Spotlight Event Standards and Requirements

This article outlines the event standards and requirements Event Partners must meet to be approved to host a Spotlight Event, including Event Partner experience, team count minimums, Levels, registration limits, event listing requirements, required event structure, and judging requirements. It is written for Event Partners applying to host, or currently hosting, a Spotlight Event.

Definitions of the terms used here are maintained in the central glossary.

For registration limits on teams per organization, see Team and Organization Registration Policy. For notebook guidance referenced in judging, see Engineering Notebook Rubrics.

All events covered by this article must follow the requirements outlined in the Event Qualifying Criteria, in addition to the specific requirements below. To be approved as a Spotlight Event, Event Partners must meet and agree to the following:

Event Standards

Event Partner Experience

The Event Partner must have confirmed plans for a Head Referee, Judge Advisor, and Tournament Manager Operator. A Volunteer Coordinator is optional.

Unlike Signature Events, Spotlight Events do not require a two-season prior hosting history, though a track record of successful event delivery is considered favorably during review.

Team Counts

Events must meet the following minimum number of registered and competing teams:

Events that do not meet the minimum team count may be required to adjust their event structure, combine divisions where permitted, or submit an alternative plan for approval.

Registered teams should be monitored throughout the registration period to help ensure the event stays on track to meet the required number of competing teams.

Levels

A Spotlight Event may be single Level or blended. The event listing must clearly state which Levels may register.

Registration Limits

Each organization may register a maximum of ten teams. The organization limit may be lifted eight weeks before the event if space remains available.

Waitlisted teams should be reviewed in a fair and consistent manner based on the event's published registration and waitlist policies.

Regional Capacities

Multi-Region Spotlight Event

No more than 75% of the registered teams at an event may come from a single Region. This requirement helps ensure broad geographic representation and gives teams from multiple Regions reasonable access to the event.

Regional Spotlight Event

There is no Regional Capacity limit for Regional Spotlight Events.

Event Listing Requirements

The event listing on events.vex.com must include complete and accurate information for teams before registration opens. At a minimum, the listing must include the following.

Refund Policy

The event must publish a clear refund policy explaining whether registration fees are refundable and under what circumstances, including applicable deadlines, administrative fees, cancellation conditions, and procedures teams must follow to request a refund.

Payment Deadline and Waitlist Policy

The event must publish a registration payment deadline. Teams that do not complete payment by the published deadline may be moved to the waitlist or removed from the event, provided this process is clearly stated in advance. The listing must also explain how waitlisted teams will be selected and when teams can expect to receive registration decisions.

Required Event Structure

Each Spotlight Event must include the following meetings and ceremonies:

• An Event Meeting, where the Head Referee and Event Partner review event logistics with participants, including how to queue for matches, the game rules, judging information, safety requirements, and a brief question-and-answer session.
• An Award Ceremony that closes the event, recognizing award recipients, volunteers, sponsors, and event staff.

All competition, Robot Skills, and practice fields must be closed during the Event Meeting and ceremonies.

Judging Requirements

Every team must have the opportunity to be judged, following the standard Global Robotics judging process. Judging must be conducted consistently and fairly, using the official award criteria, interview process, deliberation procedures, and Engineering Notebook guidance.

Event Partners may not create alternative judging criteria or modify requirements for official awards without prior approval.