Event Code: RE-VRC-21-3632
Program: VEX Robotics Competition
Type of Event: Tournament
Event Format: Remote, Skills Only
Capacity: 16 / Spots Open: 5
Event Region: Colorado
80% of total capacity is reserved for Colorado.
2 remaining spots are reserved for Colorado.
Max Registrations per Organization: 5
Price: $30.00This event is closed to registration because:
Grade Level: All
Robot Skills Challenge Offered: Yes
Judging Format: Remote judging
Additional Contact Information:
General information can be found on http://BerthoudRobotics.org on the Tournament tab.
Generally this tournament will be a reserved time-slot remote skills tournament with remote judging with in-person option.
Note that this is a SUNDAY tournament. Teams are not required to attend the driver meeting early in the day but are expected to understand the current skills match/field/scoring rules.
IN-Person Option: In case a team does not have access to a full field setup on the day of the tournament, arrangements can be made for the team to use the field setup at the Berthoud Robotics facility (located at 328 Massachusetts Ave, Berthoud CO 80513) during their requested time slot. During that time, they will be the only team at our facility and there will be minimal tournament staff there to assist. Teams wishing to use the in-person option must send mail to President@BerthoudRobotics.org well in advance to make arrangements. Only the team and up to two coaches can attend in-person (no spectators). Teams using the BRC facility to participate still need to submit the notebook electronically using the Google form (the Judges will not be at the BRC facility).
Consent forms will be the standard forms from RobotEvents.com: https://www.robotevents.com/consent
Consent form instructions can be found on RobotEvents.com: https://www.roboticseducation.org/documents/2018/03/participant-release-form.pdf/
Matches and judging results (but not the judging interviews) will be livestream broadcast to https://twitch.tv/berthoudrobotics so that spectators can view the proceedings.
You will receive 5 links:
Time slot reservations for inspection will be chosen from available times via a google drive spreadsheet where one team will reserve a 10 minute slot.
The notebooks will need to be scanned to a single PDF or video file (.MP4 or .AVI) file and made available for viewing in advance of the event. The judges will also require 2 photographs of the robot stored and a link provided for viewing on the judging form. Notebook juding will occur prior to the day of the actual tournament and interviews will be conducted using GoogleMeet on the day of the event. Time slot reservations for judging will be chosen from available times via a google drive spreadsheet where one team will reserve a 15 minute slot. When a team's time slot arrives, the team will be moved to the inspection or judging breakout room. NOTE: scanning to PDF or making a video of you flipping pages in your notebook must result in a video (upon viewing using your own link) in an electronic document that is readable. Make sure you scan with enough resolution that the text and diagrams are visible. If you create a video file, make sure that you flip pages slowly enough and each page is readable and use a video resolution that is adequate. Judges will be able to speed up the play of your video so slower is safer than too fast. Settle on each page and wait 2-3 seconds before moving to the next page in the notebook. IF for some reason you can't make a single PDF, AVI or MP4 file, please send mail along with a test video in a format you can create to President@BerthoudRobotics.org before submitting your form/link to ensure that the judges will be able to view the file. To be considered for any judged award, a notebook must be submitted and readable by the judges.
Details on remote judging can be found at this link: https://www.roboticseducation.org/documents/2020/08/judge-guide-addendum.pdf/
The link provided on the google form for the notebook should allow anyone with the link to ONLY VIEW the notebook (download should be disabled). This will typically be a link to Google Drive, Box Drive, YouTube or some other cloud based storage facility. Judges will need to be able to view your file with your link using a standard Windows 10 PC via a web browser. The link should not require any kind of site login (clicking the link should bring the file up in the browser for viewing). In addition to the notebook, judging requires 2 high resolution photographs, one of the front/side of the robot (showing a license plate) and one from the bottom showing the drive-train (motors and wheels). In addition, a short (1 minute or less) of the robot being driven around (for instance, showing a practice skills match) can be submitted (not required).
Tools for creating PDF files include:
Tools for creating a movie can be found on your phone camera/video application. If you are converting images/photos into a movie we suggest using the program FFMPEG which is free and can be downloaded from https://ffmpeg.org/download.html.
At your judging interview time, please be ready to describe and demonstrate your robot on camera. You can join the judging GoogleMeet with any camera device (it is ok but not required to use the same camera as is used for the skills matches, using a phone or laptop camera is fine). Be early for your judging time slot. Judges will bring you into the breakout meeting room when they are ready for your interview. This should be very close to your scheduled start time. A chat in the google meeting and text to your team adult will be sent in case there is a delay.
Time-slot reservation for skills matches will be chosen by the teams from available times via a google drive spreadsheet where two teams will reserve a one-hour period. During that one hour period the teams will indicate they are ready to run through GoogleMeet and will be moved when ready into the competition breakout room. The team must have passed inspection to be eligible to run any skills matches. Once a team is done with a skills run scores are final and the team will be returned to the main meeting where they can wait OR leave-and-return when they are ready for the next skills run. Teams can arrive at the main meeting early but will remain in that main meeting and not able to participate until their match time slot. Note there is hard limit of 3 driving and 3 programming skills runs for this tournament and all of those must fit within the 1 hour time slot (and recall, you are sharing that time slot with another team). Note that indicating "ready to run" means the following:
The team's primary adult contact (over the age of 18) must be present with the team for all interactions with event staff online, including judging, inspections and matches. Any time your team is on camera, your adult representative will need to be on camera as well. Note that during the judging it is important that the adult not be involved in the judging in any way unless addressed directly by the judges.
Field and Technology Setup Inspection: During inspection, the field and camera setup will be checked against this form: https://www.roboticseducation.org/documents/2021/01/vrc-remote-skills-field-inspection-checklist.pdf/. Please be sure that your setup aligns with these rules.
Saturday 2/13, 4:30-8pm: Inspection: 15-minute time slots for inspection of robot and field/camera setup.
8:00am - Remote Driver Meeting
8:30am - 12:30am - Reserved time-slot matches 1,2,3,4 (1 hour each, 2 teams per hour)
9:00am - 12:00pm - Judging time-slots 1-12 (15 minutes each)
12:30am - 1pm - Lunch
1pm - 3pm - Reserved time-slot matches 5,6 (1 hour each, 2 teams per hour)
3:30pm - Awards ceremony on the google meet and livestream (https://twitch.tv/berthoudrobotics)
Berthoud Robotics will need 2 judges and 1 referee for the event. Please send mail to President@BerthoudRobotics.org if you would like to be a remote judge.
Remote judges will meet via GoogleMeet in advance of the event and then meet with teams during their judging time-slot the day of the event. When all teams have been interviewed, the judges will later meet, review the results of the skills matches and make decisions on the judged awards.
Remote referees will meet via GoogleMeet during the driver meeting and will sit in the match breakout room. As teams arrive, matches will be run and scores will be determined.
N/A for most teams as this is a remote event. The Berthoud Robotics facility will be open for any teams that have pre-arranged to use our field setup.
Refunds for the full amount minus the RobotEvents $5 fee are available if the team moves themselves to the wait list 8 days in advance of the tournament (Friday 2/12/21 by 11:59pm MST). Beyond that the fee may be refunded if a replacement team can be identified. Please email President@BerthoudRobotics.org if you are unable to make the tournament for whatever reason and regardless of the day/time you determine you can't make it so we don't worry about you.
The team's primary adult contact (over the age of 18) must be present with the team for all interactions with event staff online, including judging, inspections and matches.
For pre-arranged Berhoud Robotics facility use, your team + coaches and a small number of event staff will the only people be at the facility. Your team is responsible for field reset. Field objects will need to be cleaned prior to the first match and that will be done by the competing team. Berthoud Robotics will provide cleaning essentials, towels and hand sanitizer.
Masks are to be worn at all times during facility use. Be mindful of common sense COVID rules and do not show up if you are showing symptoms of any kind.
Bring any drinks you may want/need during your stay at our facility (and take everything with you when you leave if it is not trash).
Message from REC Foundation:
All approved events and event attendees are required to follow all local, state, federal, or any other government ordinances regarding COVID-19 safety procedures, social distancing, and best hygiene practices. Event hosts should continually assess, based on current government guidelines, whether to postpone, cancel, or significantly reduce the number of attendees when necessary.
N/A for remote users.
For in-person users you will arrive shortly before your judging/skills match time slots and leave thereafter.
Numerous places in Berthoud are available for breakfast/lunch including:
Livestream Webcast will be at https://twitch.tv/berthoudrobotics. Spectators will be able to view the matches and the awards ceremony.