Before you post your event, check that it fits the day and the room you have in mind. The Event Day Builder turns your program, team capacity, fields, and venue hours into a full event day, and tells you whether the day works and how many volunteers you need. The Venue Layout Builder then turns that plan into a starting floor plan. Both work for VEX IQ, VEX V5, and VEX AIR events. Follow the steps below to help guide your planning.
Pro-Tip: Open the Event Day Builder and Venue Layout Builder Reference in a new tab and keep it open as you work. It explains each field, verdict, and part of your plan.
1. Enter Your Event
Fill in the fields below. The plan updates as you make your choices. Try a few versions, changing one thing at a time. The line under the fields shows the verdict, the finish time, and the volunteer count after each change.
Unsure about an input? See What each input means.
2. Read Your Plan
Green means Recommended: the day works. Yellow means Questionable: the day works, but the timing, length, or crew size needs a closer look. Red means Not feasible: the day does not fit, and the verdict says what would fix it.
Learn more about What each verdict means and What each part of the plan shows in the Reference article.
Ready to share or save your plan? Select Print Summary to save the plan as a PDF or print a copy. This will also give you an Equipment Checklist to help you gather necessary materials.
3. Lay Out Your Venue
The Venue Layout Builder below places everything your plan needs in a sample room. Select Use selections in layout builder to pull your latest Event Day plan into the Layout Builder.
Begin by choosing a room size, or a custom size with your venue's width and depth, and use ft or m to switch units.
You can adjust the layout once it is created. See Working in the Venue Layout Builder in the Reference article for what the shading means, how to move and add items, and the keyboard shortcuts.
4. Save and Share Your Layout
Your layout stays in your browser and in its link. Nothing is sent anywhere. The Menu includes options for you to save and share your plan including:
- Copy link with layout: This gives you a link to your current version of the Layout Builder.
- Save to a file and Open a saved file: This saves a copy of your layout as a .json file. Use the Open option to keep working on the layout later.
- Print or PDF: Opens a print dialogue option. Use the dropdown on your device to choose between printing the plan or saving it as a PDF.
Use these options to bring your layout to planning meetings, your Program Support Team, volunteers, teams, etc.
Before You Post Your Event
Both tools give you a starting point, not a guarantee. The Event Day Builder estimates lean long on purpose, so if things go smoothly, you’ll finish early. From there, add any extra roles you want, like greeters or concessions, and move things around in your layout to work with your building’s doors, outlets, and seating. If your day doesn’t quite fit, a little more time, a few fewer teams, or another field will usually make it work.
Read the Check Your Plan Against Your Event section before you post. Your Program Support Team can review your plan and layout with you.