Creating a New Event – Global Robotics & Science Foundation

This article walks through creating a new event on events.vex.com, from opening the event form to saving the event for review. It covers selecting a program, season, and event type, entering event details like capacity and registration dates, and entering the venue address. It is written for Event Partners, especially those setting up their first event.

Definitions of the terms used here are maintained in the central glossary.

If you are not yet an approved Event Partner, start with Becoming an Event Partner.

Before You Begin

You will need an Event Partner account with admin access on events.vex.com to create an event. The Admin tab appears only for accounts that have been given admin access. If you do not see it, contact your Program Support Team.

The form moves quickly if the planning decisions are already made. Have the following ready before you start:

Program / Season – Which program the event belongs to and the season it will run in.
Event type – The kind of event you are hosting. For help choosing, see Types of VEX Robotics Competition Events.
Dates – The event's start and end dates. For how to choose, see Picking a Date for Your Event.
Venue – The venue name and address. For finding and sizing a space, see Planning Your Venue and Event Space.
Capacity – How many registrations the event can take in total.
Registration dates – When team registration opens and closes, and the release date when the event becomes visible on the site.
Pricing – Whether the event is free, what teams will pay, and the payment deadline.

Creating the Event

As you work through these steps, contact your Program Support Team if you have any questions.

Log In

The top-right corner of the events.vex.com page, zoomed in to show the VEX Robotics logo and the Login button highlighted beneath it.

On events.vex.com, select Login in the top-right of the page.

The login screen with text boxes in the center to enter your email address, the password directly below it, and a Login button beneath.

Enter your login credentials and select Login.

Open the Events Page

The VEX Events home page showing the VEX Robotics logo and the Admin button beneath it being highlighted.

Select the Admin tab in the upper-right corner to open your Admin dashboard.

The Admin page showing its section tiles, with the Events tile highlighted.

On the Admin page, select the Events tile.

Create a New Event

The Events page in Admin with the + New Event button highlighted.

Select + New Event to start the event form.

The New Event page with the Program / Season dropdown expanded, listing the available programs and seasons.

From the Program / Season dropdown, select the program and season the event is for.

The New Event Program and Season page with the Next button highlighted.

Select Next.

The New Event page showing the selected Program / Season, with the Event Type dropdown expanded to list the available event types.

From the Event Type dropdown, select the type of event you are hosting.

The New Event Event Type page with the Next button highlighted.

Select Next.

The event details form showing the fields listed below.

Fill out the event details, then select Next. The fields are listed below.

Event Details Fields

Required fields are marked with an asterisk (*).

Scrimmage?* – Yes or no; whether your event is a scrimmage.
Event Name* – The public name teams will see when searching for events.
Event Subtitle – An optional second line shown under the event name.
Event Capacity* – The total number of registrations allowed.
Maximum Registrations per Organization – How many teams from one organization can register. Leave blank for unlimited.
Team Affiliation – Limits registration to teams with a certain affiliation.
Grade Level* – The grade levels allowed to register. The options depend on the program; for a VEX IQ Robotics Competition event they are Elementary, Middle School, or All.
Event Format* – In-Person, Invitational, Skills-Only, Remote, or any combination of the four.
Skills Challenge Offered?* – Yes or no; whether Skills challenges are offered at the event.
Will Event Have Divisions?* – Yes or no; whether the event will have divisions within it. Most local events will not have divisions.
Judging Format* – All In-Person Judging, Remote Initial Interviews, Remote Engineering Notebooks, Remote Interviews & Notebooks, or No Judging.
Event Start Date* – The day the event begins.
Event End Date* – The day the event ends.
Release Date* – When the event becomes visible on events.vex.com.
Registration Opens* – When teams can begin registering for the event.
Registration Closes* – The last day teams can register for the event.

The venue address form with fields for address, city, state / province / region, postal code, country / region, latitude, and longitude, and Back and Save buttons at the bottom.

Enter the venue name and address, then select Save to submit the event.

After You Save

The saved event page with a green banner confirming the event was saved and a red banner explaining the event cannot be approved until the sections marked with a red x are completed.

Saving submits the event for review by your Program Support Team. The event screen automatically flags anything you still need to fill out or fix, and shows any comments a reviewer from the Program Support Team has sent. From the same screen, you can edit the event's details or cancel the event.

The section list along the side of the event page, with each section marked with a green checkmark or a red x.

Along the side of the event's page, each section shows a checkmark or an x indicating whether it has been completed.

For what each section covers, including which sections must be completed before your event can be approved, see Understanding the Event Dashboard.

Once approved, the event becomes visible on events.vex.com on its release date, and teams can register when registration opens.

For how teams find and register for your event, see Registering for an Event.