Code of Conduct

The REC Foundation considers the positive, respectful, and ethical conduct of teams to be an essential component of the competition. Participants are expected to behave in a respectful and professional manner, and to operate as student-centered teams with limited adult assistance. This includes all students, teachers, coaches, mentors, parents, and spectators associated with a team.

For more details, please refer to the REC Foundation Code of Conduct and Student-Centered Policy. If you have concerns about compliance with the Code of Conduct, please speak to the Event Partner during the event.

Agenda

The agenda is tentative to change. Check back often to make sure you are updated!

Last Updated: December 28, 2024

All teams will have 1 practice match and 10 qualification matches.

FRIDAY, Feb - 7
10:00 am - Doors Open, Check-in, Inspection, Skills Runs
3:00 pm - Pre-Show
3:30 pm - Opening Ceremony
4:30 pm - Practice Matches Start
6:30 pm - Practice Matches End
7:00 pm - Doors Close

SATURDAY, Feb - 8
7:45 am - Doors Open
8:35 am - Qualifications Resume
12:00 pm - Lunch Break
1:00 pm - Qualifications Resume
4:00 pm - Qualification Break
4:30 pm - Qualifications Resume
6:30 pm - Qualifications Finish for the day, and Doors Close

SUNDAY, Feb - 9
7:00 am - Doors Open
8:15 am - Qualifications Resume
10:00 am - Alliance Selection
11:00 am - Lunch Break
12:30 pm - Eliminations Starts
4:30 pm - Division Finals & Grand Finals
6:00 pm - Competition Reception (Light Cocktail Refreshments for Closing Ceremony, after Grand Finals)
7:00 pm - Calgary Stampede Robot Rodeo Game Reveal & Closing/Awards Ceremony
8:00 pm - Event Finishes, and Cleanup Starts (plan to leave at around this time)

Volunteer

Interested in joining the team?  We are always looking for volunteers to join the crew to help with inspections, run skills, reset fields, or help with match queuing! 

Sign Up Here: https://forms.gle/e2xrwLXaorUR1iwi7

Volunteers will get a T-Shirt, lanyard, snacks, and free lunch for each day they volunteer for.

Emergency/Bad Weather Policy

In the event of extreme weather and the Alberta Government has deemed activities unsafe, we will cancel the event or change the agenda to account for any lost days. Due to fixed costs for this Signature event, any refunds will be allocated after all event expenses have been taken care of.

Once all expenses are covered (venue, AV, pits, etc.), we will evenly distribute the leftover funds to all teams as refunds (no set amount as it depends on the costs of the event). Refunds will guarantee at least $50 CAD

Calgary is known for its winter weather! Make sure you pack and dress appropriately!

Refund and Payment Policies

If the Event Partner cancels the event: 

Refunds will only be issued if the event is cancelled due to weather or health-related orders from the Alberta Government. Due to fixed costs for this Signature event, any refunds will be allocated after all event expenses have been taken care of.

Once all expenses are covered (venue, AV, pits, etc.), we will evenly distribute the leftover funds to all teams as refunds (no set amount as it depends on the costs of the event). Refunds will guarantee at least $50 CAD

If a Coach/Mentor completes registration for the event then chooses to withdraw or not attend:

Once a team has paid the registration fees for the event, there will be no refunds

Health and Safety Policies

Restrictions are subject to change based on the Alberta Government. If any updates happen, we will assess accordingly and provide you with an update as soon as possible.

We will NOT require proof of vaccination.

All students under the age of 18 will NOT be required to show proof of vaccination.

All coaches, staff, volunteers, and audience members are NOT required to show proof of vaccination.

Facemasks are not mandatory.

Date: 7-Feb-2025 - 9-Feb-2025

Travel Info

Venue Location

The Venue for the event is the BMO Centre, Halls B & C

20 Roundup Way SE, Calgary, AB T2G 2W1

Parking

Parking can be found right next to the venue. It is $15 CAD for full-day parking with multi-entry

Hotels

We strongly recommend booking with us because our partner hotels will have an arena for teams to use/scrim in their conference room.

Furthermore, each hotel will have complimentary shuttles to and from the venue and the hotels.

Sandman Hotel ($115 CAD / Night): https://reservations.sandmanhotels.com/113056?groupID=4424015

Use Code: 2502MECHAM_001

Ramada Hotel ($117 CAD / Night): https://www.wyndhamhotels.com/ramada/calgary-alberta/ramada-plaza-calgary-downtown/overview?checkInDate=02/05/2025&checkOutDate=02/10/2025&groupCode=020525WES

Webcast

All webcasts will be available on our website: mechamayhem.ca/stream

Judging Format

The judging format is tentative to change.

Initial interviews will be done remotely:

You can sign up for them at this link (attending early counts for the “On Time Award”). Please sign up or else you won’t be considered for awards: https://www.signupgenius.com/go/10C0A4BADA62BA5F9C34-54209738-mecha#/

Remote judging is from January 13 to January 30. If you do not sign up for remote judging, you will not be eligible for judged awards.

Engineering Notebook

ALL teams are strongly encouraged to submit a digital engineering notebook.  These will be reviewed via a digital copy you can submit to your Team Account on RobotEvents.com. These are due by Jan 20, 11:59 PM MST.

Physical Engineering Notebooks will NOT be accepted.

Payment

Since RobotEvents cannot accept payment for Canadian events, we have several payment options.

ALL PAYMENTS MUST BE RECEIVED 2 WEEKS AFTER REGISTRATION, OR ELSE YOU WILL BE MOVED TO THE WAITLIST

Interac E-Transfer

Please E-Transfer to the email address: [email protected]. Please list your team number in the notes of the payment. 

Online Payment

Please click here for the online payment link. (Make sure you select the correct quantity if you are registering multiple teams)

Note: Please change the contribution from default 10% or 15% to other, and enter $0.

For alternative payment methods, please check the payment tab on RobotEvents.

Mail-In Cheque

Please send the cheque to the following address (Addressed to Western Mechatronics Association):

Western Mechatronics

820 10 St SW Unit 3

Calgary, Alberta, Canada

T2P 2X1

Signature Event Early Bird Policy

• All Signature Events will have a specific Early Bird Registration that is independent of all local/regional Early Bird systems
  • Each team starts the season with three (3) opportunities to register during the Signature Event Early-Bird period
    • An opportunity is taken away each time the team registers for a Signature Event, whether during the Signature Event Early-Bird period or Standard period
    • A Signature Event Early-Bird opportunity is not taken away if a team registers for a tournament hosted by their school or organization (where the team’s coach is the Event Partner)
  • Early Bird Registration will open 16 weeks before the event at 12:00PM EST
    • Note: Modifications to this may be made for events in August and September
  • Standard Registration will open 14 weeks before the event at 12:00PM EST
  • An Event Partner may register their own teams to their Signature Event during Signature Event Early Bird Registration no matter how many other Signature Events they are already registered for  
    • The Event Partner must be the Primary Contact for the teams they are registering

Previous Emails

JANUARY EMAIL

--------------------------------------------

Happy New Year!

Just over one month until Mecha Mayhem 2025. We wanted to share some important information, as well as a few exciting points about the event! Please make sure to read the entire email, as it will cover a lot of different topics related to the event.

First off, give a watch to our latest video, explaining our new layout, Mecha Mayhem Dome, and some neat bonus awards!

https://www.youtube.com/watch?v=48SSJn0b0KY

Event Payment:

Please note that if you haven’t paid for the event yet, the deadline to pay is January 17, 2025, or else you will be moved to the waitlist. The payment link can be found here.

https://www.zeffy.com/ticketing/70d13262-25d3-4e5f-af48-85aea2d7bb1f

IMPORTANT: Please change the contribution from default 10% or 15% to other, and enter $0.

Hotels & Practice Fields:

We strongly recommend booking with our partner hotels as they will have an arena for teams to use/scrim in their conference room. Furthermore, each hotel will have complimentary shuttles to and from the venue and the hotels.

DOUBLE ROOMS STILL AVAILABLE: Ramada Hotel ($115 CAD / Night): https://www.wyndhamhotels.com/ramada/calgary-alberta/ramada-plaza-calgary-downtown/overview?checkInDate=02/05/2025&checkOutDate=02/10/2025&groupCode=020525WES

ROOMS NOW AVAILABLE TO BOOK: Sandman Hotel ($115 CAD / Night): https://reservations.sandmanhotels.com/113056?groupID=4424015

Use Code: 2502MECHAM_001

Both hotels are near the venue (around 2 km away).

Parking & Entrance:

Event parking at the BMO Centre is $15/day with multiple entries. We will also be offering all teams complimentary shuttles between the hotels listed above. The schedule for the shuttles is found later in the email.

As we are in the new BMO Centre, there is a new entrance and new parking lots. You can find the entrance to the venue here, and the parking lot here. The shuttles will drop off at the same entrance. Please be careful when entering the venue as not to damage the flooring, if you do you will need to pay for it!

Custom Event Merchandise:

Custom event clothing is returning to Mecha Mayhem! Show off customized t-shirts and hoodies at the merch booth at the event! Clothing can be customized with different colors, graphics, and team numbers. With pricing 50% cheaper VEX Worlds, we highly recommend getting some comfortable hoodies. 

You can get a 10% discount on pre-orders using the code M2510. https://stores.inksoft.com/mechamayhem/

Judging Notebook Submission Deadline:

We are doing remote initial judging interviews! You can sign up for them at this link (attending early counts for the “On Time Award”). Please sign up or else you won’t be considered for awards: https://www.signupgenius.com/go/10C0A4BADA62BA5F9C34-54209738-mecha#/

Remote judging is from January 13 to January 30. If you do not sign up for remote judging, you will not be eligible for judged awards.

Notebooks will only be accepted through digital submission. Notebooks will be due on January 20 at 11:59 PM MST. We will not be accepting physical notebooks for this tournament. Make sure that you submit your notebook on RobotEvents!

Agenda Changes:

We have increased the duration of inspection and check-in on Friday, while pushing back the opening ceremony and the start of practice matches. Please check the updated schedule on RobotEvents here.

Call for Volunteers:

We still need some more volunteers to help make the event a success. Volunteers will get complimentary t-shirts, lanyards, lunch, and more. Sign up to volunteer here: https://forms.gle/e2xrwLXaorUR1iwi7.

Without volunteers, this tournament wouldn’t be possible, so a massive thanks to all of them!

Shuttle Service:

We have a complimentary shuttle service running between the hotels (Sandman & Ramada) and the BMO Centre. The buses will run with the following schedules:

PLEASE NOTE: No shuttles are provided to and from the hotels and the airports. We recommend the use of Uber or Taxis.

Arrival and Check-In:

When teams arrive at the venue, please make sure to send a representative to the check-in table to pick up important information about the event. Documents such as schedule, event map, pit location, etc. When you check-in, we’ll also give teams their Mecha Mayhem Medals.

Once you’ve checked in, make your way to your team pit. Each team gets their own 10’x10’ booth. The pits are labelled, and you are NOT allowed to trade with other teams. Furthermore, you are not allowed to remove any of the pipes or drapes for structural safety reasons. However, you are welcome to decorate your pits, hang up banners, etc.

Teams can arrive at the venue anytime after 12:00 PM on Friday, February 7, for inspection, skills attempts, and practice matches.

Please note that inspection is ONLY open on Friday (unless you are VEXU).

Make sure to check the schedule on Robot Events, as we are constantly updating it.

Important Notes:

• Each team pit will be provided with an outlet. Teams are expected to bring their own power expanders for their pits. In the event that you didn’t bring one, you can rent one from the BMO Centre at a rate of $15 CAD each.

• Matches are running on a quick cycle time. Please make sure that you pay attention to the current match and line up at the queue tables at least 4 matches before. We will start without you if you do not show up to your match!

• All teams will get 3 attempts for driver skills and 3 attempts for programming skills. Please try to complete them early on in the tournament. We expect the lineup to be longer near the end as teams rush to get their runs in.

• Please treat all fields, especially the ones at the hotels, with respect. Please don’t take any discs from the fields.

• Please make sure your VEXOS firmware is up to date and your team number is added to the brain. Follow the RECF-KB for more information.

We are so excited to welcome you to Mecha Mayhem 2025! Please don’t hesitate to contact me with any questions or concerns about the event, travel accommodations, event shuttles, or anything in general.  

Mecha Mayhem DOME Explanation

Hello Coaches and Students,

Given that only VEX Worlds has a DOME at their robotics event, and that event only has a small portion of the teams actually play in the dome, we decided to make a quick explanation for how the Mecha Mayhem DOME will work.

I would like to preface this that this is the first time anyone has tried doing match scheduling like this. There is no precedent for how something like this should be structured. As such, there will be some hiccups, so we ask for your patience if something happens. Following this event we would love to hear your feedback!

Throughout the two days of Saturday and Sunday, we will be pulling matches from the division to be played on the DOME fields instead of in the respective division. These matches will be official matches that will affect your qualification rankings, and you will only play teams in your division. Matches will be played in a much slower fashion, with around a 15 - 20 minute match cycle time. This gives us enough time to properly introduce all teams, cast the match, and then do some post-match analysis (and other goodies like interviews).

Each team will be guaranteed at least one of their qualification matches in the DOME. Here’s how the match generation will work for Mecha Mayhem 2025:

We will generate a match schedule for Friday, February 7 (that aren’t practice matches) at a 20 minute match cycle time. These matches will not be played on Friday, but rather be used throughout Saturday and Sunday. Saturday and Sunday will also feature their own match schedules with the standard 3 - 4 minute match cycle times.

We will then follow the schedule generated on Friday for DOME matches. Do note that if there is a conflict with timing for your division match and DOME match, the DOME match will take priority. Your division match will be played at the end of the timeslot (i.e. before lunch break or after the last scheduled match for the day).

In other words, at this event you will play 1 practice match in your division, followed by 10 qualification matches. 9 of those qualification matches will be played in your division, with one match played in the DOME. Elimination matches will either be played in your division or in the DOME (depending on our run of show schedule).

If you have any questions about how this structure works, or would like to provide any initial concerns/feedback. Please email [email protected] or message Justin on the Mecha Mayhem Discord.

Thanks,

Mecha Mayhem Organizers

Waitlist

9 teams are on the waitlist for this event.