Event Cancellation Policy

Montana FIRST Robotics Tournament Cancellation & Modification Policy

Montana FIRST Robotics is committed to providing high-quality, safe, and rewarding events for all teams. However, circumstances may arise that require an event to be modified, postponed, or canceled. These decisions are never taken lightly, and every effort will be made to preserve the opportunity for teams to participate.

Possible Causes for Cancellation or Modification

An event may be canceled, postponed, or modified due to disruption in any of the following areas:

1. People

• Widespread illness among teams, volunteers, or staff

• Inability to secure a sufficient number of screened volunteers per Youth Protection Policy (YPP)

• Threats to personal safety (e.g., credible violence or bomb threats)

2. Infrastructure

• Venue closure due to maintenance issues (e.g., power outage, heating failure, water issues)

• Fire, flooding, or natural disasters affecting venue use

3. Logistics

• Inclement weather (snow, ice, road closures) preventing safe travel

• Transportation issues impacting team or equipment movement

• Government, school district, or health department mandates preventing events
  
  

Decision-Making & Actions

The Montana FIRST Program Delivery Partner (PDP), in consultation with the Tournament Director and/or venue authorities, will evaluate all available options before canceling an event. Options considered, in order of preference:

1. Adjust event schedule or structure (e.g., fewer matches, remote judging)

2. Relocate to a different venue or space

3. Modify start/end times

4. Postpone to a later date (if possible within season constraints)

5. Cancel the event (last resort)

In other words, we will explore options to maintain the event, with cancellation as the last resort.

Notifications

If an event is canceled or modified, teams will be notified as soon as possible through:

• Email to Lead Coach 1 and 2

• Updates posted to https://www.mtroboticsalliance.org/ and official social media

• Phone or text (if timely and appropriate)

• On-site printed notices, if applicable

Montana FIRST Robotics aims to notify teams at least 48 hours in advance when disruptions are predictable, but last-minute decisions may be required in emergent situations.

Advancement

FLL Advancement

If a qualifying event is canceled before awards or advancement decisions are finalized, advancement slots will be filled through a lottery system from among the registered teams. 

If a championship event is canceled, advancement will be determined by a lottery and weighted by scores obtained during the season (e.g. Qualifier Scores will be used to determine top teams eligible to advance). Selected teams will be notified and published online.

Advancing teams will be contacted directly and results will be posted online. Events will not be rescheduled.

FTC Advancement

If the first qualifier event is cancelled, advancement to championship will be determined at the next qualifier for all championship advancement slots. 

If a second qualifier is cancelled, advancement to championship will be determined by the ranking from the first qualifier. If a full number of teams were not in attendance to complete a roster for championship, then additional slots will be filled based on teams not advancing from the first qualifier by the date a team completed their event registration, “first-come-first-served basis,” until a full roster of teams is determined.

If a championship event is canceled, advancement will be determined by a lottery. The top teams on the Advancement List from each qualifier will be entered into the lottery. Selected teams will be notified and published online.

(For a team to be considered for advancement(s) described above they must be fully registered and eligible (complete team roster with signed consent and release forms) through the FIRST Dashboard, prior to the event in consideration)

Advancing teams will be contacted directly and results will be posted online. Events will not be rescheduled.

Refunds

Tournament registration fees are generally non-refundable due to the commitment of funds prior to the event (e.g., venues, supplies, awards). If possible, a partial refund of local fees may be offered in case of full cancellation. Teams will only be charged again when significant fees are incurred if an event is rescheduled or significantly modified (e.g. reserving a new venue).

Health & Safety

All participants are expected to stay home if experiencing symptoms of illness. We encourage all teams to follow current CDC guidelines to help protect the health of volunteers, teams, and spectators.

cdc.gov/flu