Robot Camp Checklist

A robot camp needs more than building kits and a timetable. Before participants arrive, you need working tablets or laptops, charged batteries, tested robot challenges, clear teams, permissions, and emergency contacts. This checklist takes you from choosing the date and location through registration, workstation setup, food, and the final safety check. Follow the preparation in sequence so missing information or untested equipment does not delay the first activity.

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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

Confirm date and location
2 people
Create the program and schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check contact details
2 people
Collect permissions
2 people
Compile emergency contacts
Assign teams and supervisors
2 people
Prepare robot tasks
3 people
Print programming cards
Make Name Labels and Team Cards
Test equipment
2 people
Confirm reservations
Do the shopping
2 people
Sort materials by team
3 people
Charge robot batteries
2 people
Chill food and drinks
2 people
Set up tables and chairs
4 people
Set up workstations
4 people
Set up the registration table
2 people
Hang decorations
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name tags
2 people
Explain the program and rules
2 people
Assemble teams
3 people
Distribute robot parts
4 people
Support the robot build
6 people
Serve break drinks
2 people
Refill drinks
2 people
Test robot programs
5 people
Set up the dinner buffet
4 people
Serve dinner
4 people
Hand out allergen-free meals
2 people
Collect tableware
3 people
Supervise the robotics competition
5 people
Record final scores
2 people
Facilitate presentations
3 people
Hand out prizes and certificates
2 people
Ensure participants leave safely
3 people

Aftercare

Clear workstations
4 people
Count robot parts
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Switch off equipment
2 people
Store materials
3 people
Return borrowed items
2 people
Sort lost and found
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 program before sending invitations, including registration deadlines, team assignments, robot challenges, breaks, and the final competition. Participants need the schedule early, while supervisors need the finished version before setup day.
Test every robot set, tablet, laptop, charger, power strip, and extension cord before camp day. Run at least one complete challenge with the competition mat, measuring tapes, cones, and stopwatches instead of checking equipment only by appearance.
Close registrations before assigning teams. Use the final participant list to check contact details, dietary requirements, permissions, emergency contacts, name labels, and team cards; print a few blank labels for last-minute changes.
Sort robot-building materials, programming cards, and other equipment by team before the room opens. A separate workstation for each team reduces the time spent handing out parts and makes missing items easier to spot.
Finish the room setup and safety check before receiving participants. Leave clear routes between tables, keep cables secured, place waste bins where food is served, and make sure the registration desk is ready before the first arrival.

Frequently asked questions

How far in advance should I plan a robot camp?: Start at least 4 to 6 weeks before the camp. Confirm the date and location first, then allow time for invitations, registrations, permissions, team assignments, equipment testing, and shopping.
What equipment does a robot camp need?: Plan one robot building set and one suitable device per team, plus chargers, power strips, and extension cords. For challenges, prepare the competition mat, cones, measuring tapes, and stopwatches, then test everything at least 3 days beforehand.
When should I close robot camp registrations?: Close registrations 7 to 10 days before the event. That gives you enough time to confirm contact details, collect dietary requirements and permissions, compile emergency contacts, and print name labels and team cards.
How early should I set up for a robot camp?: Allow 2 to 3 hours for setup on the day, depending on the number of teams. Set up tables, chairs, workstations, the registration desk, projection equipment, food and drinks, then complete the safety check before participants arrive.

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