This article outlines the staffing requirements Event Partners must meet for division and field operations, judging, and general event staffing at a Spotlight Event. It is written for Event Partners hosting a Spotlight Event.
Definitions of the terms used here are maintained in the central glossary.
Division and Field Operations
Head Referees – The event must have at least one Official VEX Robotics Certified Head Referee, with final authority on all rulings. Head Referees are responsible for rule enforcement, referee coordination, match rulings, field inspections, and maintaining consistency throughout the event.
A Spotlight Event is not required to have a Head Referee with prior experience in that role at a VEX Robotics World Championship, Signature Event, or Championship Event.
Scorekeeper Referees– Each competition field must have at least one Scorekeeper Referee. Scorekeeper Referees must be trained on scoring procedures, match documentation, field reset verification, and the use of Tournament Manager or an approved scoring system.
Field Reset Crew – The event must have a field reset crew trained to reset game elements accurately and efficiently between matches. Field reset procedures should include a verification process to ensure the field is correct before the next match begins.
Judging Staff
Judge Advisor – The event must have at least one Official VEX Robotics Certified Judge Advisor, responsible for training judges, assigning judging teams, overseeing interviews, managing deliberations, and ensuring the official judging documents are followed.
Judge Requirements – The event must provide enough judges, working in pairs, to complete team interviews, notebook reviews, deliberations, and award decisions without rushing or reducing judging quality.
General Staffing
Robot Inspection – The event must have at least one Robot Inspector. Inspectors must be trained on the official inspection checklist, robot rules, sizing requirements, safety requirements, and procedures for documenting inspection results.
Queueing – The event should have at least one dedicated Queuer per competition field. Queuers are responsible for ensuring teams arrive at the field on time, verifying match readiness, coordinating with field staff, and helping maintain the published match schedule.
Team Check-In – The event must provide check-in staff sufficient to verify team arrival, provide event materials, direct teams to inspection and pit areas, and communicate any schedule or logistical updates.
Recommended
Division Manager – A Division Manager is recommended for each division. The Division Manager coordinates Tournament Manager operations, competition fields, queueing, match flow, field staff, and communication between key operational areas. The Division Manager should have sufficient event experience to identify and resolve operational concerns quickly.
Emcees – An Emcee is recommended. Using multiple Emcees allows for reasonable breaks and helps maintain consistent event communication throughout long competition days. Emcees should provide clear, professional, and team-focused commentary and should coordinate closely with Tournament Manager and field staff.
Field Technician – A Field Technician is recommended for each division. The Field Technician should be familiar with field control systems, competition electronics, networking, displays, Tournament Manager hardware, and common technical issues, and should be available throughout the event to quickly address field or scoring system concerns.