Robotics Workshop Checklist

A robotics workshop needs more preparation than simply putting kits and laptops on tables. Confirm the room and date first, then secure the instructor, collect registrations, and test every programming setup before participants arrive. Group assignments, printed safety rules, charged robot kits, and clearly sorted materials prevent delays during the build. Use this checklist to work from early planning through registration, introductions, and the construction task.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm the venue and date
Confirm teacher and supervisors
Send invitations
Process registrations
Collect dietary requirements
Create the schedule and group assignments
2 people
Inventory equipment and kits
2 people
Test the programming software
2 people
Prepare robotics assignments
2 people
Print worksheets and safety rules
Prepare name badges
Send participants a reminder
Do the shopping
2 people
Charge robot kits
2 people
Sort materials by table
2 people
Store catering chilled

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Connect presentation screen
2 people
Set up the registration desk
Handle reception and registration
2 people
Give safety instructions
Give a robotics introduction
Oversee construction task
4 people
Serve break drinks and snacks
2 people
Refill drinks
Guide the programming exercise
4 people
Serve dinner
3 people
Supervise the robotics competition
3 people
Present results and certificates
2 people
Check out participants
2 people

Aftercare

Switch off and count robot kits
3 people
Pack up materials
3 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the room
3 people
Charge and store equipment
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Waste binsqty 4

Equipment

Robotics kitsqty 12
Laptopsqty 15
Laptop chargersqty 15
Projector
Projection screen
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 8
USB hubsqty 8
Power banksqty 4

Tools

Precision screwdriversqty 12
Small pliersqty 12
Wire cuttersqty 12

Workshop materials

Cable tiesqty 200
Crocodile clipsqty 40
Jumper wiresqty 120
Spare batteriesqty 48
Tapeqty 8
Markersqty 24
Worksheetsqty 40
Name badgesqty 40

Tableware

Reusable cupsqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 3
Serving plattersqty 6

Safety

Safety gogglesqty 36
Table coversqty 8

Cleaning

Hand brush and dustpanqty 2
Bucketsqty 2

Catering

Groceries

Tips

Test the programming software on every laptop at least 3–5 days before the workshop, not just on the instructor’s computer. Check that chargers, USB hubs, power strips, extension cords, and the presentation connection all work together.
Assign participants to groups and tables before the day itself. Prepare name badges and sort robotics kits, jumper wires, crocodile clips, cable ties, batteries, and tools by table so the first construction task can start within 10 minutes of the introduction.
Send the participant reminder 2–3 days before the workshop with the start time, arrival instructions, what to bring, and any dietary information already collected. This is also the last practical moment to chase incomplete registrations.
Charge all robot kits and power banks the evening before, then keep laptop chargers and spare batteries at the workstations. A short power check before opening the venue catches flat batteries and missing cables while there is still time to fix them.
Open the venue 60–90 minutes before registration. Set up tables and chairs, the registration desk, workstations, screen, waste bins, and chilled catering first; leave the final 15 minutes for a safety check and a clear walk-through between tables.

Frequently asked questions

How far in advance should I plan a robotics workshop?: Start confirming the room, date, instructor, and assistants at least 4–6 weeks ahead. Aim to close registrations and finalize group assignments 5–7 days before the workshop.
How long does it take to set up a robotics workshop?: Allow 60–90 minutes for room setup, equipment checks, registration, and catering. Add another 15 minutes before participants arrive for a final safety and power check.
How many robotics kits do I need for a workshop?: Plan one kit per assigned group or workstation, plus at least one spare kit for the construction task. For example, 24 participants in groups of 3 require 8 working kits and 1 spare.
When should I test the robotics programming software?: Test it on every workshop laptop 3–5 days before the event and repeat a quick launch test on the morning itself. This gives you time to resolve permissions, updates, cable, or network problems.

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.