A local VEX Robotics Competition event runs on volunteers. This article lists the roles you need, what each does, who can fill them, and how many you need. It is written for Event Partners planning a local event.
Definitions of the terms used here are maintained in the central glossary.
For finding and training volunteers, see Recruiting Volunteers for Events.
How to Read This Catalog
Roles marked Optional are ones an event can run without.
Your event must have a Certified Head Referee, and a Certified Judge Advisor whenever judged awards are offered, so start your recruiting there. Refereeing and judging roles carry age minimums. When you are unsure whether someone can fill a role, ask your Program Support Team.
Note: These roles are in addition to yours as the Event Partner. The Event Partner, Head Referee, and Judge Advisor must be three different individuals for an event.
Competition Officials
These roles run the matches and decide what happens on the field.
Head Referee
What they do: Rules on match play, makes final scoring decisions, and handles rules questions from teams. The Head Referee is the final authority on the field.
Requirements:
- 20 or older (for the VEX V5 Robotics Competition)
- 16 or older (for the VEX IQ Robotics Competition)
- Completed Head Referee Certification for the current season's game:
How many you need: At least one, and one per competition field is good practice. Championship Events require one per field.
Scorekeeper Referee
What they do: Scores matches alongside the Head Referee, tracks scoring elements during play, and confirms results before they are entered.
Requirements:
- 15 or older
- Certification is recommended but not required
How many you need: One to two per competition field, depending on the game.
Robot Inspector
What they do: Checks each robot against the inspection checklist before the team competes, confirming size, components, and rules compliance. Re-inspects robots that change during the day.
Requirements: None
How many you need: Two to three; open more stations if you need to move teams through inspection faster.
Judging Roles
These roles are required if you offer judged awards, including the Excellence Award. Age minimums vary by program. For full detail, see Judging Roles and Responsibilities.
Judge Advisor
What they do: Manages the judging process, facilitates award deliberations, and submits final award winners to you. Also assists you with Code of Conduct and Student-Centered Policy concerns.
Requirements:
- 21 or older
- Completed the current season's official Judge Certification (coming soon)
- No or minimal conflicts of interest with attending teams
- Not part of a competing team
How many you need: One.
Judge
What they do: Interviews teams, reviews Engineering Notebooks, and evaluates teams against the award criteria.
Requirements: Certification is recommended but not required. Minimum age depends on the program:
- 21 or older for the VEX U Robotics Competition and the VEX AI Robotics Competition
- 20 or older for the VEX V5 Robotics Competition, and not part of a competing VEX V5 Robotics Competition team
- 18 or older for the VEX IQ Robotics Competition
- Volunteers aged 16 to 17 may judge the VEX IQ Robotics Competition only when paired with a Judge who is at least 18.
- All Judges at the VEX Robotics World Championship must be at least 21.
How many you need: Two Judges per 8–10 teams.
Tournament Operations
These roles keep the day moving.
Tournament Manager Operator
What they do: Runs the event software, enters match results, manages the match schedule and displays, and generates rankings and alliance selection. This role works beside you for most of the day.
Requirements: None. Best filled by someone comfortable with software who can practice before event day.
How many you need: One, plus a backup who can cover breaks.
Emcee
What they do: Announces matches, keeps teams and spectators oriented on what is happening and what comes next, and runs the microphone through the awards ceremony.
Requirements: None.
How many you need: One. Some events split the role, with one person on matches and another for awards.
Field Resetter
What they do: Resets fields between matches, positions game elements correctly, and confirms the field is ready before each match starts.
Requirements: None. Easy to teach on event morning, and a good fit for new volunteers or students who are not competing.
How many you need: One to two per competition field.
Queuer
What they do: Gets the right teams to the right field at the right time, working a match or two ahead of the current one. Queuing is the difference between a schedule that holds and one that slips.
Requirements: None.
How many you need: One to two. Add a Queuer first if your day runs long, especially for the VEX IQ Robotics Competition, where matches are short and frequent.
Team and Guest Support
These roles look after the people in the building.
Team Check-In and Pit Administration
What they do: Checks teams in, confirms rosters and paperwork, hands out pit assignments, and points teams toward inspection. Staffs the pit area for the rest of the day.
Requirements: None.
How many you need: Two at arrival, then one to two in the pits. Split into two crews for larger events or a divided pit area.
Concessions and Volunteer Hospitality – Optional
What they do: Runs concessions if you offer them, and keeps your volunteers fed and hydrated through the day.
Requirements: None.
How many you need: Two for a simple snack and drink table. Many events skip concessions, but plan to feed your volunteers either way.
How Many Volunteers in Total
The counts below are a starting point for planning, not a requirement. A local event of roughly 20 teams typically runs on 15 to 20 volunteers, with the largest groups in refereeing, judging, and field reset. Some volunteers cover more than one role across the day, particularly the check-in crew moving into the pit area once teams have arrived.
| Role | 16–24 teams | 25–40 teams |
|---|---|---|
| Head Referee | 1–2 | 2 |
| Scorekeeper Referee | 2–4 | 3–6 |
| Robot Inspector | 2–3 | 3–4 |
| Judge Advisor | 1 | 1 |
| Judge | 4–6 | 6–8 |
| Tournament Manager Operator | 1 | 1–2 |
| Emcee | 1 | 1 |
| Field Resetter | 2–4 | 5–6 |
| Queuer | 1–2 | 2–3 |
| Team Check-In and Pit Administration | 2 | 2–3 |
| Concessions and Volunteer Hospitality (optional) | 0–2 | 0–3 |
Talk It Through with Your Program Support Team
Before you post your event, review your volunteer plan with your Program Support Team. They know which certified volunteers are active in your region, who may be available on your date, and where local Event Partners usually find help.