location: [Back right corner of Cafeteria]
• Restrooms: [Down the Hallway]

Contact Information

If you have any questions or need further information before the event, please contact:

• Volunteer Coordinator: [Tammie Nissen]
• Email: [[email protected]

Emergency/Bad Weather Policy

Event Safety and Contingency Planning

The safety of all participants, volunteers, and spectators is our top priority. We have established the following procedures to ensure a safe and coordinated response in the event of an emergency or inclement weather on the day of the VEX Robotics Competition.

Bad Weather Policy

In the event of severe weather conditions, such as snowstorms, thunderstorms, or other hazardous weather, we may need to delay, reschedule, or cancel the event. Our policy is as follows:

• Notification: If bad weather is forecasted, we will monitor the situation closely and communicate any changes to the event schedule via email, text message, and social media by [Notification Time] on the day before the event.

• Delays: If weather conditions are expected to improve, the event may be delayed. We will provide updated start times and schedules as soon as possible.

• Rescheduling: If the event cannot proceed as planned due to weather, we may try to move the event, but nothing is guarenteed.

• Cancellation: In the rare case that the event must be canceled and rescheduling is not possible, all registered teams will receive a full refund of their registration fees. We will communicate this decision as early as possible to minimize inconvenience.

Refund and Payment Policies

If the Event Partner cancels the event: 

All registration fees will be refunded.

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

If the cancellation happens before Jan 8th, all funds (except the five dollar RECF fee) will be refunded.  After Dec 8th, no refunds will be given.

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. Deadline: Jan 7th. 

Reminder of RJ3: