This article walks through creating a new event on events.vex.com, from opening the event form to completing the sections the event needs before it can be approved. It covers selecting a program, season, and event type, entering event details like capacity and registration dates, entering the venue address, and the event-page sections you complete after saving. 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
On events.vex.com, select Login in the top-right of the page.
Enter your login credentials and select Login.
Open the Events Page
Select the Admin tab in the upper-right corner to open your Admin dashboard.
On the Admin page, select the Events tile.
Create a New Event
Select + New Event to start the event form.
From the Program / Season dropdown, select the program and season the event is for.
Select Next.
From the Event Type dropdown, select the type of event you are hosting.
Select Next.
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.
Enter the venue name and address, then select Save to submit the event.
After You Save
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.
Along the side of the event's page, each section shows a checkmark or an x. Every section marked with an x must be completed before the event can be approved.
Sections to Complete Before Approval
Event Information
The event details you entered when creating the event. This is the first page you are brought to, and it will not show a checkmark until everything else is complete.
Background Check
Where you submit your information for a background check. Your name, birth date, and phone number are taken from your account information.
CEE and Acknowledgements
Where you agree to the required acknowledgements.
Contact Information
Your contact information, plus anything else you want to include for people looking for more information.
Content Blocks
Where you build the blocks that appear on the event's public page when it is released, such as general information, the agenda, volunteering information, the bad weather policy, the refund and payment policies, the health and safety policies, travel information, webcast, and the judging format.
Pricing
Whether to hide the price, whether the event is free, the price for the event, and the payment deadline.
Event Partner Payment Address
Where payments made through the site are made out to, to pay the Event Partner for event registrations.
Awards
Which awards the event will offer. To add to them, select the dropdown on the bottom left.
Head Referee
Who will serve in this role at the event.
Note: This individual must meet all requirements to be a Head Referee. For more information, see Volunteer Roles at a Local Event.
Optional Sections
These sections offer ways to further customize your event posting, including:
- Documents & Image Uploads to add a logo or image to your event.
- Surveys that can be required for teams to fill out before registering.
- Event Administrator access to allow you to grant editing permissions to up to three accounts.
- And more.
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.