Venue Assessment Checklist for Robot Competitions

Finding the right venue can make or break your robot event. Too small, and builders feel cramped. Poor internet, and your stream fails. Miss on parking or bathrooms, and competitors leave frustrated. After running dozens of events, we’ve built a venue assessment checklist that helps new and experienced Event Organizers (EOs) quickly evaluate if a location will work.

Venue Considerations

The first thing to think about is location. A venue that’s close to a strong competitor base makes it easier for teams to attend, while access to a good spectator pool ensures your event has energy and community engagement. Accessibility also matters — if your venue is near hotels, highways, or airports, it’s easier for out-of-town teams to justify the trip.

But what if you don’t yet have a local competitor base? In that case, it’s best to start small. Hosting casual local meetups — even if they aren’t full tournaments — helps attract new builders and slowly grows interest in your area. Over time, these smaller gatherings create the foundation for larger events, ensuring that when you do book a full-scale venue, you’ll already have a community excited to fill it.

Transportation should also be part of your early considerations. Is the venue reachable by public transit, or will competitors rely on driving and parking? Pairing easy parking access with good load-in locations helps builders have a smoother day.

Parking is another critical factor. Builders often bring multiple toolboxes and totes, and while hauling them in can be a hassle, it really only affects the load-in/out. If competitors are allowed to pull up close to the door to unload, they’re much more willing to park further away for the rest of the day. Good parking management can ease stress at the start of the event and make the overall experience smoother for both builders and spectators.

Facilities and Infrastructure

Bathrooms might not be glamorous, but they’re essential. They need to be the right size for your crowd and serviced throughout the day. A simple best practice is to walk through every few hours and make sure they’re stocked and cleaned up — it’s a small step that makes a big difference for both competitors and spectators.

Internet is just as important. If you plan on streaming, you’ll need strong, reliable bandwidth, ideally with the ability to control usage so the livestream isn’t throttled. Even if streaming isn’t required, many competitors expect basic connectivity.

Food and water access are also worth checking early. Does the venue allow outside food, or do you need to rely on in-house concessions? Are prices reasonable, and is there enough variety to keep people fueled through a long day? Even something as simple as a water fountain can make a big difference.

Equipment and Amenities

Tables and chairs are easy to overlook until you’re short on them — and rentals add up fast if the venue doesn’t include them. Think carefully through every station that will need a surface or seating so you’re not scrambling on event day.

Start with the competitor pits. This is where most of your tables will be used. You can always ask your competitors to bring their own tables and chairs. We use a 1.5 to 1.8 bots-per-table planning ratio to determine the number of pit tables needed.

Beyond that, you’ll need a dedicated table for the optional stream team (to hold capture equipment, laptops, and overlays), plus a judges’ table with at least three chairs and a spare or two. Near the cage, add a ready-up/staging table so the next match can prep without clogging the pit lanes.

It’s also smart to plan for a safety area. This typically includes your test box, a scale, a table to set down bots, and a first aid kit. Having a designated safety space reinforces procedures and keeps competitors from testing their bots in unsafe places.

And if you’re running concessions, budget a table and chair there as well. A small buffer — one extra table and a few spare chairs — is always worth the investment for last-minute needs.

Finally, don’t forget the spectators. While they don’t need tables, seating is essential if you want them to stay engaged throughout the day. Folding chairs or bleacher access can go a long way toward making your event comfortable and welcoming.

Space and Layout

Pit size and layout are at the heart of venue planning. A helpful rule of thumb is to plan for 1.5 to 1.8 bots per table, with adjustments for different weight classes (1.5 bots if 1 weight class, 1.8 bots if 2 or more weight classes) since many builders bring a bot for each class they compete in. Venue dimensions can also help set expectations: a space around 30’ x 60’ will generally max out at about 32 bots, while a larger hall closer to 60’ x 120’ can comfortably host around 100 competitors. Spectator seating, visibility, and even natural light should also be considered — glare from big windows can be a real issue for arena visibility.

Costs and Timing

Of course, cost is always part of the equation. Beyond the headline rental fee, check for insurance requirements, cleaning fees, security charges, or penalties for late load-outs. Don’t forget to ask about load-in and load-out times — they can be just as important as the hours the event runs.

Closing Thoughts

Choosing the right venue isn’t just about square footage. It’s about finding a space that sets up competitors, volunteers, and spectators for success. By working through this list, you’ll spot potential problems early and give your event the best chance of running smoothly. After all, the fewer surprises on event day, the more everyone can focus on what really matters: the robots.