This article walks through an example Event Meeting at a VEX IQ Robotics Competition event — the kickoff gathering where an Event Partner and Head Referee brief teams, coaches, and spectators before matches begin. It is written for Event Partners and Head Referees running a VEX IQ Robotics Competition tournament.
The Event Meeting has two parts: the Event Partner covers schedule and venue logistics, then hands off to the Head Referee for the Drivers' Meeting, which covers rules, conduct, and safety expectations for the day.
Definitions of the terms used here are maintained in the central glossary.
Before the Meeting
- Close the practice and solo match fields, clear the pits, and ask judges to join the room. Full attendance matters since this is the only time all teams, coaches, and volunteers are in one place before competition starts.
- Build a written run-of-show ahead of time rather than relying on memory in the moment.
- Plan for 15 to 20 minutes total. Most events can shorten this meeting as the season goes on and teams become familiar with the routine.
Event Partner Segment
(about 7 minutes)
-
Welcome and staff intro – Welcome everyone and introduce key event staff by role, for example the Head Referee, field technicians, and the judging coordinator.
- If you are not the Event Partner running this segment, remember it is still the Event Partner's event, and support rather than take it over.
- Schedule and event flow – Walk through how match schedules will be shared, how queuing works, where the practice field and skills field are located and when they're open, and how many teams advance to finals or elimination matches.
- Judging – Briefly explain how and when judging interviews will happen.
- Venue basics – Cover restroom and concession locations, lunch break timing, and any weather or venue-specific safety notes for the day.
Afterwards, hand the meeting off to the Head Referee for an overview of the game, key rules, and conduct expectations.
Head Referee Segment (Drivers' Meeting)
(about 9 minutes)
- Code of Conduct and Student-Centered Policy – Give a quick reminder of the Code of Conduct and the Student-Centered Policy. This is a reminder at every event, not a first-time explanation.
- What to bring / what to do at the field – Cover student count per team, safety glasses, license plates where applicable, and the arrival procedure once a team reaches the field.
- Appeals – Remind teams that Head Referees have final authority on gameplay and Robot rulings (T1), and that Drive Team Members are permitted to immediately appeal a Head Referee's ruling before leaving the field (T3).
- Key rules reminders – Choose the 2 to 4 rules most likely to trip teams up at this event. Common examples include driver switches, rescuing a robot, opponent-robot interaction rules, and any game-specific calls worth flagging. Tailor this list to the experience level of the teams at the event, and use an on-field demonstration, such as showing a driver switch, when it helps teams understand a rule faster than words alone.
- Brief Q&A – Open the floor for rule-interpretation questions before matches begin.
The Head Referee then hands the meeting back to the Event Partner to close things out.
Closing the Meeting
(about 2 minutes)
- Thank your volunteers.
- End with the very next thing teams need to do, for example "teams in matches 1 through 3, please queue now" or "practice fields are open, judging interviews start in 15 minutes."
Adapting This Example
- Add or remove items based on your venue and event size.
- Review and refresh your own run-of-show each season alongside rule updates.