How to organise a robotics workshop that runs smoothly

Start with the participant list, not the equipment. Send invitations early, process registrations, collect dietary requirements and parental consent, then print the final workshop programme. Once attendance is fixed, prepare one workstation per team, install the software, test every robot kit and check the presentation equipment. On the day, allow time to open the venue, arrange tables, label parts and set up registration before participants arrive. A short safety briefing and a structured programming exercise keep the workshop moving.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Collect parental consent forms
5
Finalize the participant list
6
Print the workshop program
7
Set up workstations
2 people
8
Test robots and kits
2 people
9
Install software
2 people
10
Do the shopping
2 people
11
Sort materials
2 people
12
Chill drinks
13
Open venue
2 people
14
Set up tables and chairs
3 people
15
Set up workstations
3 people
16
Post safety instructions
17
Lay out robot parts
2 people
18
Set up registration desk
19
Set up catering
2 people
20
Test equipment and presentations
2 people

Event

21
Receive participants
3 people
22
Explain the program and rules
2 people
23
Distribute robot parts
3 people
24
Guide basic programming
4 people
25
Serve break drinks
2 people
26
Restock robot parts
2 people
27
Oversee construction task
4 people
28
Serve snacks
2 people
29
Refill drinks
30
Guide the programming exercise
4 people
31
Supervise the robotics competition
4 people
32
Facilitate presentations
3 people
33
Hand out certificates
2 people
34
Check out participants
2 people

Aftercare

35
Collect the robot kits
3 people
36
Clear the worktables
3 people
37
Switch off equipment
2 people
38
Collect waste
2 people
39
Wash dishes
2 people
40
Clean the room
3 people
41
Inventory materials
2 people
42
Store robots safely
2 people
43
Return borrowed items
44
Send participants' photos

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 40
Registration desk
Storage cabinetsqty 2

Equipment

Robotics kitsqty 8
Laptopsqty 8
Laptop chargersqty 8
Projector
Projection screen
Power stripsqty 8
Extension cordsqty 8
USB cablesqty 16
Rechargeable batteriesqty 24
Battery chargersqty 4
Solderless breadboardsqty 8
Spare wheelsqty 24
Spare parts binsqty 8
Label printer
Speaker
Microphone

Tools

Screwdriversqty 16
Pliersqty 8
Wire cuttersqty 8
Allen keysqty 8
Measuring tapesqty 4
Safety gogglesqty 40
Work glovesqty 40

Workshop materials

Floor matsqty 8
Construction instructionsqty 40
Name stickersqty 50
Markersqty 20
Notepadsqty 40
Pensqty 40
A4 paperqty 500
Cardboard race tracksqty 4
Barrier tapeqty 2
Certificatesqty 40

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee potsqty 2

Kitchen

Coolersqty 3
Kettlesqty 2
Thermos flasksqty 3

Decorations

Tableclothsqty 8
Direction signsqty 8
Team cardsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Close registrations at least 5–7 days before the workshop so you can finalise teams, print the programme and prepare name stickers. Check that every participant has returned a parental consent form before confirming the list.
Test each robotics kit and laptop at least 24 hours beforehand. Install the required software, charge rechargeable batteries, connect chargers and cables, and keep spare wheels and parts in clearly labelled bins.
Set up one work table and chair for each team, with the robot parts, construction instructions, safety goggles and tools already in place. Leave clear cable routes and place power strips and extension cords where nobody will trip over them.
Open the venue at least 60 minutes before participants arrive. Use the first part of that window for tables and workstations, then test the projector, screen, speaker and microphone before setting up the registration desk and drinks.
Explain the programme, workshop rules and safety instructions before distributing parts. Keep the first programming task short—around 30 minutes—so you can spot missing components, software problems or teams that need help before the main build.

Frequently asked questions

How far in advance should I organise a robotics workshop?: Start invitations and registrations 3–4 weeks before the workshop. Close the participant list 5–7 days beforehand so you have time to collect consent forms, confirm dietary requirements and prepare teams and materials.
How much time is needed to set up a robotics workshop?: Allow at least 60 minutes for venue setup, and 24 hours beforehand for testing robots, laptops and software. The final hour should cover workstations, registration, safety instructions, catering and presentation equipment.
How many robotics kits do I need for a workshop?: Plan for one robotics kit per team rather than per participant, then prepare spare parts for every workstation. Keep at least one tested backup kit or a clearly separated set of spare wheels and components available.
What should participants do first at a robotics workshop?: Begin with registration, the programme and safety rules before handing out robot parts. Give teams a basic programming task of about 30 minutes, then move on to building and more complex exercises.

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