Volunteers are the backbone of an event. They fulfill roles from checking teams in through to the awards ceremony. This article covers where to look for those volunteers and what to say when you ask. It is written for Event Partners planning a local event.
Definitions of the terms used here are maintained in the central glossary.
For what each role does, who can fill it, and how many you need, see Volunteer Roles at a Local Event.
Finding Certified Officials
Before you look for Field Resetters or an Emcee, look for your Head Referee and Judge Advisor. A qualifying event cannot run without a Certified Head Referee, and you cannot offer judged awards without a Certified Judge Advisor. A Certified Head Referee is recommended for every event, qualifying or not. Both need current-season certification for your program, which means the pool is smaller than it looks and the people in it get booked early.
Reach out as soon as you have a date in mind, before you post your event. Your key volunteers must be posted on events.vex.com at least three weeks before event day, and finding a certified official in the last month is the most common reason an Event Partner has to change plans.
Start your search by reaching out to:
- Your Program Support Team – They know who is certified and active in your region and who has worked events near you.
- Neighboring Event Partners – Certified officials often travel. Event Partners in one region frequently share the same referees and Judge Advisors across a season, and an introduction from another Event Partner could help you find the right volunteer.
- Officials you have worked with before – Keep a list of everyone who volunteers at your events and what they did. Asking a returning Head Referee is faster than any search, and most say yes because they already know what the day looks like.
In addition, you can use the Passport in VEX PD+. The Passport shows a map of people who have earned VEX certifications. Anyone can view the map, and everyone who earns a VEX certification is added to it. You can search by location to see who is certified near you, then connect with them through the PD+ Community.
View people with Competition certifications using the filters on the lower right side of the screen.
The map includes all individuals who have completed a competition course. You can then reach out to see who is near you, what certifications they have, and if they are interested in volunteering at your event. Learn more about the Passport and VEX PD+.
Finding Other Volunteers
Most of your volunteers do not need certification, which opens up the pool considerably. Look for volunteers in places like:
- Your own program – Coaches, assistant coaches, and parents from teams you work with. Parents of competing students can fill most roles, but check the conflict-of-interest limits before putting anyone in a judging role.
- Teams attending your event – Every team brings adults. Ask coaches to nominate a parent or two when they register.
- Students who are not competing – A good fit for field reset and other roles they can be taught on the morning of the event. Students may not fill judging roles.
- Your school or organization – Teachers, retired teachers, office and information technology staff, and administrators who want to see what the program does.
- Nearby universities and colleges – Engineering and computer science students, and VEX U Robotics Competition teams whose season may not conflict with your date.
- Local employers and sponsors – Engineering firms and technical companies often encourage staff volunteering, and a company that sends volunteers frequently becomes a sponsor later.
- Community groups – Service clubs, scouting groups, and libraries with existing volunteer networks.
Recruiting Timeline
| When | What to do |
|---|---|
| As soon as you have a date | Contact Head Referee and Judge Advisor candidates |
| When registration opens | Put out your general volunteer call |
| Three weeks before event day | Post your key volunteers on events.vex.com |
| One to two weeks before event day | Confirm everyone and send event day details |
Volunteers drop out. Recruit a little past what you need for the roles you can least afford to lose, particularly refereeing and field reset.
Making the Request
People say yes to a clear, bounded request. Include:
- The event date and the hours you need them
- The role, in a sentence
- Whether certification is required, and by when
- Whether you will train them on the day
- What you provide, such as meals or a shirt
- Who to contact with questions
Talk It Through with Your Program Support Team
Review your volunteer plan with your Program Support Team before you post. They know who is available in your region and where local Event Partners usually find help.