Posting your event asks you to decide whether you will offer judged awards, which awards you will give, and how judging will run. This article covers those decisions so you can post your event. It is written for Event Partners.
Definitions of the terms used here are maintained in the central glossary.
For who staffs judging and what each role requires, see Volunteer Roles at a Local Event. For the qualifying rules that apply to judged awards, see Event Qualifying Criteria.
Decide Whether to Offer Judged Awards
This is the decision everything else follows from, and it is worth making first.
- If you offer judged awards, you need a Certified Judge Advisor, roughly two Judges per 8–10 teams, a private room, and time in your schedule for every team to be interviewed. Every team must be given the opportunity to interview.
- If you do not, your event receives a maximum of two advancement spots, awarded to the Tournament Champions. You need no Judge Advisor, no Judges, and no judging room. You can still offer Nominated and Recognition Awards.
Most local qualifying events offer judged awards, because judging is how most teams advance. If your volunteer pool cannot support it this season, a non-judged event is a legitimate choice. Talk it through with your Program Support Team.
Choose Your Awards
Awards fall into four categories.
- Performance Awards come from gameplay rather than judging, so they are available whether or not you offer judged awards. Examples are Tournament Champion, Teamwork Champion, and Robot Skills Champion.
- Judged Awards are decided through team interviews, Engineering Notebook evaluation, and observation at your event. If your qualifying event includes judging, you must offer the Excellence Award, the Design Award, and the Judges Award at minimum. You may add others from the published list.
- Nominated Awards are optional and can be offered at judged and non-judged events alike. Event volunteers, Judges, or both nominate teams for conduct and attitude. Examples are the Sportsmanship Award and the Energy Award.
- Recognition Awards are optional and chosen by you rather than by Judges. They honor mentors, teachers, sponsors, and volunteers.
For what each individual award recognizes, see Award Descriptions. For eligibility rules and the full award structure, see Awards and Recognition Structure.
Keep two things in mind as you build your lineup. Each award is presented only once per event, except where the qualification requirements allow otherwise, such as a blended event with at least 10 teams per level, which must offer the Excellence and Design Awards for each level. And every award you offer needs something to hand the team, so your lineup sets your trophy order.
Set Your Judging Format
Two choices go in your event listing.
- In person or remote – In-person judging is standard. Remote judging is an option in some circumstances. See Remote Judging.
- Digital or physical Engineering Notebooks – Digital notebooks are submitted ahead of the event, which lets Judges review them before teams arrive and removes the need to handle and track paper on event day. Physical notebooks are collected at check-in and returned before teams leave, which takes table space and volunteer attention but suits teams who work on paper. Whichever you choose, tell teams in your event listing so they can prepare. See the VEX IQ Digital Engineering Notebook Template and the V5 Digital Engineering Notebook Template.
Before You Post
Confirm these five decisions are made:
- Whether you are offering judged awards
- Your award lineup, including any Nominated and Recognition Awards
- In-person or remote judging
- Digital or physical Engineering Notebooks
- A Certified Judge Advisor secured, if you are offering judged awards
Review your award lineup with your Program Support Team before you post. They know which awards teams in your region expect and which carry advancement this season.