Northern California FIRST Tech Challenge tournament cancellation policy
We are blessed here in Northern California that we don’t typically have severe weather so we have escaped having to cancel events previously… However, we have been asked by FIRST to set and post a tournament cancellation policy.
This policy includes an adherence to FIRST event standards, particularly around YPP (Youth Protection Program) policies.
Obviously a decision to cancel an event is not undertaken lightly. The situations most likely to cause a cancellation of all or part of the tournament include (but are not limited to):
- Severe weather conditions, such as snow, rain, wind and temperatures.
- Exceptional circumstances including extended power outage, loss of heat, loss of water, fire, natural disaster such as earthquake and other exceptional conditions.
- Significant illness that might involve the closing a facility prior to the event or an illness arising at an event.
- Examples: a severe or contagious illness that has caused the venue manager to close the facility or puts the completion of an event in jeopardy, or a severe illness that requires extraordinary action by medical personnel.
- Significant number of teams have to cancel due to illness.
- Team registration that falls below the minimum viable tournament size (at least 12 teams for a single-field tournament)
- Per FIRST requirements, non-compliance with FIRST Event standards including most importantly Volunteer Screening per YPP Requirements.
- We are currently expecting that nearly 100% of the volunteers must be screened and assigned to event by no later than 2 weeks prior to event
For weather or site specific situations, the FTC Partner (Playing At Learning) and the Tournament Director will determine if there will be a delay, early dismissal or cancellation of the tournament. There also could be situations where the local venue manager (or equivalent function, like a school’s principal or a district superintendent) and/or relevant government agency cancels an event at their site.
If a tournament has to be canceled before the tournament day begins, teams will be notified by an email sent to the teams directly (if possible) and via the norcftc Yahoo Group and the information will also be posted prominently on the front page of the www.norcalftc.org site. We can not guarantee that we will be able to send out an email individually to the listed coach of the team.
In the event of a cancellation of a tournament, we will explore rescheduling, if possible. Due to constraints on venue availability and calendar conflicts, it may not be possible to reschedule a cancelled event. We are currently working with FIRST Tech Challenge staff to define a policy for what happens to the advancement from the event in the case of a cancelled tournament.
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Finally, in consideration of and in order to protect our volunteers, other teams and their families, please follow the CDC recommendations and stay at home if you are experiencing any flu-like symptoms. Even with mild symptoms, you may be contagious. At an event with so many people germs can be spread easily and quickly. If we are all courteous and consider the health of each other, then we can enjoy a healthy FTC tournament season. For more info about flu and CDC guidelines, please visit http://www.cdc.gov/flu/