RobotRobot: New page: guide to hosting a local event (rules, arena, venue, safety, insurance, registration, running the day)

2026-10-17T14:26:37Z

New page: guide to hosting a local event (rules, arena, venue, safety, insurance, registration, running the day)

New page

Most robot combat happens at small local events run by volunteers, and the sport only grows when new people start events. This page is a practical guide to hosting a local insect-class event (150 g, 1 lb and 3 lb): rules, arenas, venues, safety, insurance, registration and running the day. Before you start, attend a few events and volunteer at them – it's the best way to learn. See also '''[[Events#Hosting Your Own Robot Combat Events|Hosting your own events]]'''.

''This page is general guidance, not legal or insurance advice.''

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==Start small==
A first event with around 8–12 robots is plenty.[https://runamok.tech/AskAaron/events.html] Many organizers start with one or two classes, often 150 g or 1 lb Plastic Antweights, which are cheap to build for and need only a small arena. Talk to other organizers early – they're usually happy to share what they've learned. You can email robotcombatevents@gmail.com to be put in touch with other event organizers.

==Rules and classes==
* Most US events use the '''[[SPARC]]''' rules. If you change anything, SPARC asks you to make the changes clear and public before the event.[https://sparc.tools/SPARC%20Tournament%20Procedures%20v1.2.pdf] Many organizers list their changes on their event page, sometimes naming the exact SPARC document versions they use.
* Choose classes that suit your arena and audience. Common combinations are 150 g Fairyweight, 1 lb Antweight, 1 lb Plastic Antweight and 3 lb Beetleweight. Plastic Antweight-only events are popular with beginners and schools (see '''[[Plastic Antweights]]''').
* If your arena has a steel floor, decide whether to allow traction magnets, and say so.
* Pick a bracket format and announce it (see '''[[Tournament Brackets]]''').

==The arena==
===Build or buy===
* The '''[[SPARC Arena Construction Best Practices]]''' cover frames, polycarbonate walls, floors, doors, roofs, lighting, hazards and fire safety, with recommended wall thicknesses and floor sizes for each class. SPARC's typical costs are $200–1,000 for a 150 g arena and $3,000–8,000 for a 1–3 lb arena.
* Team Just 'Cuz Robotics publishes open-source '''[https://justcuzrobotics.com/shop/p/just-cuz-antweight-arena-plans antweight arena plans]''' (CAD, a bill of materials and an assembly guide), with a '''[https://www.youtube.com/watch?v=P7PADz8dfto video]''' that covers building an antweight arena with streaming and safety gear for under $1,000.
* Arenas can also be bought or rented, for example the '''[https://www.battlerobotkit.com/product-page/antweight-1-combat-arena-kit Battle Robot Kit antweight arena kit]'''.
* A '''[[Test Boxes|test box]]''' is also useful, for safety inspections and for builders to test spinners.

===Storage and transport===
Plan where the arena will live between events and how it will travel. Store polycarbonate indoors or covered, since sunlight weakens it, and protect it from scratches. Some groups build their arena into a trailer, or design it to come apart in sections.

==The venue==
Events have been held in makerspaces, hobby shops, schools and universities, festivals and company spaces. Whatever the venue, check:
* '''Space''' for the arena with room around it, a pit area with table space for every competitor (about half a folding table each), a driver area, and somewhere for spectators.
* '''Power''' for chargers at every pit table, without overloading circuits.
* '''Ventilation''' – LiPo smoke is harmful, so the arena should be ventilated, ideally to the outdoors.[https://sparc.tools/SPARC_Arena_Construction_Best_Practices_v1.1.pdf]
* '''A quick route outdoors''' from the arena, for taking a burning robot outside.
* '''Spectator safety''' – keep a clear gap (at least about 1 m) between the arena and spectators, mark walkways, and tape down cables.[https://bristolbotbuilders.com/tools/safety/]
* '''The venue's rules''' about events, open flames, noise and insurance.

==Safety equipment==
Have these at the arena at all times (see '''[[LiPo Battery Safety]]'''):
* A metal or fire-resistant container partly filled with sand, with a scoop, ideally big enough for a whole robot.
* Thick heat- and cut-resistant gloves.
* A fire extinguisher. SPARC recommends CO2, since it doesn't foul robots.
* A first aid kit, and ideally someone trained in first aid.
* Accurate scales for weigh-ins.
* A hook or tool for retrieving robots from the arena.
The '''[https://bristolbotbuilders.com/tools/safety/ Bristol Bot Builders event safety checklist]''' is a thorough list to work from.

==Insurance and waivers==
Talk to your venue first – some venues' insurance covers events they host, and others require you to have your own. Some organizers buy event liability insurance and build it into their entry fees. Insurers sell policies for robotics clubs and competitions, but make sure the policy you buy covers robot '''combat'''.[https://www.sadlersports.com/robotics-stem-insurance/] Many events also ask competitors (and sometimes spectators) to sign a liability waiver. A local insurance broker can advise on what you need.

==Registration and money==
* '''[https://www.robotcombatevents.com/ RobotCombatEvents.com]''' is free for organizers. You can list your event, take registrations, and optionally take online payments through Stripe (RCE charges no fee; Stripe charges its usual fees, and refunds are the organizer's responsibility).[https://www.robotcombatevents.com/faq] Many organizers take payment in person instead.
* Your event's results can count toward the '''[[Robot Combat League]]''' national rankings if you choose to include them.[https://www.robotcombatevents.com/league_faq]
* '''[https://rcemanager.com/ RCE Manager]''' works with RobotCombatEvents.com for running the day: check-in, brackets and match queues, with a view for competitors to see their upcoming matches.
* '''Entry fees''' for local insect events in 2026 typically range from free to about $25 per robot. Fees often cover venue costs, insurance and prizes. Local and online robot suppliers sometimes sponsor prizes.

==Running the day==
===Roles===
Even a small event needs a few people, though one person can cover several roles:[https://bristolbotbuilders.com/tools/safety/]
* '''Event director''' – runs the event and makes final decisions.
* '''Safety inspectors''' – check every robot before it fights (see below).
* '''Referee''' – starts and stops fights and calls counts and pins.
* '''Arena marshal''' – manages loading robots in and out safely.
* '''Judges''' – usually three, for matches that go to a decision.
* '''Runner / bracket manager''' – keeps the bracket moving and tells builders when they're up.
* '''Setup and pack-down helpers'''.

===Schedule===
A typical day: setup, check-in and safety inspection, a drivers' meeting, then fights, ending with finals and awards. Show upcoming matches on a screen or online so builders know when to be ready, and respect the minimum time between a robot's matches (under SPARC, 20 minutes for 150 g to 6 lb robots). Doing check-in and inspection the evening before can help a busy event start on time.

===Safety inspection===
Inspect every robot before it fights, using the '''[[SPARC Robot Construction Specifications]]''': weight, power switch and light, weapon lock, failsafe for drive and weapon (with the wheels off the ground or in a test box), weapon spin-down, battery protection and wiring. Ask builders to re-test their failsafe if they swap a receiver or ESC during the day. The '''[https://bristolbotbuilders.com/tools/checklist/ Bristol Bot Builders tech check checklist]''' is a good model. See also '''[[Pit Kit and Event Checklist#Safety inspection|what builders expect]]'''.

===Fights===
Follow the load-in and load-out procedures in the '''[[SPARC Match Rules]]''', and make sure everyone knows the referee's calls before the first fight. Seat the judges close enough to the referee to talk despite the noise, and pick which scoring system they'll use from the '''[[SPARC Judging Guidelines]]'''. Bristol Bot Builders' '''[https://bristolbotbuilders.com/tools/ref/ referee training]''' and free '''[https://bristolbotbuilders.com/tools/timer/ arena timer]''' are handy.

===Streaming===
Many events livestream their fights, which helps attract new builders and lets friends and family watch. A camera above or beside the arena and free streaming software is enough to start; lights mounted inside the arena reduce glare on video.

==If something goes wrong==
If there's a safety incident, stop, fix the problem, and be open about what happened and what you changed.[https://runamok.tech/AskAaron/events.html] Write down what you learned for next time.

==Further reading==
* '''[https://bristolbotbuilders.com/tools/safety/ Bristol Bot Builders – organizer resources]''' (event safety, referee training, tech checks, judging, code of conduct)
* '''[https://runamok.tech/AskAaron/events.html Ask Aaron – Tournaments and events]''' (Team Run Amok)
* '''[https://wiki.nhrl.io/wiki/index.php/Event_Day_for_Competitors NHRL – Event day for competitors]''' (a large-event example)
* '''[[SPARC]]''', '''[[Tournament Brackets]]''', '''[[Events]]'''

Running an Event - Revision history

RobotRobot: New page: guide to hosting a local event (rules, arena, venue, safety, insurance, registration, running the day)