Robotics workshop checklist: what to arrange and when

A robotics workshop needs more than robot kits and a room. You have to match teams with working laptops, prepare tasks that fit the available parts, and test the software before participants arrive. This checklist takes you from booking the venue and inviting participants to packing kits, setting up the tables and running registration. Use it to keep technical checks, group planning, refreshments and room safety on schedule.

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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

Reserve the venue and hall
Arrange teachers and supervisors
Inventory robot kits and laptops
2 people
Send invitations
Process registrations
Collect dietary requirements
Create participant groups
Develop the workshop program
2 people
Prepare robot tasks
2 people
Test laptops and software
2 people
Check spare parts
Print technical instructions
Prepare name badges
Do the shopping
2 people
Chill drinks
Pack robot kits per team
3 people
Set out the room layout
2 people
Set up tables and chairs
3 people
Connect laptops
3 people
Set out robot kits
2 people
Set up registration desk
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Explain the workshop program
Give safety instructions
Assign teams
2 people
Explain robot parts
2 people
Build base model
4 people
Explain the programming environment
2 people
Test the first robot program
4 people
Refill drinks
2 people
Distribute snack breaks
2 people
Explain the robot challenge
Supervise the robot challenge
5 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill drinks
2 people
Guide final demos
4 people
Announce results and prizes
See participants off
2 people

Aftercare

Disassemble robot kits
4 people
Shut down and pack laptops
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the hall and kitchen
3 people
Sort robot parts
2 people
Return all equipment
2 people
Return borrowed materials
Store leftover stock
Send participant materials afterward

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 36
Registration desk
Buffet tableqty 2

Equipment

Laptopsqty 16
Robot building kitsqty 8
USB chargersqty 16
Extension cordsqty 8
Power stripsqty 8
Projector
Projection screen
Wi-Fi router
Bluetooth speakersqty 2

Tools

Precision screwdriversqty 8
Tongsqty 8
Wire cuttersqty 8
Measuring tapesqty 8
Battery testersqty 4

Workshop materials

Spare batteriesqty 32
Jumper wiresqty 100
Resistorsqty 100
LED lightsqty 50
Cable tiesqty 200
Electrical tapeqty 8
Cardboard test tracksqty 8
Marker conesqty 24
Floor matsqty 8

Paper goods

Workshop guidesqty 32
Assignment cardsqty 32
Name badgesqty 36
Pensqty 36
Notepadsqty 36

Tableware

Reusable cupsqty 50
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Welcome sign
Tableclothsqty 10

Lighting

Table lampsqty 8

Safety

Safety gogglesqty 36
First aid kit

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Count one complete robot kit and one tested laptop per team, then prepare spare batteries, jumper wires and basic components before packing the kits. A missing cable or resistor can stop a group within minutes.
Test every laptop, charger, software installation and Wi-Fi connection at least one day before the workshop. Keep USB chargers, extension cords and power strips together so setup does not depend on finding them on the day.
Create participant groups before printing name badges and assignment cards. This gives teachers a fixed team list and lets you pack each robot kit for the correct number of participants.
Set up the registration desk before connecting the workshop tables. Leave clear walkways, place floor mats where cables cross, and complete the safety check before participants enter the room.
Plan refreshments around the workshop schedule rather than leaving them until the last hour. Chill drinks in advance, set up coffee and tea before registration, and collect dietary requirements during registration.

Frequently asked questions

How far in advance should I plan a robotics workshop?: Book the venue and confirm teachers or supervisors at least 4–6 weeks ahead. Send invitations early enough to close registrations before you need to create participant groups and pack the robot kits.
How many laptops and robot kits do I need for a robotics workshop?: Plan for one working laptop and one complete robot kit per team. Prepare at least one tested spare laptop and extra batteries, jumper wires and small components so one technical failure does not stop a group.
When should I test the laptops and robotics software?: Run the full laptop and software test at least one day before the workshop, not during room setup. Open the workshop tasks, check the required connections and charge every laptop and USB charger afterward.
How long does robotics workshop setup take?: Allow about 2–3 hours for tables and chairs, power, laptops, robot kits, projection equipment and the registration desk. Add extra time if kits are not packed per team or if the software has not been tested beforehand.

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