1. Aerial Drone Competition
  2. Event Partners and Volunteers
  3. Planning and Running Events
  4. Getting Started

Becoming an Event Partner

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Updated June 9, 2026

Introduction

Event Partners (EPs) are the core of the Robotics Education & Competition Foundation (RECF) competition programs and we are very grateful for your interest in becoming an integral part of our community. EPs' passion and involvement grow and sustain events and, in many cases, grow and sustain the teams themselves.

The RECF is a non-profit organization that partners with EPs to support events and initiatives aimed to inspire and motivate students to excel in STEM education. Each entity in this partnership contributes a vital role in providing fun and positive learning experiences through competitions.

Event Partner Role

The EP acts as the coordinator of a planning team that organizes Aerial Drone Competitions, scrimmages, and/or workshops. The EP is the leader who acts as the liaison between the RECF and the planning team that runs an event. The key tasks are date and site selection, budget development, volunteer recruiting and management, volunteer training, team communication, event execution, uploading event results, and follow-up. The EP must be an adult (18+) who is not currently on an Aerial Drone Competition team. As a leader, the EP is expected to exemplify the RECF Code of Conduct in planning and running events. EPs can set an example for all students and mentors to follow.

RECF Support Role

The Aerial Drone Competition Support Team are RECF staff who support events and teams.  The Support Team works with EPs in their region to plan the event schedule for the season and train new EPs. You can find your Support Manager here.  Some regions also have Regional Support Specialists (RSSs), who are RECF staff that provide event day support.

As an EP, you can expect the following support from the RECF and your Aerial Drone Competition Support Team in the event planning and hosting process:

  • Provide training and event planning resources.
  • Provide documentation necessary to run events. These include but are not limited to Game Manuals, Judge Guide, and Qualifying Criteria. These documents and more are searchable in the RECF Library.
  • Communicate the process for becoming an EP and enabling your RECFevents.org account with the EP Role.
  • Review and approve events posted on RECFevents.org.
  • Communicate the qualification criteria for events and how this process applies to your event.
  • Provide regular check-ins prior to the event to ensure readiness, and follow-ups after the event to verify uploaded results and acquire feedback.
  • In certain cases, provide in-person event day support. If in-person support is not available, the Aerial Drone Competition Support Team will be available by phone.
  • Assistance with event management on RECFevents.org prior to and following the event day.

Becoming an Event Partner

If you are interested in becoming an EP, please complete these steps:

  • Contact your Aerial Drone Competition Support Manager.  You can find your Support Manager here.  A team member will explain the requirements, show resources available to you, and connect you to the community of other EPs and Coaches.
  • Request EP account permissions on RECFevents.org. 
    • Create an account on RECFevents.org  (if you don’t already have one) and provide us with the email address associated with your account. This allows us to update your account status to “Event Partner” so you can create and manage events as well as get future EP communications and offerings.
    • Complete a background check in RECFevents.org. The RECF’s top priority is the safety of its volunteers, staff, students, and entire community. In the best interest of our students, and for the safety of everyone participating in RECF events, all EPs in the United States are required to undergo a criminal background check that complies with the Fair Credit Reporting Act (FCRA). Click here for full instructions for this background check. Additional information about the background check process is available in the EP Background Check FAQ article.
  • Complete the RECF Aerial Drones EP Certification. The Event Partner Certification Course is an online training tool to prepare EPs for hosting events. The certification is accessible as a free resource for new and experienced EPs.
  • Create and Publish your event. Work with the support team to post your event on RECFevents.org. More information on how to post an event is included in the article How to Create an Event in RECFevents.org.
  • Gain EP experience. It is highly recommended that EPs attend and volunteer or job-shadow at an event to learn more about the event planning and execution process prior to managing their own event. The Aerial Drone Competition Support Team can suggest events in your area to attend, and can connect you with an experienced EP.

Pro Tips:

  • Build a strong volunteer team by recruiting individuals for key roles such as Head Referee, Judge Advisor, Volunteer Coordinator/Hospitality, and Tournament Portal/AV Operator. Attend an event together and shadow experienced volunteers to learn the ropes.

  • No Aerial Drone Competition nearby? Consider attending an RECF IQ Robotics Competition. The event structure is very similar and provides a great learning opportunity.

Initial Factors to Consider

Your EP journey starts with the decision to host an event. When making this decision there are many factors to consider, including the following:

  • Is there a need for an event? This should start with a discussion with the Aerial Drone Competition Support Team. We can recommend what types of events are needed and when it may be best to host the event to provide the best opportunities for teams.
  • Do you have resources?  You cannot do this alone! Hosting an event requires volunteer support during the event planning process and on the day of the event. Consider identifying volunteer and funding resources from your organization, community, and team parents.
  • Do you have access to the necessary equipment? A basic list of equipment is reviewed in the Venue Selection and Planning article, and the Aerial Drone Competition Support Team will review the equipment needs with you. One of the first tasks in the planning process is to ensure your organization will have access to the needed equipment since it may determine your event capacity, venue, and budget.
  • Do you have an available venue? Events can be held in a variety of venue types, but the most common is a school gym or common area. Since many venues are used by multiple organizations, it’s recommended that the venue is reserved prior to posting your event on RECFevents.org. It is highly recommended to also reserve the venue the day before the event for setup. Ensure the venue is available for at least 4-6 hours the day before the event for setup and equipment checks.
  • Do you have the time to engage in this project? Events are a great way to support your organization’s Aerial Drone Competition program and provide a fun opportunity for students, but they do take several months of planning. Please ensure your organization has the resources and time to adequately plan for the event. This will make the experience easier for your event staff and provide a quality experience for teams.

Commitment to Event Excellence

The intent of the RECF Commitment to Event Excellence (CEE) is to communicate the partnership and expectations between the RECF and EPs with the ultimate goal of providing teams with quality and uniform competition experiences throughout our programs. This agreement is between the RECF, the RSM who provides support for the event region, and the EP who posts the event on RECFevents.org.

During the event posting process, there is a required section to review and agree to the CEE before the event can be approved. If you have any questions or concerns about the expectations included in the CEE, please contact the Aerial Drone Competition Support Team at drones@recf.org