How to organise a robotics workshop

A robotics workshop runs smoothly when the technical setup is treated as seriously as the teaching. Start by booking the room and confirming teachers, then match registrations to team sizes before preparing the activities. Test every laptop, robot kit and software installation several days ahead, not on the morning itself. On the day, allow time for registration, a safety check, kit distribution and troubleshooting before the first challenge begins.

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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
Reserve the venue and hall
2
Arrange teachers and supervisors
3
Inventory robot kits and laptops
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create participant groups
8
Develop the workshop program
2 people
9
Prepare robot tasks
2 people
10
Test laptops and software
2 people
11
Check spare parts
12
Print technical instructions
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
16
Pack robot kits per team
3 people
17
Set out the room layout
2 people
18
Set up tables and chairs
3 people
19
Connect laptops
3 people
20
Set out robot kits
2 people
21
Set up registration desk
2 people
22
Conduct a safety check
2 people

Event

23
Receive participants
3 people
24
Hand out name badges
2 people
25
Serve coffee and tea
2 people
26
Explain the workshop program
27
Give safety instructions
28
Assign teams
2 people
29
Explain robot parts
2 people
30
Build base model
4 people
31
Explain the programming environment
2 people
32
Test the first robot program
4 people
33
Refill drinks
2 people
34
Distribute snack breaks
2 people
35
Explain the robot challenge
36
Supervise the robot challenge
5 people
37
Set up the dinner buffet
3 people
38
Serve dinner
3 people
39
Refill drinks
2 people
40
Guide final demos
4 people
41
Announce results and prizes
42
See participants off
2 people

Aftercare

43
Disassemble robot kits
4 people
44
Shut down and pack laptops
3 people
45
Clear tables and chairs
3 people
46
Wash dishes
2 people
47
Collect waste
2 people
48
Clean the hall and kitchen
3 people
49
Sort robot parts
2 people
50
Return all equipment
2 people
51
Return borrowed materials
52
Store leftover stock
53
Send participant materials afterward

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 36
Registration desk
Buffet tableqty 2

Equipment

Laptopsqty 16
Robot building kitsqty 8
USB chargersqty 16
Extension cordsqty 8
Power stripsqty 8
Projector
Projection screen
Wi-Fi router
Bluetooth speakersqty 2

Tools

Precision screwdriversqty 8
Tongsqty 8
Wire cuttersqty 8
Measuring tapesqty 8
Battery testersqty 4

Workshop materials

Spare batteriesqty 32
Jumper wiresqty 100
Resistorsqty 100
LED lightsqty 50
Cable tiesqty 200
Electrical tapeqty 8
Cardboard test tracksqty 8
Marker conesqty 24
Floor matsqty 8

Paper goods

Workshop guidesqty 32
Assignment cardsqty 32
Name badgesqty 36
Pensqty 36
Notepadsqty 36

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Welcome sign
Tableclothsqty 10

Lighting

Table lampsqty 8

Safety

Safety gogglesqty 36
First aid kit

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the room, teachers and supervisors first, then set a registration deadline that gives you at least 7 days to create participant groups and prepare name badges.
Group participants before packing the robot kits. Pack one complete kit per team and label it clearly, including the laptop, charger, batteries and small spare parts needed for the assignments.
Test every laptop with the actual software and robot connection at least 3 days before the workshop. Keep spare batteries, jumper wires, resistors and other replacement parts available for faults during the session.
Plan the room around power and movement: place work tables near power strips and extension cords, keep cables taped down, and leave clear routes to the registration desk and exits.
Open the room at least 60 minutes before participants arrive. Use the first 30 minutes for tables, chairs, laptops and kits, then reserve the remaining time for the safety check and last-minute connection problems.

Frequently asked questions

How long does it take to organise a robotics workshop?: Allow at least 2 weeks for a small workshop. Use the final 3 days to confirm registrations, group participants, test laptops and software, check robot kits and prepare printed instructions.
How many participants should be in a robotics workshop team?: Plan teams of 2 to 4 participants so everyone can build, program and test the robot. Create the groups before the event and pack one robot kit and laptop setup for each team.
When should I test the laptops and robot kits?: Test them at least 3 days before the workshop, using the same software, cables and robot connections planned for the session. Perform a shorter connection check again 60 minutes before arrival.
How early should I arrive for a robotics workshop?: Arrive at least 60 minutes before participants. Set up the tables, power, laptops, robot kits and registration desk first, then complete the safety check before handing out name badges.

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.