What to Include in Your Driver's Meeting: A Safety Briefing Template for Combat Robot Events

If you’re organizing a combat robotics event, the driver’s meeting is one of the most important safety touchpoints of the day. Whether your attendees are first-time builders or seasoned competitors, it’s essential to set clear expectations upfront and create a culture where safety is taken seriously.

We know a lot of organizers wonder: What exactly should I cover in the morning briefing? To make your life easier, here’s a ready-to-go script you can use or adapt for your event.

In addition to safety, we recommend covering some general housekeeping and event-specific information during your driver’s meeting.

Housekeeping and Event Info

• Introductions: [Introduce yourself, along with any other volunteers that will be available to help answer any questions.]
• Bathrooms: [Insert location or directions to restrooms.]
• Breaks: If there are scheduled breaks or pauses in matches, they’ll be announced—keep an ear out. [List the specific scheduled breaks.]
• Food: [Insert details about food options, concessions, or nearby places to eat.]
• Pit Cleanliness: Please keep your pit area clean and free of debris. Don’t leave tools or batteries unattended in common walkways.
• Trash & Recycling: Use the bins provided to help us keep the venue tidy. [Point out the locations along with locations of sand buckets.]

Ruleset and Event-Specific Info

This event follows the [insert ruleset name, e.g., SPARC Standard Ruleset or MRCA Standard Ruleset]. Please make sure your robot complies with this ruleset—if you’re unsure, ask a [insert designated person for these questions].

Also note:

• [List any event-specific modifications, e.g., special arena hazards, unsticks, alternate tapout rules, or match time changes.]
• [Clarify any weigh-in or recheck policies.]
• [Mention sportsmanship or behavioral expectations, if needed.]

Weapon Locks

All robots must have their weapon locks in place any time a battery is installed. If your robot is powered and fully assembled, the weapon lock must be engaged—no exceptions. The only exception is if your robot is clearly disassembled and poses no threat.

Even if the battery is out, but the robot looks like it’s fully assembled or ready to go, please keep the weapon lock in place. It’s always difficult for others to tell at a glance whether a robot is live, so the safest choice is to always have the lock in until you’re in a designated power-on zone.

Battery Safety

Treat every battery with respect.

• If a battery starts puffing or shows signs of damage, put it in a sand bucket immediately. [Be sure to point out the sand bucket locations during your briefing.]
• If a robot or battery catches fire, get it into a sand bucket and outside as quickly and safely as possible.
• Always charge batteries in LiPo-safe bags—no shortcuts allowed.
• Do not charge batteries unattended. If you need to step away from your pit, please let a pit neighbor know so they can keep an eye on your charging setup.

Operating Zones

Robots may only be powered on in designated areas: the test boxes or fight cage.

Before moving your robot, ensure all doors are fully closed and latched. Do not turn on your robot outside of these zones.

Exposed LiPo Batteries

If a LiPo becomes exposed or compromised during a match, stop the fight immediately. Safety takes priority. Don’t wait—call it out and act fast.

Fail-Safes

Every robot must have a working fail-safe configured. If your transmitter disconnects, the robot should shut down immediately. We encourage you to test your fail-safe before every match.

Load-In and Loadout Procedure

Follow this sequence during load-in and loadout to ensure safety and prevent accidental weapon activation:

• Load-In: Controller ON → Robot ON → Weapon Lock OFF
• Loadout: Weapon Lock ON → Robot OFF → Controller OFF

In some cases, it may be safer to reverse robot power and lock order—use good judgment, but always prioritize safety.

Closing Line

If you have any questions throughout the day, don’t hesitate to ask a volunteer or staff member. We’re here to help ensure everyone has a safe and fun experience.

We’ve created this printable handout to make it easier to cover key safety protocols, housekeeping items, and event-specific rules for your combat robotics event. Use it during your driver’s meeting to set clear expectations and keep everyone safe.