Robotics workshop checklist

Use this checklist to organize a robotics workshop from the first invitation to the final programming exercise. It covers registrations, dietary requirements and parental consent, then moves through software setup, robot testing and room preparation. On the day, you will need a clear registration point, safe workstations, tested presentations and a simple way to distribute parts. Work through the tasks in order so missing chargers, software access or spare components do not slow down the workshop.

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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

Send invitations
Process registrations
Collect dietary requirements
Collect parental consent forms
Finalize the participant list
Print the workshop program
Set up workstations
2 people
Test robots and kits
2 people
Install software
2 people
Do the shopping
2 people
Sort materials
2 people
Chill drinks
Open venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Post safety instructions
Lay out robot parts
2 people
Set up registration desk
Set up catering
2 people
Test equipment and presentations
2 people

Event

Receive participants
3 people
Explain the program and rules
2 people
Distribute robot parts
3 people
Guide basic programming
4 people
Serve break drinks
2 people
Restock robot parts
2 people
Oversee construction task
4 people
Serve snacks
2 people
Refill drinks
Guide the programming exercise
4 people
Supervise the robotics competition
4 people
Facilitate presentations
3 people
Hand out certificates
2 people
Check out participants
2 people

Aftercare

Collect the robot kits
3 people
Clear the worktables
3 people
Switch off equipment
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Inventory materials
2 people
Store robots safely
2 people
Return borrowed items
Send participants' photos

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 40
Registration desk
Storage cabinetsqty 2

Equipment

Robotics kitsqty 8
Laptopsqty 8
Laptop chargersqty 8
Projector
Projection screen
Power stripsqty 8
Extension cordsqty 8
USB cablesqty 16
Rechargeable batteriesqty 24
Battery chargersqty 4
Solderless breadboardsqty 8
Spare wheelsqty 24
Spare parts binsqty 8
Label printer
Speaker
Microphone

Tools

Screwdriversqty 16
Pliersqty 8
Wire cuttersqty 8
Allen keysqty 8
Measuring tapesqty 4
Safety gogglesqty 40
Work glovesqty 40

Workshop materials

Floor matsqty 8
Construction instructionsqty 40
Name stickersqty 50
Markersqty 20
Notepadsqty 40
Pensqty 40
A4 paperqty 500
Cardboard race tracksqty 4
Barrier tapeqty 2
Certificatesqty 40

Tableware

Reusable cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Coffee potsqty 2

Kitchen

Coolersqty 3
Kettlesqty 2
Thermos flasksqty 3

Decorations

Tableclothsqty 8
Direction signsqty 8
Team cardsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Collect registrations, dietary requirements and parental consent forms before finalizing the participant list. Set a firm deadline at least 7 days before the workshop so you have time to contact families about missing information.
Test every robotics kit, laptop and presentation at least 1 day beforehand. Check chargers, USB cables, rechargeable batteries and software on the actual laptops participants will use, not only on the instructor’s device.
Set up one workstation per participant or team, with the robot parts, construction instructions and required tools already within reach. Keep spare wheels and other replacement parts in labeled bins so troubleshooting does not stop the session.
Leave at least 30 minutes before opening for tables, chairs, power strips, extension cords, safety instructions and the registration desk. Tape down or route cables safely before participants arrive, especially around walkways.
Prepare the break before the workshop starts: chill drinks, set up catering and decide when drinks will be served. A ready break prevents the programming activity from being interrupted while someone is still searching for supplies.

Frequently asked questions

How far in advance should I send robotics workshop invitations?: Send invitations at least 3 to 4 weeks before the workshop. Close registrations about 7 days beforehand so you can finalize attendance, dietary requirements and parental consent forms.
When should I test the robots and laptops for a workshop?: Test all robotics kits, laptops, chargers and software at least 1 day before the workshop. Repeat a short power-on and connection check 30 minutes before participants arrive.
How much setup time does a robotics workshop need?: Allow 60 to 90 minutes for full setup, including tables, chairs, workstations, safety instructions, the registration desk and presentation equipment. Keep a further 30 minutes for opening the venue and resolving last-minute issues.
How should I organize robot parts for participants?: Prepare one labeled set of parts per participant or team before the workshop begins. Keep spare parts in separate labeled bins and place construction instructions at every workstation so distribution does not delay the introduction.

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