CANCELED: Trials of the Gorge | VEX V5 Robotics Competition

Agenda

Time      Agenda Item

6:30 A.M. Doors open to Volunteers

7:30 A.M. Doors open to Public; Check-In

8:00 A.M. Robot Inspection Begins

8:30 A.M. Driver’s Meeting

9:00 A.M. Opening Ceremony

9:15 A.M. Qualification Matches Begin; Skills Field Opens; Judging Begins; Robot Inspection Ends

12:00 P.M. Lunch Break

1:00 P.M. Qualification Matches Continue

3:00 P.M. End of Qualification Matches; Skills Field Closes; Alliance Selection Begins

3:30 P.M. Robot Re-Inspection Begins

4:15 P.M. Elimination Matches Begin; Robot Re-Inspection Ends.

5:45 P.M. Elimination Matches End

6:00 P.M. Award Ceremony

6:30 P.M. Breakdown, Cleanup, End of Tournament

Volunteer

We are still looking for volunteers! If you are interested in volunteering, please use the the following signup link: https://signup.com/go/MebJmRX. If anyone has any questions on what place might be best, reach out to us at [email protected] and [email protected]. 

We would love to have as much help as we can for Friday, November 13th setup. Please use the link above to signup for a spot. When we finish setting up, teams that helped can get inspection, scrimmages, and skills done. More information coming soon.

Emergency/Bad Weather Policy

Christ Chapel Academy has final say over-all weather-related delays and closings. In the unlikely event that weather should cancel the use of the building and the event, information will be sent via email on the status of this tournament, including reschedule and/or refunds (If applicable).

In the event of a weather-related delayed opening, the tournament will run but with a modified schedule. We understand that teams may not be able to alter their travel plans. Unfortunately, no refunds will be issued for no shows to a delayed start event. We will do all that is humanly possible to run a tournament with enough qualifying matches and a full elimination round and provide judging for awarded trophies.

Refund and Payment Policies

If the Event Partner cancels/postpones the event: 

• Due to the costs involved with this event, a refund of 25% will only be offered after all the event expenses have been taken care of.

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

• There will be a 25% refund for a cancelling team when another team is able to take the open spot before the Payment Deadline.
• Once the Payment Deadline has passed, no refunds will be provided to cancelling teams.

All teams will have to submit payment or have made arrangements by October 31st, 2027. If not paid for by that date, your team will be moved to the wait list to make room for other teams. Please contact us in case you are having an issue with payment, we will work with you to ensure teams can participate while logistics and operations for the event are covered.

Date: 14-Nov-2026

Travel Info

Christ Chapel Academy is located at 13909 Smoketown Rd, Woodbridge, VA, 22192.

There will be a route on drop-off and parking sent out in the information packet. Please be on the lookout for that info.

Webcast

We are livestreaming the event here: https://youtube.com/live/Fg-De_yyftQ?feature=share. There is a ~10-20 second stream delay, so please do not rely on the stream for match schedule and announcements.

Judging Format

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.

Pit Admin

Pit Admin is the help desk and welcome center for teams and spectators. Located at the front entrance of the venue, it is a place for teams to ask questions and get information about the competition!

Pit Admin can assist in the following:

• Finding Inspection, Judge's Tables, Skills, and Practice Areas
• Report Spills or Clean-ups
• Lost and Found
• Pre-paid meal voucher pick up
• Exhibitor information and booths at venue

Pit Admin will be enforcing/requiring all attendees at the competition to obtain and wear, at all times, a wristband and/or name badge for entrance into the building during the event. Team's will be given 5 wristband, and mentor's/coach's will be provided a different color wristband for lunch. 
Spectators will need to complete the "Participant Release Form" (Found at Pit Admin) and show proof to Pit Admin Personnel before they will obtain a wristband to enter the venue.

Vendors & Exhibitors Opportunities

Throughout the event, attendees will have the opportunity to visit a variety of vendors and exhibitors located outside the pit area.

Current Vendors & Exhibitors

We’re excited to welcome:

• Paradise Ice Cream
• EventEQ
• GEAR STEM
• And more vendors to be announced!

Our vendor lineup will continue to grow as we get closer to the event, so check back for updates and new additions.

Interested in Becoming a Vendor?

We’re currently welcoming organizations and businesses interested in setting up a vendor booth at the event. This is a great opportunity to showcase your organization, products, programs, or services while connecting with students, families, educators, STEM professionals, and members of the robotics community.

If you’re interested in reserving vendor space or would like more information about vendor opportunities, booth setup, or participation, please reach out to [email protected] and [email protected].

We look forward to having you join us and helping make the event an exciting experience both on and off the competition field!

About GEAR STEM, LLC

GEAR STEM, LLC is an organization focused on creating meaningful opportunities at the inersection of STEM education, technology, events, and community engagement.

Through professional event production, technology solutions, equipment services, educational initiatives, robotics programs, and strategic partnerships, GEAR STEM brings people and organizations together to create engaging, hands-on experiences.

Our work is driven by a commitment to innovation, education, and community impact. From producing Robotics Competitions and STEM Events to developing technology-driven solutions and building partnerships with schools, businesses, and communities organizations, GEAR STEM strives to create experiences that inspire curiosity, encourage collaboration, and provide opportunities for future generations.

Mission Statement

The mission of GEAR STEM, LLC is to develop innovative programs, services, and opportunities that connect people, organizations, and communities through technology, events, education, and hands-on experiences.

Through professional services, strategic partnerships, and a commitment to continuous improvement, we aim to create lasting value while expanding access to meaningful STEM experiences and supporting innovation, learning, and community engagement.

Vision Statement

Our vision is to build GEAR STEM, LLC into a leading and sustainable organization recognized for excellence in STEM education, event production, technology solutions, robotics, and community impact.

We envision a future where students and communities have greater access to the experiences, resources, mentorship, and opportunities needed to explore STEM, develop real-world skills, and pursue their potential.

Through robotics competitions, educational programs, technology initiatives, events, and partnerships, GEAR STEM seeks to inspire the next generation of innovators, problem-solvers, creators, and leaders.

Partner with GEAR STEM

We believe meaningful impact is created through collaboration.

GEAR STEM welcomes opportunities to work with businesses, schools, universities, nonprofits, community organizations, sponsors, and industry partners interested in supporting our programs and expanding STEM opportunities.

Whether you're interested in partnering with us, sponsoring an event or program, providing resources, exhibiting at an event, volunteering, or exploring other opportunities to collaborate, we'd love to hear from you!

Please contact:
[email protected]

Connect with Us

Follow GEAR STEM to stay up to date on upcoming events, programs, robotics competitions, STEM opportunities, and community initiatives.

Instagram: @gear_stem
YouTube: @GEAR STEM
LinkedIn: @GEAR STEM, LL

Event Policies

Adult spectators will not be allowed within the pit area. Adult Spectators found within the pits will be asked to leave the area by Event Personnel or Coach's. Repeat offenses can lead to removal from event venue.

All attendees at the competition will be required to obtain and wear, at all times, a wristband and/or name badge for entrance into the building during the event. Team's will be given 5 wristband, and mentor's/coach's will be provided a different color wristband for lunch. 
Spectators will need to complete the "Participant Release Form" (Found at Pit Admin) and show proof to Pit Admin Personnel before they will obtain a wristband to enter the venue.

Waitlist

2 teams are on the waitlist for this event.