Robot Competition Checklist

A robot competition needs more than a competition field and working robots. You need a clear format, published rules, reliable registration, trained judges, tested equipment, and a power plan that keeps every station running. Start with the competition structure and participant communication, then secure people and supplies before testing the setup. This checklist covers the practical sequence, including details that are often left until the final week, such as dietary requirements, spare parts, badges, score sheets, and cable management.

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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

Set the competition format
2 people
Write out the competition rules
2 people
Approach jury members
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Finalize team assignments
2 people
Prepare jury briefing
Publish the program
Send directions
Book catering
Order prizes
Create a power plan
2 people
Design competition fields
2 people
Prepare score sheets
Making participant badges
2 people
Make name tags
2 people
Test the equipment
3 people
Check spare parts
2 people
Collect printed materials
Check the shopping list
2 people
Do the shopping
2 people
Charge equipment
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up competition fields
4 people
Set up participant tables
3 people
Set up judges' table
2 people
Set up registration desk
2 people
Hang up signage
2 people
Connect the technical equipment
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Give the jury briefing
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out badges
2 people
Give the opening briefing
2 people
Explain the competition rules
2 people
Carry out robot checks
3 people
Guide the First Round
6 people
Record scores
3 people
Refill drinks
2 people
Serve break snacks
3 people
Check the playing fields
3 people
Assist with the second round
6 people
Resolve technical issues
3 people
Check scores
2 people
Announce finalists
Serve dinner
4 people
Collect tableware
2 people
Prepare the final
4 people
Lead the final
6 people
Record final scores
3 people
Answer audience questions
2 people
Check the winners
2 people
Support awards ceremony
3 people
Give a thank-you speech
Check out participants
2 people

Aftercare

Switch off the equipment
3 people
Take down the playing fields
4 people
Sort materials
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Store equipment safely
2 people
Return borrowed materials
2 people
Publish results
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 rules before opening registration. Teams need to know the challenges, scoring method, match timing, equipment limits, and judging criteria before they commit.
Recruit judges and volunteers at least 3–4 weeks ahead, then send a short jury briefing before the event. Include who handles registration, timekeeping, scoring, technical questions, and participant flow.
Build the power plan around every active station, not just the laptops. Count extension cords, power strips, charging stations, battery chargers, soldering stations, glue guns, projectors, and audio equipment, then keep spare capacity for testing and charging.
Test the full setup at least 2–3 days before the competition. Run the laptops, mice, game clocks, printers, projector, microphone, USB hubs, HDMI cables, multimeters, and other technical equipment together rather than checking each item separately.
Finish participant administration before event week. Process registrations, collect dietary requirements, confirm participants, finalize team assignments, print badges and name tags, and prepare score sheets early enough to correct missing names or team changes.

Frequently asked questions

How far in advance should I start planning a robot competition?: Start at least 8–12 weeks before the event. Set the format and rules first, then allow time for registration, judge and volunteer recruitment, catering, prizes, equipment checks, and participant communication.
When should robot competition registration close?: Close registration about 2–3 weeks before the competition. That gives you time to process entries, collect dietary requirements, confirm participants, finalize team assignments, and print badges and score sheets.
How many judges and volunteers do I need for a robot competition?: Plan for at least one lead organizer, two or more judges, and one volunteer for registration and participant flow for a small competition. Add one technical or field volunteer for each competition area so questions and equipment issues do not stop matches.
When should I test the equipment for a robot competition?: Complete a full equipment test 2–3 days before the event and repeat a quick check on the morning itself. Test power, laptops, clocks, printers, projection, audio, charging, spare batteries, cables, and technical tools under the same conditions as the competition.

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.