This article outlines the staffing requirements Event Partners must meet for division and field operations, judging, and general event staffing.
Definitions of the terms used here are maintained in the central glossary.
Event Staff
Division and Field Operations
Division Manager – Each division must have a Division Manager. The Division Manager is responsible for coordinating Tournament Manager operations, competition fields, queueing, match flow, field staff, and communication between key operational areas. The Division Manager should have sufficient event experience to identify and resolve operational concerns quickly.
Referees – Each division must have at least two Official VEX Robotics Certified Referees. At least one Referee in each division must have prior experience serving at a VEX Robotics World Championship, Signature Event, or Event Region Championship. Referees are responsible for rule enforcement, referee coordination, match rulings, field inspections, and maintaining consistency throughout the division.
Scorekeeper – For VEX V5, VEX U, and JROTC events, each competition field must have at least two Scorekeepers. For VEX IQ events, each competition field must have at least one Scorekeeper. Each Robot Skills field must have at least one Scorekeeper. Scorekeeper must be trained on scoring procedures, match documentation, field reset verification, and the use of Tournament Manager or approved scoring systems.
Emcees – Each division must have at least two Emcees. Using multiple Emcees allows for reasonable breaks and helps maintain consistent event communication throughout long competition days. Emcees should provide clear, professional, and team-focused commentary and should coordinate closely with Tournament Manager and field staff.
Field Reset Crew – Each VEX V5, VEX U, and JROTC division must have a dedicated field reset crew. The crew must be trained to reset game elements accurately and efficiently between matches. Field reset procedures should include a verification process to ensure the field is correct before the next match begins.
Field Technician – A Field Technician is recommended for each division. The Field Technician should be familiar with field control systems, competition electronics, networking, displays, Tournament Manager hardware, and common technical issues, and should be available throughout the event to quickly address field or scoring system concerns.
Judging Staff
Judge Advisor – The event must have at least one Official VEX Robotics Certified Judge Advisor. The Judge Advisor must have prior judging experience at a VEX Robotics World Championship, Signature Event, or Event Region Championship, and is responsible for training judges, assigning judging teams, overseeing interviews, managing deliberations, maintaining confidentiality, and ensuring the official Competition Judge Guide is followed.
Judge Requirements – The event must provide at least one pair of judges for every eight teams. Judges should work in pairs whenever conducting team interviews or evaluating teams. The Event Partner and Judge Advisor must ensure that enough judges are available to complete team interviews, notebook reviews, deliberations, and award decisions without rushing or reducing the quality of the judging process.
General Staffing
Robot Inspection – The event must have one Lead Robot Inspector. The Lead Robot Inspector may also serve as a Referee when staffing and scheduling allow, but inspection responsibilities must remain fully covered. The event must provide at least one Robot Inspector for every 12 teams. Inspectors must be trained on the official inspection checklist, robot rules, sizing requirements, safety requirements, and procedures for documenting inspection results.
Queueing – Each competition and finals field must have at least one dedicated Queuer. Queuers are responsible for ensuring teams arrive at the field on time, verifying match readiness, coordinating with field staff, and helping maintain the published match schedule.
Practice Field Attendant – At least one attendant must be assigned to the practice field area. The attendant should manage field access, promote safe and fair use, help prevent excessive use by individual teams, and report damaged or missing game elements.
Team Check-In – The event must provide at least one check-in staff member for every 24 teams. Check-in staff should verify team arrival, provide event materials, direct teams to inspection and pit areas, and communicate any schedule or logistical updates.