How to organise a robot camp without last-minute problems

Start by fixing the date, location and timetable before inviting anyone. A robot camp needs more than building kits: you also need balanced teams, working tablets or laptops, charged batteries, tested equipment and clear safety arrangements. Work backwards from the opening time so permissions, dietary information and emergency contacts are collected early. On the day, keep registration separate from the workstations and sort every team’s materials before participants arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Create the program and schedule
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Check contact details
2 people
7
Collect permissions
2 people
8
Compile emergency contacts
9
Assign teams and supervisors
2 people
10
Prepare robot tasks
3 people
11
Print programming cards
12
Make Name Labels and Team Cards
13
Test equipment
2 people
14
Confirm reservations
15
Do the shopping
2 people
16
Sort materials by team
3 people
17
Charge robot batteries
2 people
18
Chill food and drinks
2 people
19
Set up tables and chairs
4 people
20
Set up workstations
4 people
21
Set up the registration table
2 people
22
Hang decorations
2 people
23
Conduct a safety check
2 people

Event

24
Receive participants
3 people
25
Register attendance
2 people
26
Hand out name tags
2 people
27
Explain the program and rules
2 people
28
Assemble teams
3 people
29
Distribute robot parts
4 people
30
Support the robot build
6 people
31
Serve break drinks
2 people
32
Refill drinks
2 people
33
Test robot programs
5 people
34
Set up the dinner buffet
4 people
35
Serve dinner
4 people
36
Hand out allergen-free meals
2 people
37
Collect tableware
3 people
38
Supervise the robotics competition
5 people
39
Record final scores
2 people
40
Facilitate presentations
3 people
41
Hand out prizes and certificates
2 people
42
Ensure participants leave safely
3 people

Aftercare

43
Clear workstations
4 people
44
Count robot parts
3 people
45
Wash dishes
3 people
46
Collect waste
3 people
47
Clean the room
4 people
48
Switch off equipment
2 people
49
Store materials
3 people
50
Return borrowed items
2 people
51
Sort lost and found
52
Send a thank-you message to parents

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Waste binsqty 4

Equipment

Robot building setsqty 10
Tabletsqty 10
Laptopsqty 4
USB chargersqty 12
Power stripsqty 8
Extension cordsqty 8
Projector
Projection screen
Wireless speaker
Microphone

Sports equipment

Competition mat
Conesqty 20
Measuring tapesqty 4
Stopwatchesqty 4
Barrier tapeqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 4
Serving spoonsqty 4

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 20
Serving plattersqty 8

Decorations

Name labelsqty 40
Team cardsqty 12
Tableclothsqty 8
Balloonsqty 30
Buntingqty 3
Certificatesqty 35
Prizesqty 10

Lighting

LED lightsqty 6
Batteriesqty 24

Catering

Thermos flasksqty 3
Water jugsqty 4
Groceries

Tips

Set the programme before sending invitations. Include arrival, team formation, robot-building time, programming, testing and any competition rounds, with short breaks between activities.
Close registration at least 7 days before the camp. Use that deadline to check contact details, collect permissions and dietary requirements, and prepare name labels and team cards.
Test every robot set, tablet or laptop, charger, power strip and extension cord at least 2 days beforehand. Charge the batteries again on the day before the camp rather than waiting until setup.
Sort building materials and programming cards by team before setting up the workstations. Prepare one clearly marked station per team so participants do not lose time sharing parts or searching for instructions.
Finish the room setup and safety check at least 60 minutes before arrival. Leave clear routes between tables, secure loose cables, place waste bins nearby and keep the registration desk at the entrance.

Frequently asked questions

How far in advance should I plan a robot camp?: Start planning at least 4 weeks ahead if children need to register and provide permissions. Set the final registration deadline 7 days before the camp so teams, name labels, dietary information and emergency contacts can be prepared.
How many robots should I prepare for a robot camp?: Prepare one robot-building set per team, plus at least one tested spare set if your budget and equipment allow. Decide team sizes before registration closes, then match each workstation with its own set of materials and programming device.
How long should a robot camp last?: Allow at least 4 to 6 hours for arrival, team formation, building, programming, testing and a final challenge. Add breaks to the schedule and keep the first 30 minutes after arrival free for registration and settling in.
When should I charge and test the robot equipment?: Test all equipment 2 days before the camp, including tablets or laptops, chargers, cables and the projector if you use one. Charge robot batteries the day before, then check the charge and connections again during setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.