To ensure successful events and maximise opportunities for all teams, this policy outlines the required communication timeline, attendance confirmation protocols, and the official reporting procedures for Last-Minute Dropouts and No-Shows.
Event Partner Communication Timeline
Event Partners (EPs) must maintain proactive communication to manage attendance effectively:
- 4 Weeks Prior: EPs must send an initial email to all registered teams detailing event logistics, schedules, and necessary preparations. NB: If a team registers within the 4 week window, but before the 1 Week email, the EP should send this email as soon as possible after the team registers.
- 1 Week Prior: EPs must send a final confirmation email. This communication triggers the attendance and response protocols outlined below.
The 1 Week Email & 48-Hour Window
The email sent 1 week prior to the event is critical for finalising the schedule.
In this email, EPs must explicitly communicate the following:
- Email Response: Upon receiving the confirmation email, the Primary Coach has exactly 48 hours to reply and officially confirm their attendance.
- Phone Response: If a team fails to respond within this 48-hour window, the EP has a further 24-hours to contact via phone. The EP should call the Primary Coach to get confirmation. If there is no answer, a voicemail should be left requesting a response.
- Waitlist Consequence: If there is no reply after the call, the EP reserves the right to immediately move that team to the waitlist and offer their spot to another team. This should be communicated by email to the team with the Program Support Team in CC.
- Waitlist Process: EPs should try to contact teams from the waitlist by phone if possible and give a clear timeframe to how long the team has to accept before the spot will be offered to another team.
Cancellations and No-Show Reporting
Teams are expected to respect the time, resources, and effort required to host a VEX Robotics event.
- Valid Cancellations: If a team is unable to attend due to unforeseen circumstances, they must contact the EP with a valid reason no later than 24 hours before the scheduled event start time.
- Last-Minute Dropout Definition: Withdrawing from an event with less than 24 hours' notice is considered a "Last-Minute Dropout". If this happens the EP should communicate the team number to the Program Support Team.
- No-Show Definition: A "No-Show" is defined as a team that fails to attend the event without providing the required cancellation notice to the EP. If this happens the EP should communicate the team number to the Program Support Team.
- Mandatory Reporting: All No-Show and Last-Minute Dropout teams must be reported by the EP directly to the Program Support Team. This allows the Foundation to maintain accurate records and address any recurring patterns of uncommunicated absences.
- Pre-Emptive Action: If a team begins to show a pattern of non-attendance then the Program Support Team will contact the Event Partner to make them aware there is a team registered for their event they should be mindful of.
NB: Event Partners should ensure their mobile number/event day contact number is in email communications to all teams so Coaches have clear access to this information.