Global Robotics Event Partners agree to a shared set of program standards before creating and running an event. This article covers the Commitment to Event Excellence, including what Global Robotics and the Program Support Team commit to providing, and what Event Partners commit to when they submit an event for approval on events.vex.com.
Event Partners complete this acknowledgment electronically on events.vex.com when submitting an event for approval; it is shown here for reference only.
Definitions of the terms used here are maintained in the central glossary.
Commitment to Event Excellence
The Global Robotics and Science Foundation ("Global Robotics") Commitment to Event Excellence sets out the program standards and shared expectations for Global Robotics, the Program Support Team, and Event Partners. The shared goal is to provide teams with safe, consistent, and high-quality competition experiences.
The Event Partner must review and acknowledge these commitments as a condition of event approval on events.vex.com and continued Event Partner privileges. Questions or concerns should be discussed with the Program Support Team.
Failure to follow these requirements may result in corrective action, changes to or withdrawal of event approval or qualifying status, cancellation of awards or results, or suspension or loss of Event Partner privileges.
Global Robotics and the Program Support Team agree to:
- Follow the Global Robotics Code of Conduct and Youth Protection and Safety Policy.
- Provide Event Partner training, planning resources, and applicable program documents, including Game Manuals, the Event Partner Guide, Qualifying Criteria, the Judge Guide, and Referee Guides.
- Review event details, provide feedback, and approve events on events.vex.com when appropriate.
- Communicate qualifying requirements and championship spot allocations.
- Check in with the Event Partner before the event to assess readiness and follow up after the event regarding results and feedback.
- Provide on-call or on-site event support when determined appropriate by the Program Support Team.
- Assist with Tournament Manager and event management on events.vex.com as needed.
- Verify that required Key Volunteers, including the Judge Advisor and Referee, have completed the appropriate certifications and are following official program materials and Q&A rulings.
- Provide information about available Event Partner discounts and the ordering process.
Global Robotics reserves the right to require changes to an event's configuration, volunteer assignments, awards, or qualifying status when necessary to protect program standards and the team experience.
As a Global Robotics Event Partner, I acknowledge and commit to the following:
- Maintain any required Event Partner certification and follow the Global Robotics Code of Conduct and Youth Protection and Safety Policy. I will ensure event volunteers follow these policies as well.
- Prioritize the student and team experience. Volunteers and event staff will treat all students, coaches, families, and attendees with kindness and respect.
- Follow all applicable Game Manuals, Qualifying Criteria, Event Partner Guides, Judge Guides, Referee Guides, official Q&A rulings, and branding requirements.
- Use the official, unmodified version of Tournament Manager and contact the Program Support Team when assistance or clarification is needed.
- Provide adequate staffing and ensure required Key Volunteers are properly certified:
- The Judge Advisor and All Referees must be added to the event on events.vex.com at least three weeks before the event when required.
- The Event Partner, Judge Advisor, and Referee must be separate individuals.
- Whenever possible, judges and referees should not be affiliated with participating teams. Any affiliations are documented.
- Judging and refereeing must follow all official program materials and procedures.
- Notify the Program Support Team in advance of changes to the event's date, location, capacity, registration, format, awards, schedule, or other significant conditions.
- Follow all registration requirements, including Priority Registration and organization or regional limits. Unless an event is approved as Invitational, teams must receive a fair opportunity to register without favoritism or unfair advantage.
- Provide a safe and appropriate venue that:
- Meets all applicable facility, safety, security, accessibility, and insurance requirements.
- Provides adequate competition, practice, pit, spectator, restroom, technology, display, and sound-system resources.
- Does not provide access to or promote products or activities inappropriate for children.
- Clearly discloses attendance restrictions, admission costs, parking fees, or other required charges in the event listing and receives Program Support Team approval for those conditions before registration opens.
- Use coach contact information only for approved qualifying-event recruitment and event communication. I will honor communication opt-outs and will not use contact information or Consent Forms for personal use, solicitation, unrelated activities, or sharing with unauthorized parties.
- Ensure all Consent Forms are accounted for.
- Allow official Global Robotics sponsors or partners to request booth or display space when the request is made through the Program Support Team at least 30 days before the event and complies with venue requirements.
- Provide Global Robotics access to event pictures, videos, and other media upon request and make every effort to use the official Code of Conduct reporting tools.
Event Partner Acknowledgment
☐ I acknowledge that I have reviewed the Commitment to Event Excellence and understand that compliance with its requirements is a condition of event approval and continued Global Robotics Event Partner privileges. I understand that failure to follow these requirements may affect the event's approval, qualifying status, awards or results, and my eligibility to serve as an Event Partner.