This article covers the questions that most intimidate new Event Partners: how big a space do I need, how do I secure a venue, and how many fields? The guidance here scales to a typical event of roughly sixteen to thirty teams.
It is written for Event Partners planning a local VEX Robotics Competition event.
Definitions of the terms used here are maintained in the central glossary.
What Your Venue Needs to Hold
A competition is more than a field in a gym. Walk any candidate venue with this list in mind:
- Competition area – The field or fields, the head table for Tournament Manager and scoring, audience displays, and spectator seating with clear sight lines.
- Pit area – A table and workspace for every team. This is where teams live all day, so it needs power access, aisles wide enough for robot traffic, and room to think.
- Robot Skills area – A dedicated field where Robot Skills Challenge matches can run through the day without interrupting the competition schedule.
- Practice space – A practice field if room allows. Teams appreciate it, and it eases pressure on the Robot Skills field.
- Check-in and inspection – A spot near the entrance for team check-in, with inspection stations close by.
- Judging room – A private room for judge deliberations, away from the noise.
- Volunteer area – Somewhere for volunteers to take breaks, eat, and store their things.
- The practical essentials – Restrooms, first aid, emergency exits, accessibility for participants and spectators, concessions if offered, and parking with reasonable load-in access.
This sample layout shows a rectangular gymnasium with:
- Audience along the left so they can watch the competition and Robot Skills fields.
- Two competition fields facing the audience.
- Two queuing tables in line behind the competition fields.
- One Robot Skills field in line with the other two competition fields.
- 20 Team Pits along the right wall organized in two rows of 10.
- Practice Fields centered on the back wall.
- Check-In and Concessions along the bottom wall next to where the audience and teams would enter the venue.
Outside of the gymnasium are two additional rooms, one for the judges and one for other volunteers.
How Big a Space?
Most local events run in one large gymnasium-type space, and a single gym can absolutely work with a thoughtful layout. Put the competition area and spectator seating at one end, the pits at the other, and check-in and inspection near the entrance, then plan the floor so spectators, pit traffic, and queuing robots do not cross paths. Judging works best in a nearby classroom or office rather than on the gym floor.
If your venue offers more than one space, moving the pits to a cafeteria or second gym opens up the layout and gives the competition area room to breathe.
For the pits, plan on a table per team plus space around it for students, robots, and gear. Multiply by your team capacity and add generous aisles. Pit space runs out faster than most first-time Event Partners expect, and a comfortable pit area makes the whole day better for teams.
Securing Your Venue
Schools are the most common venues, and many Event Partners are educators hosting in their own building.
If you are hosting in your own school or building:
- Book the date through your building's process, and confirm the space is yours for the full window, including setup and teardown.
- Confirm custodial support for before, during, and after the event.
- Identify your building's IT contact for internet and network questions before event week.
- Plan for the school day if any setup happens during school hours: classes that normally use the gym, hallway and parking lot traffic, bell schedules, and visitor policies all need a plan.
If you are renting or borrowing a space, ask about:
- Cost and what it includes – Custodial time, tables and chairs, audiovisual equipment, and staff.
- Access times – Include setup the night or day before event day if possible, and how late you can stay for teardown.
- Power and internet – Fields, the head table, displays, and pits all need power; Tournament Manager needs a reliable local network. Ask about restrictions on guest networks early.
- Insurance and paperwork requirements – These may vary by venue and region.
Talk with your Program Support Team before you commit to a venue. They can flag problems worth catching before you sign anything. Then book the venue before you post the event, because your event date is only as firm as your venue confirmation.
Sketch the Layout Early
Draft a venue map as soon as the venue is confirmed. Trace a team's path through the day: arrive, check in, find the pit, pass inspection, queue for a match, compete, and repeat. A layout that makes that loop short and obvious keeps the whole event calmer. Share the map with your volunteers before event day and include it in the coach packet.
How Many Fields Do You Need?
For a local event of sixteen to thirty teams, a common setup is:
- Two competition fields – While one match runs on the first field, the next is queued and reset on the second. Two fields keep the schedule moving; a single field can work for a small event but leaves no slack. Add a third field to help your event move faster.
- One Robot Skills field – Separate from the competition fields, open through the day so teams can complete their attempts without waiting for a break in matches.
- One to two practice fields, if space allows – Optional, and often the first thing cut in a tight venue.
Larger events scale up from there, requiring more fields and more space. Your Program Support Team can help you right-size your field plan.
Walk It with Your Program Support Team
Before you commit, talk the venue through with your Program Support Team. They have seen events succeed and struggle in spaces of every shape, and they can flag problems in an afternoon that would take a full event to discover. If you can, visit another event in your region first; an hour spent watching someone else's layout work is the best venue planning there is.