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| Timeline |
Event Partner Action |
Team / Coach Action |
| 4 Weeks Before Event |
Send initial details & logistics email. |
Review email & verify team availability. |
| 1 Week Before Event |
Send 1-Week Confirmation Email (ideally Mon/Tue). |
Action Required: Reply within 48 hours to confirm attendance & logistics (e.g. parking). |
| 48 Hours After Confirmation Email |
Check responses. If no reply, call or leave a voicemail for the Primary Coach within 24 hours. |
Ensure phone contact details on your events.vex.com profile are up to date. |
| 72 Hours After Confirmation Email |
If unreachable, move team to waitlist, offer spot to next team, and CC the Program Support Team. |
If unresponsive, the team is moved to the waitlist. |
| 24+ Hours Before Event |
Accept cancellations; fill spots from waitlist if possible. |
Deadline for Standard Cancellation with a valid reason, without penalty. |
| Within 24 Hours of Event |
Log Last-Minute Dropouts & No-Shows; report team numbers to Program Support Team. |
If a morning emergency occurs, contact the Event Partner immediately to avoid a No-Show classification. |
