VEX Robotics Competition Tournament Best Practices

1. VEX Robotics CompetitionTournament Best Practices Layout Guides, Inspections, Alliance Selection and Tournament Manager

2. VRC Tournament Layout Guide Jason Morrella President, REC Foundation

3. Competition Area Layouts

4. Pit Area Layouts

5. Isometric Area Layouts

6. Layout Overview • Design Diversity • 14 Different Layouts. • Multiple Pit Configurations (Layout 13). • Easy to Use • Legend on first page of layout guide. • Provides exact dimensions needed to evaluate your space. • Another Tool • We don’t expect that each VRC Event Partner will layout their event exactly as shown. • Use this guide to evaluate layouts and configurations that other events have successfully employed!

7. VRC Alliance Selection Best Practices Brad Lauer

8. Goals and Process • Event partners share their practices • Jointly create a list of tips and best practices for other event partners

9. Alliance Selection Preparation • Have your tournament manager scorekeeper, or other experienced volunteer, practice alliance selection before the tournament. • Order by Rank vs. Order by Team Number. • Use TMS to print team number signs for Alliance Selection. • Plan your spacing for alliance selection • Enough room for all teams to be in front? • Room for just alliance captains and their alliance partners? • Explain the whole process before beginning, for audience and teams. Remind teams what it means to decline.

10. Alliance Selection • Follow the process in the VRC game manuals • Display your alliance selection on your TMS Audience Display. • At tournaments with international teams, consider having them write down their pick on a piece of paper. • Double-check your alliance selections before printing the elimination bracket.

11. Tournament Manager Best Practices A few advanced features and tips for the Tournament Management System Rick Tyler

12. Setting up: Eliminations • Tip: You can never have 1-team alliances! If you want everyone to play and your alliances are not full, follow this advice: • If you have an odd number of teams and are running a 2-team-per-alliance event, AND want to have everyone play, set the event for 3-team alliances. • Choose “Fill unbalanced alliances starting with the low seeds (#1 alliance has fewer teams)” to favor the higher-ranked teams • Example: you have 19 teams and want all teams in eliminations. Just set the “teams per elimination alliance” to “3” and the number of alliances to 8. You will have five alliances of two teams and three alliances with three.

13. Setting up: Awards • Tip: Always check your awards in admin.robotevents.com before your event • Remember: if you are running a state champ or world champ qualifying event, some awards are mandatory • Tip: You can offer custom awards at your events, but you will need to enter them in the “Awards” tab in your event description on admin.robotevents.com.

14. Advanced Topics • You can add your sponsors to your audience and pit displays • In TMS it is in “Options/Sponsor Setup” • Fill in the blanks, and feature your sponsors • Team Check-in • Check teams into your event using “Tools/Team Check-in” • Status shown in “Team List” on main menu

15. Advanced Topics • Inspections • You can enter completion status and notes on “Tools/Inspection” • You can see the status in the Pit and Field Queue displays • VEX Text • Send emails to teams of upcoming events • Learn to use this in TMS manual – it has a couple of steps • Download data entry forms from Roboticseducation.org in “Documents for Running an Event” • Caution: US teams in Canada or vice-versa, this can cost a LOT in international data charges! • Learn more about TMS in the DWAB sessions!

16. VRC Robot Inspection Best Practices Tonya Scott

17. Goals and Process • Event partners share their practices • Jointly create a list of tips and best practices for other event partners

18. Inspection Preparation • Supplies • Sizing Tools • Robot Rules Manual-copies available for inspectors • Inspection Checklists-copied and ready • Samples of correct Lexan, rubber bands, rope, etc • Have inspection area set up & organized before doors open • Volunteers-Trained Inspectors • Recruit & train plenty of inspectors; ratio of 1 inspector for every 10 robots • Encourage Inspectors to attend the Inspection Training Calls • Ask the teachers & mentors to assist with inspection at event • Approach students in a positive, interactive manner, such as a job interview

19. Common Inspection Failures • Sharp Edges-could cause personal injury or damage to field and game objects • Size • Non-VEX Parts (non-regulation-size rope & rubber bands, etc.) • Improper Usage/Excessive use of tape • Non-function & functional Decorations • Polycarbonate/Lexan-any Lexan on a robot has to fit within a 24” x 12” piece, and no thicker than 0.07” (watch for size & thickness) • Entanglement issues • Missing Backup Battery • Number of Motors

20. Programming Inspection • Competition Switch • On-field Inspection Before the Event • E-mail the Inspection Checklist to teams to use as Pre Inspection to expedite Inspection at event • Maintain possession of all official Inspection Checklists at events • E-mail teams to discover how many inspectors each team could supply for event • Prepare laptop for Inspection using TM Software • Have tables and supplies set up before event doors open

21. Re-Inspection • If significant changes are made to a robot, it must be re-inspected before it will be allowed to compete. • Referees can request that a robot be re-inspected (robot might be damaging playing field, etc.) • Have someone available at the event that can do an unbiased re-inspection if any issues occur.

22. Helping Teams • When teams struggle to pass the Inspection process, be prepared to have mentors or other teams ready to give assistance. • Many times, a struggling team is a rookie, and needs some TLC so that they can have a positive experience. • The Inspection process should be a positive learning experience and a pleasant interaction between the team and the Inspector.