How to organize a robot competition

Start by fixing the competition format, rules, and scoring before inviting teams. Then build the event around registration, judging, volunteer roles, competition fields, and a published schedule. Robot events often run late because equipment, spare parts, power outlets, and team assignments are left until the final week. Work through those dependencies in order, test every station, and give participants clear arrival instructions before competition day.

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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
Set the competition format
2 people
2
Write out the competition rules
2 people
3
Approach jury members
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm participants
2 people
10
Finalize team assignments
2 people
11
Prepare jury briefing
12
Publish the program
13
Send directions
14
Book catering
15
Order prizes
16
Create a power plan
2 people
17
Design competition fields
2 people
18
Prepare score sheets
19
Making participant badges
2 people
20
Make name tags
2 people
21
Test the equipment
3 people
22
Check spare parts
2 people
23
Collect printed materials
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Charge equipment
2 people
27
Open venue
2 people
28
Set up tables and chairs
4 people
29
Set up competition fields
4 people
30
Set up participant tables
3 people
31
Set up judges' table
2 people
32
Set up registration desk
2 people
33
Hang up signage
2 people
34
Connect the technical equipment
3 people
35
Chill drinks
2 people
36
Prepare snacks
3 people

Event

37
Give the jury briefing
2 people
38
Brief volunteers
2 people
39
Register participants
3 people
40
Hand out badges
2 people
41
Give the opening briefing
2 people
42
Explain the competition rules
2 people
43
Carry out robot checks
3 people
44
Guide the First Round
6 people
45
Record scores
3 people
46
Refill drinks
2 people
47
Serve break snacks
3 people
48
Check the playing fields
3 people
49
Assist with the second round
6 people
50
Resolve technical issues
3 people
51
Check scores
2 people
52
Announce finalists
53
Serve dinner
4 people
54
Collect tableware
2 people
55
Prepare the final
4 people
56
Lead the final
6 people
57
Record final scores
3 people
58
Answer audience questions
2 people
59
Check the winners
2 people
60
Support awards ceremony
3 people
61
Give a thank-you speech
62
Check out participants
2 people

Aftercare

63
Switch off the equipment
3 people
64
Take down the playing fields
4 people
65
Sort materials
3 people
66
Clear tables and chairs
4 people
67
Collect waste
3 people
68
Wash dishes
3 people
69
Clean the venue
3 people
70
Store equipment safely
2 people
71
Return borrowed materials
2 people
72
Publish results
73
Thank participants
2 people

What to bring

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

Furniture

Participant tablesqty 12
Jury tablesqty 2
Registration desk
Chairsqty 80
Bar stoolsqty 4
Waste binsqty 8

Equipment

Laptopsqty 8
Computer miceqty 8
Laptops for registrationqty 2
Printersqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 12
Power stripsqty 18
USB hubsqty 8
Charging stationsqty 6
Battery chargersqty 8
Spare batteriesqty 24
Game clocksqty 4
Handheld megaphone
Label printer
Multimetersqty 3
Soldering stationsqty 3
Glue gunsqty 3
Extension cordsqty 4
Cable traysqty 20
USB cablesqty 20
HDMI cablesqty 4
Spare parts kitsqty 6
Tool casesqty 4

Sports equipment

Competition matsqty 4
Field edgesqty 16
Obstaclesqty 24
Goalsqty 8
Conesqty 24
Measuring tapesqty 4
Barrier tapeqty 4
Number discsqty 20

Tableware

Reusable cupsqty 100
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 50
Thermos flasksqty 6
Serving plattersqty 12
Serving spoonsqty 8
Water jugsqty 8

Kitchen

Coolersqty 6
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Serving spoonsqty 8

Decorations

Participant badgesqty 100
Lanyardsqty 100
Name badgesqty 40
Directional signsqty 12
Team flagsqty 20
Tableclothsqty 16
Prize trophiesqty 6
Certificatesqty 30

Cleaning

Trash bagsqty 60
Paper towelsqty 12
Cleaning glovesqty 8
Microfiber clothsqty 12
Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the format and write the rules before opening registration. State the team size, match length, scoring method, permitted robot specifications, and tie-break procedure so teams know exactly what to prepare.
Recruit jury members and volunteers early, then give each person a defined shift and task. Prepare the jury briefing at least one week before the event, including the score sheets, rules, judging sequence, and how disputes are handled.
Close registration before finalizing team assignments. Confirm participants, collect dietary requirements, and publish the program and directions early enough for teams to plan arrival, setup, and transport.
Create a power plan for participant tables, soldering stations, chargers, laptops, the projector, and sound equipment. Count outlets and extension cords by area, keep cables out of walkways with cable trays, and avoid putting every table on one power strip.
Test the competition fields and all technical equipment before the event, not during check-in. Check laptops, mice, USB and HDMI cables, game clocks, multimeters, soldering stations, glue guns, chargers, spare batteries, printers, and registration equipment, then keep spare parts accessible.

Frequently asked questions

How far in advance should I organize a robot competition?: Start the format, rules, venue setup, and jury recruitment at least 8 to 12 weeks ahead. Open registration once the rules and team requirements are stable, and reserve the final 7 days for testing, printing, and confirmations.
How do I schedule a robot competition?: Allow at least 30 minutes for registration and setup before the first briefing. Add 10 to 15 minutes between competition rounds for scoring, field reset, and technical issues, then schedule a separate prize and closing block of about 30 minutes.
What equipment is needed for a robot competition?: Plan one participant table and chair set per team, plus jury and registration tables. For technical work, provide laptops, chargers, spare batteries, power strips, extension cords, USB and HDMI cables, game clocks, measurement tools, soldering stations, glue guns, and clearly labeled spare parts.
When should team assignments be finalized?: Finalize assignments 5 to 7 days before the competition, after registration has closed and participant details are confirmed. Send each team its name, arrival time, table or field information, rules, directions, and any dietary or catering details in the same message.

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