This article goes over each section of the Event Dashboard on events.vex.com, the page you are brought to after saving a new event on the site. It describes what each section is for, including the required content blocks, pricing, awards, qualification levels, and event personnel, and which sections must be completed before the event can be approved. It is written for Event Partners, Organization Administrators, and members of the Program Support Team.
Definitions of the terms used here are maintained in the central glossary.
For creating the event itself, see Creating a New Event.
The Event Dashboard
After saving your event, you are redirected to the Event Dashboard. The dashboard displays the status of each section of your event.
Status Indicators
- ✅ Green checkmark – The section has been completed.
- ❌ Red X – Additional information is required.
Every section marked with a red X must be completed before the event can be approved. The Judge Advisors and Head Referee sections are the exception: an outstanding red X in these sections does not block approval, but both roles must be assigned no later than three weeks before the event.
Note: Some sections are completed automatically or may only require action depending on your event configuration.
Downloads & Links
This section includes downloads and links that you may find useful in preparation for the event. Nothing in this section is required, but the tools here can be useful.
- Registered Teams
- Consent Forms
- Qualifying Teams Report
- Waiting List
- Copy this Event
- Match Time Calculator
- Download Tournament Manager Import Data
- Download Registration Report (will not import to Tournament Manager)
- Download Team Email List Report (will not import to Tournament Manager)
- Download Digital Engineering Notebook Links report
Edit Event Information
In this section you can make edits to the details of the event, which you previously selected when you created it. This is the first page you are brought to after saving, and it will not show a checkmark until everything else is complete.
CEE and Acknowledgements
In this section you must agree to the required acknowledgements, including the refund terms. Agreeing to the refund terms accepts responsibility for ensuring refunds are issued and payments are made when necessary.
Background Check
In this section you must have a completed background check on file. The Prepare Background Check form is filled in with the name, birth date, and phone number from your account information; completing and submitting it redirects you to Sterling Volunteers to finish the screening process. Background checks typically take 2–10 business days to process, and they expire, so a red X here can also mean a previous check has lapsed. For a step-by-step walkthrough, see Background Check Submissions for US Coaches and Event Partners.
Documents & Image Uploads
In this section you can choose to upload PDFs, sponsor images, image galleries, or official event logos. Any uploads must abide by VEX Robotics brand guidelines and restrictions.
Contact Information
In this section you must list a primary and secondary contact for the event, the email address for event registrations, and any additional contact information you want to include for people looking for more information.
Content Blocks
In this section you must create and fill out the VEX Events content blocks that are listed as required and not yet valid. Each content block is an editable text field. Some come pre-filled with information, but you can edit, delete, or customize this content as much as you like. These blocks appear on the event's public page when it is released. The blocks marked required are General Info, Agenda, Volunteer, Emergency/Bad Weather Policy, Refund and Payment Policies, and Judging Format.
General Info
In this content block you can include any information you would like on the event's General Info tab. Event expectations should be clearly communicated, including any venue-specific rules or requirements such as food policies, outside food restrictions, parking instructions, bag policies, check-in procedures, spectator expectations, facility restrictions, or other important information teams should know before arriving.
Agenda
In this content block you can include your event's agenda so teams can plan accordingly. An agenda should be posted before the event is approved. "Schedule Subject to Change" language is included where appropriate.
Volunteer
In this content block you can include any information about signing up to volunteer for your event. The section should include a way for interested individuals to get in touch or apply, such as a contact name or email or an application link, along with a description of the specific volunteer needs (roles needed, experience required, time commitment).
Emergency/Bad Weather Policy
In this content block you can include any information about your policy regarding emergencies or bad weather.
Refund and Payment Policies
In this content block you can include any information regarding your refund and payment policies for special circumstances. The policy should clearly state (1) what happens to fees if the Event Partner cancels the event, (2) what happens if a team withdraws or is a no-show, and (3) a specific payment deadline along with the consequence for missing it (e.g., moved to waitlist).
Health and Safety Policies
In this content block you can include any information regarding the health and safety policies at your event.
Travel Info
In this content block you can include any information regarding travel to your event.
Webcast
In this content block you can include information and a link to your event's webcast.
Judging Format
In this content block you can identify and explain the judging format of your event. Content should match the Judging Format selected in your event details.
Pricing
In this section you can outline event registration pricing and set a payment deadline.
Event Partner Payment Address
In this section you can outline who checks should be made out to for event registration, along with the payment mailing address. This is where payments made through the site are made out to, to pay the Event Partner for event registrations.
Qualification Levels
In this section you can select if qualification is required for event registration and how long the qualification must last.
Awards
In this section you can select which awards will be offered at the event. To add awards, select the dropdown on the bottom left.
Awards Finalization
In this section you can select whether or not to automatically display award winners on events.vex.com.
Survey
In this section you can create and include surveys that teams can be required to complete before submitting event registration.
Event Administrators
In this section you can grant event editing access to up to three accounts. An event administrator's background check must be complete before an event listing them can be approved.
Judge Advisors
In this section you can outline contact info for the certified Judge Advisor of the event. The Judge Advisor must be assigned no later than three weeks before the event.
Note: This individual must meet all requirements to be a Judge Advisor. For more information, see Volunteer Roles at a Local Event.
Head Referee
In this section you can outline contact info for the certified Head Referee who will serve in this role at the event. The Head Referee must be assigned no later than three weeks before the event.
Note: This individual must meet all requirements to be a Head Referee. For more information, see Volunteer Roles at a Local Event.
Registered Teams
In this section you can download the registration report, digital engineering notebooks, and see the registered teams for the event.
Waiting List
In this section you can view any teams on the waiting list for the event.
Consent Forms
In this section you can view which teams have submitted consent forms.
Need Help?
If you need assistance completing your Event Dashboard, contact your Program Support Team.